Privacy Policy

1. Information We Collect

1.1 Information You Provide

When you register or use ProSchool360, we collect:

• School and institution details (name, address, board affiliation)
• Administrator and staff contact information (name, email, phone number)
• Student and parent information (names, class, contact details)
• Financial information (fee records — no full card numbers stored)
• Academic records (marks, attendance, assignments)

1.2 Automatically Collected Information

We automatically collect certain technical data when you use our platform:

• Device information (browser type, operating system, device identifiers)
• Usage data (pages visited, features used, session duration)
• IP addresses and approximate location data
• Log data and error reports to improve our services

1.3 Third-Party Integrations

When you enable integrations, we may receive data from:

• Payment gateways (Razorpay, Paytm, PhonePe) — transaction IDs and status only
• WhatsApp Business API (Meta) — for message delivery confirmation
• SMS providers — for delivery receipts
• Google APIs — for maps and GPS bus tracking

2. How We Use Your Information

We use the collected information to:

• Provide, operate, and maintain the ProSchool360 platform
• Process fee payments and generate invoices
• Send attendance, fee, and academic notifications to parents
• Generate reports, marksheets, and certificates
• Improve our software features and user experience
• Provide customer support and technical assistance
• Send service-related communications (not marketing without consent)
• Comply with legal obligations and prevent fraud

3. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share data only in these limited circumstances:

• Service Providers: Cloud hosting (AWS), payment processors, SMS/WhatsApp gateways — bound by confidentiality agreements
• Within Your Institution: Administrators can access data relevant to their school
• Legal Requirements: When required by law, court order, or government authority
• Business Transfers: In case of merger or acquisition, with prior notice to users
• Safety: To protect the rights, property, or safety of users or the public

4. Data Security

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

• 256-bit SSL/TLS encryption for all data in transit
• AES-256 encryption for sensitive data at rest
• Regular security audits and penetration testing
• Role-based access control (RBAC) — staff only see what they need
• Automated backups with 30-day retention
• Multi-factor authentication available for admin accounts
• GDPR-compliant data handling practices

5. Children's Privacy (COPPA Compliance)

ProSchool360 handles student data including minors. We comply with COPPA (Children's Online Privacy Protection Act) and India's PDPB regulations:

• Student data is collected only through school administrators, not directly from students
• We do not use student data for advertising purposes
• Schools are responsible for obtaining parental consent per their jurisdiction
• Student data is stored separately and with additional protections
• Data is deleted within 90 days of account termination upon request

6. Data Retention

We retain your data for as long as your account is active or as needed to provide services:

• Active accounts: Data retained throughout the subscription period
• After cancellation: Data retained for 90 days, then permanently deleted
• Financial records: Retained for 7 years as required by Indian tax law (GST compliance)
• Backup data: Purged within 30 days of account deletion

7. Your Rights

As a user of ProSchool360, you have the following rights:

• Access: Request a copy of all data we hold about your institution
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your data (subject to legal retention requirements)
• Portability: Export your data in standard formats (CSV, PDF)
• Restriction: Request we limit processing of your data
• Objection: Object to certain types of data processing

To exercise these rights, contact our Data Protection Officer at [email protected]

8. Cookies and Tracking

We use cookies and similar technologies to:

• Keep you logged in during your session (essential cookies)
• Remember your preferences and settings
• Analyze platform usage to improve features (analytics cookies)
• Google Analytics for aggregate usage statistics (anonymized)

You can control cookies through your browser settings. Disabling essential cookies may affect platform functionality.

9. Third-Party Links

Our platform may contain links to third-party websites (payment gateways, government portals, etc.). This Privacy Policy does not apply to those sites. We encourage you to review their privacy policies before providing any personal information.

10. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes via:

• Email notification to registered administrators
• In-app notification banner
• Updated "Last Modified" date at the top of this page

Continued use of ProSchool360 after changes constitutes acceptance of the updated policy.

11. Governing Law

This Privacy Policy is governed by the laws of India, including the Information Technology Act 2000 and the Personal Data Protection Bill (PDPB). Any disputes shall be subject to the exclusive jurisdiction of courts in Bhiwani, Haryana, India.