Overview
AdarshaSchool is a complete School Management System (ERP) and mobile application ecosystem. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the AdarshaSchool web platform and associated mobile applications — including the Student App, Parent App, and Teacher App.
By accessing or using AdarshaSchool, you agree to the practices described in this policy. If you do not agree, please discontinue use of our platform and contact your school administrator.
This policy applies to all users including school administrators, teachers, students, and parents/guardians. Different users may access different features, and data collected varies by role.
Information We Collect
We collect information in several ways depending on how you interact with the platform. The data collected varies based on your role.
| User Type | Information Collected |
|---|---|
| Administrator | Full name, official email, phone number, designation, login credentials, activity logs, school details |
| Teacher | Full name, employee ID, email, phone number, assigned classes, attendance records, payroll data, leave history |
| Student | Full name, student ID, date of birth, class/section, photo, academic records, attendance, exam results, fee status |
| Parent / Guardian | Full name, relationship to student, email, phone/WhatsApp number, app login credentials, notification preferences |
Automatically collected data includes device type, operating system, IP address, login timestamps, session duration, and mobile device identifiers used for push notification delivery.
How We Use Your Information
We use information we collect strictly to deliver, maintain, and improve the AdarshaSchool platform. We do not use your data for advertising or sell it to any third parties.
- Platform operation: To authenticate users, manage accounts, and deliver core ERP features including student management, attendance, examinations, and fee tracking.
- Communication: To send SMS alerts, push notifications, and email messages triggered by platform events such as attendance marking, fee reminders, and exam results.
- Academic records: To maintain student profiles, Hifz progress, exam marks, report cards, and other educational records as required by the school.
- HR & Payroll: To process staff attendance, manage leave applications, and calculate monthly payroll accurately.
- Security & compliance: To detect and prevent fraud, unauthorised access, and maintain activity logs for accountability and audit purposes.
- Platform improvement: To analyse aggregated, anonymised usage patterns to improve features and the overall user experience.
Data Sharing & Disclosure
AdarshaSchool does not sell, trade, or rent your personal information to outside parties. Data sharing is strictly limited to the following categories:
- Within the school: Data is shared between administrators, teachers, students, and parents only to the extent necessary for the system to function, controlled by role-based access permissions.
- SMS gateway providers: Phone numbers are shared with trusted SMS delivery services solely to send school-triggered notifications. Providers are contractually prohibited from using your data for any other purpose.
- Cloud hosting providers: Our platform runs on secure cloud infrastructure. Hosting providers store encrypted data but have no access to its contents.
- Legal obligations: We may disclose information if required by law, court order, or governmental authority, limited strictly to what is legally required.
All third-party service providers are bound by data processing agreements and must handle your data in compliance with this Privacy Policy.
Data Storage & Security
The protection of your data is a top priority. AdarshaSchool employs multiple layers of security at both the infrastructure and application levels.
- Encryption in transit: All data between your device and our servers is encrypted using TLS — the same standard used by banks.
- Encryption at rest: Sensitive fields including passwords and personal identifiers are encrypted in our database and never stored in plain text.
- Two-Factor Authentication (2FA): OTP-based 2FA is available for all accounts to prevent unauthorised login even if credentials are compromised.
- Role-Based Access Control: Access is strictly limited by user role. A parent can only view their own child's data; a teacher cannot access payroll records.
- Activity logging: All user actions are logged with timestamps, enabling full audit trails for accountability.
- Regular backups: Data is backed up automatically on a regular schedule to prevent loss due to technical failures.
Mobile Applications
AdarshaSchool provides three dedicated mobile apps — Student App, Parent App, and Teacher App — for Android and iOS. Each app requests only the permissions required for its functionality.
| Permission | App(s) | Why It's Needed |
|---|---|---|
| Push Notifications | All three apps | To deliver real-time alerts for attendance, fees, homework, and school notices |
| Internet Access | All three apps | Required for all features — syncing data with the school ERP in real time |
| Camera (optional) | Teacher App | For uploading profile pictures, only when explicitly triggered by the user |
| Storage (optional) | Student & Teacher App | To save downloaded report cards, admit cards, or homework files to device |
All permissions are optional unless core to the app's function. You may revoke any permission through your device settings at any time. The apps do not track your GPS location, access your contacts, or use your microphone.
Cookies & Tracking Technologies
The AdarshaSchool web platform uses cookies to maintain your session, remember preferences, and improve your experience. We do not use cookies for advertising or cross-site tracking.
- Session cookies: Required to keep you logged in as you navigate. These expire when you close your browser.
- Preference cookies: Remember your language, display settings, and dashboard layout between visits.
- Analytics cookies: Anonymised usage data to help us understand how the platform is used. No personally identifiable information is included.
You can control or disable cookies through your browser settings. Disabling session cookies will prevent login. The mobile apps use secure local storage tokens for session management instead of browser cookies.
Children's Privacy
AdarshaSchool handles data belonging to students including minors. We take our responsibility to protect children's data extremely seriously.
- Student accounts are created and managed by school administrators — students do not self-register without school oversight.
- Parent/guardian accounts are linked to their child's profile and provide adult supervision over the child's app experience and data access.
- Student data is accessible only to the student, their linked parents/guardians, assigned teachers, and school administrators.
- We never use student data for advertising, profiling, or any purpose unrelated to the legitimate educational functions of the platform.
- Schools bear responsibility for obtaining necessary parental consents required under local laws before enrolling students on the platform.
Your Rights
All AdarshaSchool users have rights regarding their personal data. We are committed to honouring these rights promptly and transparently.
- Right to Access: Request a copy of all personal data we hold about you. We will provide this within 30 days.
- Right to Correction: Request correction of inaccurate or incomplete data. Student academic records are typically corrected through the school administrator.
- Right to Deletion: Request deletion of your personal data, subject to legal obligations and the school's record-keeping requirements.
- Right to Opt Out: Adjust notification preferences within the app settings at any time.
- Right to Data Portability: Request your data in a structured, machine-readable format. Schools may export records from the admin dashboard.
- Right to Restrict Processing: Request that we limit how your data is used in certain circumstances.
To exercise any of these rights, please contact your school administrator first, as they have primary control over school data. For platform-level requests, email info@adarshaschool.com with the subject "Data Rights Request".
Data Retention
We retain data for as long as necessary to provide platform services and meet legal obligations. Retention periods vary by data type.
| Data Type | Retention Period | Reason |
|---|---|---|
| Active user accounts | Duration of school subscription | Required for platform operation |
| Student academic records | Up to 7 years after departure | Educational and legal compliance |
| Attendance records | Up to 5 years | Academic and audit requirements |
| Financial / fee records | Up to 7 years | Financial and regulatory compliance |
| Activity logs | Up to 2 years | Security and audit purposes |
| Deactivated accounts | 90 days after deactivation | Recovery window, then permanently deleted |
When a school's subscription ends, we retain data for a 90-day grace period for export. After this period, all data is permanently deleted unless legal obligations require otherwise.
Third-Party Services
AdarshaSchool integrates with a small number of carefully selected third-party services required to deliver core functionality. Each is vetted for security and bound by data processing agreements.
- Cloud hosting: Infrastructure hosted on a reputable cloud platform. All data is stored within encrypted environments with strict access controls.
- SMS delivery: A trusted SMS gateway provider used solely to deliver school-triggered text notifications. They receive only the recipient's phone number and the message content.
- Push notifications (planned): Firebase Cloud Messaging (FCM) by Google will be used to deliver mobile push notifications. Google's privacy policy applies to this service.
- Email delivery: A transactional email service processes email addresses and message content only to send emails on our behalf.
We are not responsible for the privacy practices of third-party websites or services that may be linked from within the platform.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our platform, legal requirements, or best practices. When we make significant changes, we will notify you by:
- An in-platform notification visible to all administrators on their dashboard the next time they log in.
- An email notification sent to all registered school administrator accounts on file.
- An updated "Last Updated" date at the top of this page with a summary of material changes.
Your continued use of AdarshaSchool after a policy update constitutes acceptance of the revised terms. If you do not agree to changes, please discontinue use and contact us at info@adarshaschool.com.
Contact Us
If you have any questions, concerns, or requests related to this Privacy Policy or how your data is handled, please reach out. We respond to all privacy-related enquiries within 72 hours.
🔒 Privacy & Data Enquiries
Reach our team directly for any questions about your data, your rights, or this policy.