Privacy Policy
This policy explains how Gyansoft Technology collects, uses, and protects information across the School ERP web platform, Teacher App, and Parent App.
1. Who We Are
Gyansoft Technology is a software platform developed and operated by Gyansoft Technologies. We provide:
- School ERP — a free web-based platform for school administration, academics, fees, attendance, exams, and communication.
- Teacher App — a mobile application for teachers to manage assignments, attendance, notices, and AI-powered paper generation.
- Parent App — a mobile application for parents to track their child's attendance, homework, exam schedule, fee status, and school notices.
By using any of our services, you agree to this Privacy Policy. If you do not agree, please discontinue use of the platform.
2. Information We Collect
2.1 Information Provided by Schools / Administrators
- School name, address, contact details
- Administrator name, email address, and phone number
- Student records: name, date of birth, class, section, roll number, guardian details
- Staff records: name, designation, contact details, subject assignments
- Academic data: timetables, exam schedules, marks, attendance records
- Financial data: fee structures, payment records (no full card numbers are stored)
2.2 Information Provided by Teachers
- Name, email, and phone number (provided during registration)
- Profile photo (optional, uploaded by user)
- Content created in-app: assignments, question papers, class notes, attendance entries
2.3 Information Provided by Parents
- Name, phone number, and email (provided during registration)
- Child selection (linked to school-provided student records)
2.4 Automatically Collected Information
- Device type, operating system version, and app version
- IP address and approximate location (country/city level only, derived from IP)
- App usage logs: pages visited, features used, session duration
- Push notification tokens (for sending school notices and alerts)
- Crash reports and performance data
3. How We Use Your Information
- To create and manage user accounts for administrators, teachers, and parents
- To display student academic progress, attendance, and fee information to authorised parents
- To enable teachers to mark attendance, assign homework, generate question papers, and communicate with parents
- To send school-initiated push notifications (notices, homework alerts, exam reminders)
- To process and display fee collection records
- To improve the reliability, security, and features of our platform
- To respond to support requests
- To comply with legal obligations
We do not use your data for advertising, sell your data to third parties, or use student data for profiling beyond what is required to run the school platform.
4. App Permissions Explained
Our mobile apps (Teacher App and Parent App) request the following device permissions. Each permission is used for a specific, disclosed purpose.
All permissions are requested at the time they are first needed and are clearly labelled in your device settings. You may revoke any permission at any time through your device's app settings. Revoking a permission may limit certain features but will not affect core functionality.
5. Data Sharing
We do not sell, trade, or rent your personal information to third parties. Data is shared only in the following circumstances:
- Within the school platform: Student and parent data is visible to the school's authorised administrators and teachers as required for school operations.
- Service providers: We use trusted infrastructure providers (cloud hosting, push notification services, analytics) who process data only on our behalf under strict data processing agreements.
- Legal requirements: We may disclose data if required by law, court order, or to protect the rights and safety of users.
- School-initiated sharing: Schools may export their own data (reports, certificates) through the ERP. This data is managed by the school as the data controller.
6. Data Storage & Security
- All data is stored on secured servers hosted within managed cloud infrastructure.
- Data in transit is encrypted using HTTPS / TLS.
- Passwords are hashed using bcrypt and are never stored in plain text.
- Access to the admin dashboard and APIs is protected by authentication tokens (OAuth 2.0 via Laravel Passport).
- Role-based access control ensures users can only access data relevant to their role (admin, teacher, student, parent).
- Regular backups are taken to prevent data loss.
While we take strong measures to protect your data, no system can guarantee 100% security. We encourage users to use strong passwords and to keep their login credentials private.
7. Children's Privacy
Our platform is designed for use by schools, teachers, and parents. Student data (including minors) is entered and managed by school administrators and is accessed by parents and authorised staff only.
- We do not collect personal data directly from children.
- Student profiles are created by school administrators on behalf of the school.
- Parents access student data through the Parent App using credentials provided by the school.
- We do not use student data for advertising, profiling, or any purpose beyond school operations.
- Schools are responsible for obtaining appropriate consent from parents as required by local law before registering student records on the platform.
8. Data Retention & Deletion
- Data is retained as long as a school's account is active on the platform.
- When a school ends its association with Gyansoft Technology, school data is retained for up to 90 days before being permanently deleted, unless a shorter period is requested.
- Individual users (teachers, parents) may request deletion of their personal data by contacting us or through the school administrator.
- App uninstallation removes locally cached data from your device. Account data on the server must be deleted separately by requesting via email.
- Logs and analytics data are anonymised or deleted after 12 months.
How to request data deletion
Send an email to support@gyansoft.org with the subject line "Data Deletion Request". Include your registered email address and the school name. We will process your request within 30 days.
9. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Right to access: Request a copy of the data we hold about you.
- Right to correction: Request correction of inaccurate or incomplete data.
- Right to deletion: Request deletion of your personal data (subject to legal retention obligations).
- Right to restrict processing: Request that we limit how we use your data in certain circumstances.
- Right to data portability: Request your data in a machine-readable format where technically feasible.
- Right to object: Object to certain types of processing such as direct marketing (we do not engage in this).
To exercise any of these rights, contact us at support@gyansoft.org.
10. Third-Party Services
Our platform integrates with the following third-party services. Each has its own privacy policy:
- Firebase (Google) — Used for push notifications (FCM) and optional crash analytics. Firebase Privacy Policy
- Google Fonts — Used to load typography on the website. Google may log font requests. Google Fonts Privacy
- Cloud Hosting Provider — Our servers are hosted on managed cloud infrastructure. Server providers do not have access to application-level data.
We do not embed advertising networks, social media tracking pixels, or third-party analytics SDKs that profile users for commercial purposes.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make significant changes:
- The "Last updated" date at the top of this page will be revised.
- School administrators will be notified via email for material changes.
- Continued use of the platform after the effective date constitutes acceptance of the updated policy.
We encourage you to review this page periodically.
12. Contact Us
If you have any questions, concerns, or requests related to this Privacy Policy or your personal data, please contact us:
- Email: support@gyansoft.org
- Phone: +91-9910772622
- Address: Gyansoft Technologies, India
We aim to respond to all privacy-related requests within 30 days.
This Privacy Policy applies to Gyansoft Technology School ERP, the Teacher mobile app, and the Parent mobile app. It does not apply to third-party websites or services linked from our platform.