Privacy Policy
Your data and your students' data are very important to us — and we are committed to keeping it safe and secure, explained here in simple and clear language.
Introduction
Gurukul Sanchalan is a cloud-based school management platform. We handle sensitive information related to students, parents, and school staff — therefore, we consider data protection to be one of our core responsibilities.
This policy applies to all users of Gurukul Sanchalan — including school administrators, teachers, parents, and students whose data is entered by schools.
By using the platform, you agree to this Privacy Policy. If you have any questions or concerns, please contact us at privacy@gurukulasanchalan.com.
What Data We Collect
We only collect the data that is necessary to operate and improve the platform effectively.
| Data Type | Examples | Why It Is Required |
|---|---|---|
| School Information | School name, address, UDISE code, contact details | For account setup and invoicing |
| Admin / Staff Data | Name, email, phone number, designation | For login access and role-based permissions |
| Student Data | Name, class, roll number, date of birth, parents' contact details | To manage attendance, fees, and academic reports |
| Financial Data | Fee records, payment receipts (school-related) | For fee management and financial reporting |
| Usage Data | Login times, pages visited, features used | To improve the platform experience (anonymized data) |
| Device / Technical Data | IP address, browser type, operating system | For security and troubleshooting purposes |
How We Use Your Data
The data we collect is used only for the following purposes:
- Platform Delivery: To manage attendance, fees, exam results, reports, and other school operations
- Notifications: To send fee reminders, attendance alerts, and important updates to parents via SMS or WhatsApp
- Customer Support: To help our support team resolve your issues and provide assistance
- Security: To detect unauthorized access and protect user accounts
- Product Improvement: To improve the platform using aggregated and anonymized usage data
- Legal Compliance: To comply with government or court orders when legally required
Data Sharing — Who We Share It With
Your data may only be shared in the following limited situations:
- Service Providers: Companies that provide infrastructure and support services for us (such as Azure cloud hosting or SMS gateways) — only under strict contractual agreements and NDAs
- Payment Gateways: If you use online fee payment services — only for processing transactions securely
- Legal Authorities: If required by a court order or government directive — we will inform you unless legally prohibited from doing so
- Business Transfer: If Gurukul Sanchalan is acquired, merged, or transferred — you will be notified before any data transfer takes place
Data Storage & Security
Your data is stored in India, and we follow industry-standard security practices to protect it:
| Security Layer | Detail |
|---|---|
| Encryption at Rest | AES-256 encryption for stored data |
| Encryption in Transit | TLS 1.3 encryption during data transfer |
| Server Location | Microsoft Azure — India (Central) region |
| Backups | Daily automated backups — with 30-day retention in the Pro plan |
| Access Controls | Role-based access — only authorized personnel can access data |
| Security Audits | Annual third-party security reviews |
| Breach Response | Affected users notified within 72 hours of a data breach |
Students & Minor Data — Extra Protection
Because the majority of student data belongs to minors, we follow extra-strict standards for this category:
- Student data will never be used for marketing, advertising, or profiling — without exception
- Student records can only be viewed by authorized school staff and the concerned parents
- We do not redirect students to any third-party service without the school's explicit permission
- Student photos (if uploaded) are used only within the school portal — they are not publicly accessible
- After a school account is closed, student data is permanently deleted within 90 days
Cookies & Tracking
We use cookies and similar technologies only for essential and functional purposes:
| Cookie Type | Purpose | Can You Delete It? |
|---|---|---|
| Essential Cookies | Maintain login sessions and security tokens | No — the platform may not function properly without them |
| Functional Cookies | Remember language preferences and theme settings | Yes — your settings may reset |
| Analytics Cookies | Track platform usage anonymously (such as Google Analytics) | Yes — opt-out options are available |
We do not use advertising cookies, cross-site tracking, or behavioral profiling cookies. You can manage cookies through your browser settings, but disabling essential cookies may prevent login and core platform features from working properly.
Your Data Rights
Under the Indian DPDP Act 2023 and global privacy best practices, you have the following rights:
Data Retention — How Long We Keep Data
We retain data only for as long as it is necessary:
| Data Type | Retention Period |
|---|---|
| Active Account Data | As long as the subscription is active |
| After Account Closure | 90 days (export window) — after which data is permanently deleted |
| Billing Records | 7 years (for GST compliance) |
| Support Tickets | 2 years after account closure |
| Security Logs | 1 year (for security incident investigations) |
| Anonymized Analytics | Stored indefinitely (no personal information included) |
After deletion, data is also permanently purged from our backup systems within 30 days. No recovery will be possible.
Third-Party Services
Gurukul Sanchalan uses certain trusted third-party services to deliver the platform:
- Microsoft Azure: Cloud hosting and data storage — India region
- SMS / WhatsApp Gateway: For sending parent notifications (only message delivery; no data storage)
- Payment Gateway (Razorpay / PayU): For school fee collection — payment data is not stored on our servers
- Google Analytics: For anonymized platform usage analysis — opt-out available
- Email Service (SendGrid): For system emails and alerts
Changes to This Privacy Policy
We may update this Privacy Policy when necessary — due to changes in laws or improvements in our practices. For material changes, we will:
- Send a notice to your registered email at least 30 days in advance
- Display a prominent banner within the platform
- Clearly update the "Last Updated" date at the top of the page
For minor changes (such as spelling corrections or clarifications), we will only update the page. Continued use of the platform after changes means acceptance of the updated policy.
Privacy Concerns & DPO Contact
For any privacy concerns or data-related requests, you can directly contact our Data Protection Officer (DPO):
Gurukul Sanchalan Pvt. Ltd.
privacy@gurukulasanchalan.com
+91 93695 56052
Response time: 5 working days (30 days for data-related requests)
If you are not satisfied with our response, you have the legal right to file a complaint with the Data Protection Board of India.
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