Privacy Policy

1. Who We Are

VedaSchoolPro ("we", "us", "our") is a comprehensive school management platform designed and built for Indian schools. We provide a cloud-based SaaS solution that helps schools automate their administration, academics, communication, and finance operations.

Our platform serves multiple user roles including School Administrators, Chairman/Trustees, Teachers, Students, Parents, Transport Staff, and HR personnel — each with tailored dashboards and permissions.

2. Information We Collect

2.1 Information Schools Provide

• School Profile: School name, address, affiliation number, UDISE code, contact details, logo, and branch information
• Staff Data: Teacher and employee names, phone numbers, email addresses, qualifications, experience, salary details, and photographs for ID card generation
• Student Data: Student names, admission numbers, class/section details, date of birth, parent/guardian names, contact numbers, addresses, photographs, and academic records
• Parent Data: Parent names, phone numbers, email addresses, occupation, and relationship to student
• Financial Data: Fee structures, payment records, transaction IDs (processed through Razorpay payment gateway)
• Transport Data: Route details, bus numbers, driver information, stop locations, and student transport assignments
• Academic Data: Exam results, attendance records, timetables, assignments, and report cards

2.2 Automatically Collected Information

• Browser type and device information
• IP address and approximate location
• Pages visited and features used within the platform
• Login timestamps and session duration
• Error logs for debugging and support

2.3 Information from School Public Websites

Schools using our built-in website builder may collect visitor inquiries through contact forms, including parent name, phone, email, child's name, and class applying for. This data is stored securely and accessible only to the respective school's admin.

3. How We Use Your Information

We use the collected information solely to provide and improve our school management services:

• Core Operations: Managing student admissions, attendance tracking, exam results, fee collection, timetable scheduling, and report card generation
• Communication: Sending school notices, SMS alerts, WhatsApp messages, and email notifications to parents, teachers, and students
• ID Card Generation: Creating student, teacher, and staff identity cards with photographs and school branding
• Financial Processing: Processing fee payments through Razorpay, generating receipts, tracking dues, and financial reporting
• Transport Management: Managing bus routes, tracking assignments, and notifying parents about transport details
• Chairman/Trustee Reports: Providing aggregated dashboards with school performance metrics, financial summaries, and operational insights
• Public Website: Displaying school information, gallery, events, circulars, career postings, and handling admission inquiries on the school's public website
• Analytics: Understanding platform usage to improve features and user experience
• Support: Resolving technical issues and providing customer assistance

4. Data Security

We implement industry-standard security measures to protect your data:

• Encryption: All data transmitted between your browser and our servers is encrypted using TLS/SSL (HTTPS)
• Secure Authentication: Password hashing with bcrypt, session management with secure tokens, and role-based access controls
• Role-Based Permissions: Each user role (Super Admin, Chairman, School Admin, Teacher, Student, Parent) has strictly defined access privileges. Teachers cannot see financial data. Parents can only see their own child's information
• Payment Security: All payment processing is handled by Razorpay, a PCI-DSS compliant payment gateway. We never store credit card or bank account details on our servers
• Data Isolation: Each school's data is logically separated. School A cannot access School B's data under any circumstance
• Regular Backups: Automated daily backups to prevent data loss
• Server Security: Enterprise-grade hosting with firewall protection, DDoS mitigation, and regular security patches

5. Data Sharing & Disclosure

We do NOT sell, rent, or trade your personal data. We share information only in these limited circumstances:

• Payment Gateway (Razorpay): Transaction details are shared with Razorpay to process fee payments securely
• SMS/Communication Providers: Phone numbers are shared with our SMS and WhatsApp API providers solely to deliver school notifications
• Legal Requirements: If required by Indian law, court order, or government regulation
• School Authorization: Data is accessible to the authorized administrators of the respective school only

6. Your Rights & Choices

• Access: School administrators can access, export, and download all their school data at any time from the admin dashboard
• Correction: Schools can update or correct any student, teacher, or staff records through the admin panel
• Deletion: Upon termination of service, schools may request complete deletion of all their data by contacting our support team
• Communication Preferences: Parents and staff can opt out of non-essential communications through their profile settings
• Data Portability: Schools can export their data in standard formats (Excel/CSV) for migration purposes

7. Children's Privacy

VedaSchoolPro is used by schools to manage student data on behalf of parents and guardians. We understand the sensitivity of children's information:

• Student data is collected and managed by the school, not directly from children
• Student photographs are used solely for ID cards and school records
• Students access only their own academic information (results, attendance, timetable)
• We comply with applicable Indian data protection laws regarding minors' data
• No student data is used for marketing, profiling, or behavioral tracking

8. Cookies & Tracking

Our platform uses essential cookies for:

• Session Management: Keeping you logged in securely during your session
• Preferences: Remembering your theme preference (light/dark mode), language, and display settings
• Security: CSRF protection tokens to prevent cross-site attacks

We do not use third-party tracking cookies, advertising cookies, or cross-site tracking pixels. If a school enables Google Analytics on their public website, that is the school's choice and governed by Google's privacy policy.

9. Data Storage & Retention

• All data is stored on servers located in India
• Active school data is retained for the duration of the subscription
• After subscription termination, data is retained for 90 days for recovery purposes, then permanently deleted upon request
• Backup data is retained for up to 30 days after deletion
• Payment transaction logs are retained as per Indian financial regulations

10. School Public Websites

Schools using VedaSchoolPro's built-in website builder should note:

• The school's public website is hosted on our infrastructure
• Visitor inquiries submitted through contact forms are stored in the school's admin panel
• The school is responsible for their website content (about, gallery, events, circulars, careers)
• Schools can enable or disable their public website at any time
• Custom domains (e.g., www.yourschool.com) can be configured to point to the school website

11. Compliance

VedaSchoolPro is designed to comply with:

• Information Technology Act, 2000 (India)
• IT (Reasonable Security Practices) Rules, 2011
• Digital Personal Data Protection Act, 2023 (DPDP Act) — we are actively implementing compliance measures
• PCI-DSS compliance through Razorpay for payment processing

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make significant changes, we will notify school administrators through the platform dashboard and update the "Last Updated" date at the top of this page.

13. Contact Us

For any privacy-related questions, concerns, or data requests, please contact us:

• Email: privacy@vedaschoolpro.com
• Phone: +91 98765 43210
• Address: VedaSchoolPro, Jammu, Jammu & Kashmir, India

Platform Features Covered by This Policy

This privacy policy covers data collected and processed through all VedaSchoolPro features and modules: