Privacy Policy

1. Commitment to Privacy & Institutional Scope

This Privacy Policy explains how Sarvodaya Public School, Hirapur ("School", "we", "us", or "our"), situated at Chandrapur Marg, Hirapur (Raigarh / Janjgir-Champa district, Chhattisgarh - 495692), collects, processes, stores, and safeguards personal data through its mobile application and associated web portals.

The application acts as a closed-loop academic management information system (MIS) facilitating transparent coordination between parents and teachers. By installing, logging in to, or using this application, parents, legal guardians, and teachers consent to the practices described in this policy.

2. Types of Information We Collect

To deliver essential educational and communication services, the application processes the following categories of information:

3. How Data is Entered, Modified, and Accessed

The application operates on a strict Role-Based Access Control (RBAC) architecture:

3.1 Teacher Role (Data Entry & Modification):

• Attendance Recording: Teachers mark and update daily present, absent, or leave statuses of students in their assigned sections.
• Academic Evaluation: Teachers enter scores for unit tests, periodic assessments, practicals, and term-end examinations.
• Homework & Syllabi: Teachers upload daily homework descriptions, assignment due dates, and learning materials.
• Behavioral Remarks: Teachers record constructive feedback, compliments, or discipline remarks regarding a student.
• Official Announcements: Authorized teachers publish class notices and holiday notifications.
• Audit Trail: All entries, modifications, and deletions made by teachers are time-stamped and linked to the teacher's unique employee credential to ensure accountability.

3.2 Parent Role (Authenticated View-Only Access):

• Parents log in securely using credentials verified against the school's central database.
• Parents have View-Only access restricted exclusively to their own registered child or children.
• Parents cannot view personal information, grades, contact details, or attendance records of other children enrolled in the school.
• Parents cannot modify academic records, attendance figures, or teacher remarks directly inside the app. Any correction requests must be formally submitted to the school desk.

4. Purpose of Data Processing

We process collected data exclusively for legitimate educational, safety, and administrative purposes:

1. To facilitate real-time monitoring of student attendance and alert parents immediately if a student is absent.
2. To calculate, compile, and publish periodic academic performance, progress cards, and teacher remarks.
3. To deliver homework instructions, project guidelines, and exam timetables directly to households.
4. To send urgent institutional alerts, circulars, weather advisories, bus timings, and school closure notices via push notifications or SMS.
5. To provide fee schedule transparency, fee installment alerts, and official payment receipts to parents.
6. To fulfill statutory reporting requirements mandated by the Central Board of Secondary Education (CBSE) and Chhattisgarh State Education Department.

5. Protection of Children's & Minor's Personal Data

As an educational institution governed by Indian laws, we strictly adhere to Section 9 of the Digital Personal Data Protection Act, 2023 (DPDP Act) regarding the processing of personal data of children:

• Verifiable Parental Consent: We obtain verifiable consent from parents/guardians at the time of student admission and app onboarding prior to digitizing student records.
• No Behavioral Tracking or Targeted Advertising: We do not track children’s browsing habits, display third-party advertisements, or build behavioral profiles of students.
• No Harmful Processing: We do not undertake any data processing that could cause detriment or psychological harm to the well-being of any child.
• Privacy by Design: Access to minor student information is restricted strictly to their assigned class teachers, school administrators, and their own parents.

6. Data Sharing, Disclosures & Third-Party Service Providers

Sarvodaya Public School does not sell, rent, trade, or commercially monetize any personal data. Data is disclosed only under the following limited conditions:

• Authorized Infrastructure Providers: Data is hosted on secure cloud infrastructure providers (e.g., reputable cloud datacenters located in India or compliant with Indian data localization norms) bound by confidentiality and non-disclosure agreements.
• Communication & SMS Gateways: Student and parent phone numbers may be processed through TRAI DLT-registered telecom SMS gateways strictly for transmitting transactional OTPs and emergency school announcements.
• Regulatory & Legal Compliance: We may share necessary records with the CBSE, District Education Officer (Raigarh / Janjgir-Champa), or law enforcement authorities when formally summoned or required by applicable Indian laws.

7. Data Security, Storage & Safeguards

We implement stringent technical and organizational security measures to protect data from unauthorized access, accidental loss, alteration, or disclosure:

• Encryption in Transit: All communications between the mobile application, web portal, and servers are encrypted using modern Transport Layer Security (TLS 1.2/1.3 / HTTPS).
• Database Encryption: Sensitive data stored on cloud servers is encrypted at rest using industry-standard AES encryption algorithms.
• Role Isolation: Database access is governed by strict principle-of-least-privilege rules; parent accounts are completely isolated from unauthorized student records.
• Regular Audits: Our IT team performs periodic security checks, session timeout controls, and access log reviews to maintain data integrity.

8. Data Retention and Deletion Policy

We retain personal and academic data for the following periods:

• Active Enrollment: Data remains accessible throughout the student's continuous academic tenure at Sarvodaya Public School.
• Alumni / Transfer: Following student transfer (TC) or Grade 12 completion, active app login accounts are deactivated. Academic transcripts and permanent records are retained in institutional archives in accordance with CBSE record retention bylaws.
• Account Deletion Requests: Parents or teachers wishing to request removal of their digital app profile may submit a written application to the School Administration. Upon administrative verification, app credentials will be permanently erased within 30 working days, subject to mandatory statutory educational record retention laws.

9. Rights of Parents, Students, and Users

Under the DPDP Act 2023, parents and data principals are entitled to the following rights:

• Right to Access: View all recorded personal and academic data relating to their child directly inside the application.
• Right to Correction: Request immediate rectification of incorrect personal information, contact numbers, or misspelled student details by contacting the school administrative office.
• Right to Grievance Redressal: Submit privacy concerns, complaints, or feedback to the appointed Grievance Officer detailed below.

10. Changes and Updates to this Privacy Policy

The School reserves the right to revise this Privacy Policy periodically to reflect changes in school policy, operational advancements, or legal amendments. When changes occur, the updated policy will be posted on this page with a revised "Last Updated" date. Significant changes will be announced via an app notification or school circular.

11. Grievance Redressal Officer & Campus Contact

In compliance with the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023, for any concerns, privacy queries, or requests to exercise your data rights, please contact our Institutional Grievance Officer: