Privacy Policy
Last updated 16 October 2026
Who is responsible for your data
Each school decides what student, parent and staff data it records and why. For that data the school is the Data Fiduciary, and eSchoolOS processes it on the school's behalf and on its instructions. For the accounts schools open with us (the school's owner and billing contacts) and for visitors to this website, [Registered company name, e.g. TechLab India Pvt. Ltd.] is the Data Fiduciary.
If you are a parent or student, contact your school first about your data. You can also write to our Grievance Officer (below), and we will help the school respond.
What we process
- Students: name, date of birth, gender, class and roll number, admission number, photo, attendance, homework, marks and report cards, fee records, and IDs such as APAAR ID and PEN. Aadhaar numbers and health notes are encrypted and visible only to staff the school authorises.
- Parents and guardians: name, relationship, mobile number, email, and the consent they give.
- Staff: name, contact details, role, employee code, subjects and classes.
- Payments: fee amounts, receipts and the reference returned by the school's payment gateway. Card, UPI and bank details are entered on the gateway's own page; we never see or store them.
- Technical data: sign-in times, device and browser type and IP address, kept for security and an audit trail.
Children's data and parental consent
Most students are under 18. As the DPDP Act requires, a parent or guardian gives verifiable consent, recorded with the date and the version of the notice, before they can see their child's information in the parent app. We do not track children's behaviour, profile them, or show them advertising, and we never sell personal data.
Why we use it
- To provide the service the school has asked for: attendance, homework, exams, fees and messages.
- To send the notices a school chooses to send, such as absence alerts, circulars and fee reminders, by app, SMS or email.
- To keep accounts secure: sign-in codes, two-step login, fraud prevention and an audit log.
- To meet legal obligations, such as tax records for our invoices.
Who we share it with
Only with service providers that help us run eSchoolOS, under contracts that limit their use of it:
- Hosting and storage, in India.
- SMS and email delivery, to send the messages the school sends.
- The school's own payment gateway (such as Razorpay, PayU, Cashfree or CCAvenue), when a parent pays fees.
We disclose data to authorities only when the law requires it.
Where it's stored and how it's protected
Data is stored on servers in India. Connections are encrypted, Aadhaar numbers, health notes and gateway keys are encrypted at rest, staff who handle fees or records must use two-step login, and every change to important records is logged.
How long we keep it
We keep a school's data while it uses eSchoolOS. If a subscription lapses the school becomes read-only and can download all of its data. When a school closes its account we delete its data within 90 days, except what we must keep by law. A school can also ask us to delete a particular student's data.
Your rights
Under the DPDP Act you can ask to see your data, correct or complete it, have it erased, and withdraw consent. You can also nominate someone to act for you. Ask your school, or write to our Grievance Officer. We reply within 30 days.
Cookies
We use only the cookies needed to keep you signed in securely. We use no advertising or tracking cookies.
Grievance Officer
[Grievance Officer's name]
[Registered company name, e.g. TechLab India Pvt. Ltd.], [Registered office address, city, state, PIN]
Email: [grievance@yourdomain.in]
If you are not satisfied with our response, you may complain to the Data Protection Board of India.
Changes to this policy
We will post any change here and tell schools by email before it takes effect.