Our Commitment to Privacy
At eScholah.com, we understand that schools trust us with sensitive information about students, staff, and operations.
This privacy policy explains what data we collect, why we need it, how we use it, and how we protect it.
Key Principles
- Transparency: We're clear about what data we collect and why
- Minimal Collection: We only collect data necessary for system functionality
- Security First: Your data is encrypted and protected at all times
- Your Control: You own your data and can export or delete it anytime
Data We Collect
We collect only the information necessary to provide our school management services. Here's a complete breakdown:
| Data Type |
What We Collect |
Why We Need It |
| Account Information |
Name, email, phone number, role (admin/teacher/student/parent) |
User authentication, access control, system notifications, password recovery |
| Student Information |
Full name, date of birth, admission number, class, parent/guardian details, contact information |
Academic records management, attendance tracking, parent communication, report generation |
| Academic Data |
Class enrollment, subjects, exam scores, grades, attendance records, timetables |
Academic performance tracking, report cards, progress monitoring, timetable management |
| Financial Data |
Fee structures, payment records, invoices, receipts, balances, exemptions |
Fee management, payment tracking, receipt generation, financial reporting |
| Library Records |
Books borrowed, return dates, fines, reading history |
Book circulation management, fine calculation, reading analytics |
| Hostel Information |
Room assignments, gate entry/exit records, visitor logs, incident reports |
Hostel management, student safety tracking, security monitoring |
| Transport Data |
Route assignments, bus attendance, payment records |
Transport management, route optimization, student safety, payment tracking |
| System Usage Data |
Login times, IP addresses, device information, actions performed (audit logs) |
Security monitoring, troubleshooting, abuse prevention, compliance auditing |
| Communication Data |
Announcements, notifications, messages sent through the system |
School-wide communication, important updates, event notifications |
Data We DO NOT Collect
- Religious affiliation or beliefs (unless voluntarily provided)
- Health/medical records (beyond basic emergency contact information)
- Biometric data (fingerprints, facial recognition)
- Social media activity or personal browsing history
Barcode Integration
Virtual ID Cards include barcodes that output the user's system ID, enabling potential integration with future features such as IoT-based access control systems.
How We Use Your Data
We use collected data exclusively for these purposes:
1. Core System Functionality
- Managing student enrollment, attendance, and academic records
- Generating timetables, report cards, and transcripts
- Processing fee payments and generating receipts
- Managing library circulation and digital resources
- Coordinating hostel accommodations and security
- Organizing transport routes and tracking
2. Communication & Notifications
- Sending important announcements to students, parents, and staff
- Fee payment reminders and receipt notifications
- Attendance alerts for parents
- Exam schedule and results notifications
3. Reporting & Analytics
- Generating academic performance reports
- Financial reports for school administration
- Attendance statistics and trends
- Library usage analytics
- System usage insights (aggregate data only)
4. Security & Compliance
- Detecting and preventing unauthorized access
- Audit trails for financial transactions
- Troubleshooting technical issues
- Compliance with educational regulations
How We Protect Your Data
We implement industry-standard security measures to protect your information:
Encryption & Transmission Security
HTTPS/TLS Encryption
Database Encryption
Secure Password Hashing
- HTTPS/TLS: All data transmitted between your browser and our servers is encrypted using 256-bit TLS encryption
- Password Security: Passwords are hashed using industry-standard algorithms (never stored in plain text)
- Database Encryption: Sensitive data is encrypted at rest in our PostgreSQL databases
Access Control & Authentication
Role-Based Access
Session Management
- Role-Based Access Control (RBAC): Users only see data relevant to their role (admin, teacher, student, parent)
- Session Security: Automatic logout after inactivity, secure session management
- IP Logging: All login attempts are logged with IP addresses for security monitoring
Infrastructure & Operations
Regular Backups
Audit Logging
Monitoring
- Weekend & Critical Backups: Automated backups on weekends and during critical operations with secure cloud storage
- Audit Trails: Complete logging of sensitive operations (fee transactions, grade changes, data exports)
- 24/7 Monitoring: System health monitoring and intrusion detection
- Secure Hosting: Infrastructure hosted on secure cloud platforms with DDoS protection
Your Rights & Control
You have complete control over your data:
For School Administrators
- Access: View all data stored in your school's system
- Export: Download complete data exports in standard formats (CSV, JSON, PDF)
- Correction: Update or correct any inaccurate information
- Deletion: Request complete data deletion (account termination)
- Data Portability: Transfer your data to another system
For Parents & Students
- Access Your Records: View your student profile, grades, attendance, and fee statements
- Correct Information: Request corrections to personal information through school admin
- Limit Communications: Opt-out of non-essential notifications
For Teachers & Staff
- Access Your Profile: View and update your personal information
- Data Minimization: Only access student data necessary for your role
- Export Records: Export class lists and academic reports
Cookies & Tracking
We use minimal cookies for essential functionality:
- Session Cookies: Required for login and security (expires after logout or 3 days)
- CSRF Tokens: Security tokens to prevent cross-site request forgery
- Preferences: Store your language and UI preferences (optional)
We do NOT use:
- Third-party advertising cookies
- Social media tracking pixels
- Cross-site tracking cookies
Children's Privacy
eScholah.com is used by schools to manage student records, including minors. We take children's privacy seriously:
- Student data is only accessible to authorized school staff and parents/guardians
- We require parental consent (managed by schools) for student accounts
- Students cannot create accounts without school administrator approval
- We comply with child protection laws and educational privacy regulations
- No marketing or advertising is shown to students
Policy Updates
We may update this privacy policy to reflect changes in our practices or legal requirements.
When we make significant changes:
- We'll notify school administrators via email and system announcements
- The "Last Updated" date at the top will be changed
- You'll have 30 days to review changes before they take effect
- Continued use of the system after the effective date means you accept the changes
Compliance & Certifications
eScholah.com is committed to meeting international privacy standards:
- Data Protection: Following best practices for data protection and privacy
- Educational Standards: Compliant with educational data privacy requirements
- Security Standards: Industry-standard encryption and security measures
- Regular Audits: Internal security audits and code reviews