Privacy Policy

1. Introduction

Welcome to VidyalayaERP ("we", "our", or "us"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our school management software and visit our website.

2. Information We Collect

We collect information that you provide directly to us, including:

School & Institution Data: School name, address, registration number, affiliation board details.
User Account Data: Name, email address, phone number, role (admin, teacher, parent, student).
Student Data: Student name, date of birth, class, roll number, parent contact, academic records, attendance data, fee payment records.
Financial Data: Fee payment history, transaction IDs (we do not store full card/bank details; payments are processed by third-party gateways).
Usage Data: Log data, IP addresses, browser type, pages visited, time spent on features.
Device Data: Device type, operating system, app version (for mobile app users).

3. How We Use Your Information

We use the information we collect to:

Provide, operate, and maintain the VidyalayaERP platform.
Process fee payments and generate receipts.
Send notifications (attendance alerts, fee reminders, exam results) to parents and staff.
Generate reports and analytics for school administrators.
Respond to your comments, questions, and provide customer support.
Send transactional communications (login OTPs, system alerts).
Comply with legal obligations.
Improve and develop new features based on usage patterns.

4. Data Storage and Security

Your data is stored on secure cloud servers hosted in India. We implement industry-standard security measures including:

256-bit SSL/TLS encryption for all data transmission.
AES-256 encryption for data at rest.
Role-based access control (RBAC) so users only access data relevant to their role.
Daily automated backups with 30-day retention.
Regular security audits and vulnerability assessments.
Two-factor authentication (2FA) for admin accounts.

Despite our security measures, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

We do not sell, trade, or rent your personal information to third parties. We may share data with:

Payment Processors: Razorpay, PayTM, UPI gateway providers for fee collection.
SMS/Communication Providers: For sending attendance alerts and notifications.
Cloud Infrastructure: AWS/Azure for hosting services.
Legal Requirements: If required by law, court order, or government authorities.

All third-party partners are bound by data processing agreements and are required to maintain confidentiality.

6. Cookies and Tracking

We use cookies and similar tracking technologies to:

Keep you logged in (session cookies).
Remember your preferences.
Analyze usage patterns to improve our platform (analytics cookies).

You can control cookies through your browser settings. Disabling cookies may affect some functionality of the platform.

7. Children's Privacy

Our platform manages student data including minors. This data is provided by schools (as data controllers) and parents/guardians. We act as a data processor on behalf of schools. Schools are responsible for obtaining necessary consents from parents/guardians for student data management.

8. Your Rights

Depending on applicable law, you may have the right to:

Access: Request a copy of your personal data.
Correction: Request correction of inaccurate data.
Deletion: Request deletion of your data (subject to legal retention requirements).
Portability: Request export of your data in a machine-readable format.
Objection: Object to certain processing activities.

To exercise these rights, contact us at privacy@vidyalayaerp.com.

9. Data Retention

We retain your data for as long as your account is active or as needed to provide services. School data is retained for 7 years after account closure to comply with educational record-keeping regulations. You may request earlier deletion of specific records subject to legal constraints.

10. Third-Party Links

Our platform may contain links to third-party websites. We are not responsible for the privacy practices of those websites and encourage you to review their privacy policies.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through a prominent notice on our platform. Your continued use after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact:

Email: privacy@vidyalayaerp.com
Phone: +91 84538 92875
Address: VidyalayaERP, Chabua, Dibrugarh, Assam, India – 786184