Privacy Policy

ShikshaSync is an AI-powered school management platform built for Indian schools and educational institutions. We provide attendance management, parent–teacher communication, AI-generated academic content, and government compliance reporting.

Platform: shikshasync.in
Contact Email: someshshukla2004@gmail.com
Country of Operation: India

2.1 Information You Provide

• School Administrators & Principals: Name, email, phone number, school name, and login credentials.
• Teachers: Name, email, phone number, subjects taught, and class assignments.
• Students: Name, class, roll number, Samagra ID (if applicable), Aadhaar number (only if required for government compliance), date of birth, and biometric fingerprint data (via integrated K30 devices).
• Parents / Guardians: Name, WhatsApp phone number, relationship to student, and communication preferences.

2.2 Information Collected Automatically

• Attendance records (timestamped biometric scans from K30 devices)
• Device status and health metrics for integrated biometric devices
• Login timestamps, IP addresses, and browser/device type for security
• Usage data such as features accessed and interaction logs

2.3 Government & Compliance Data

For schools that use our government compliance export features, we may collect Samagra IDs, Aadhaar numbers, caste category, and other fields required by state or central government reporting mandates. This data is collected only with explicit school administrator authorization.

3.1 Why We Use WhatsApp

WhatsApp lets us deliver real-time, important school notifications directly to parents’ phones — without requiring them to install any additional app. It is the most widely used and accessible messaging channel for parents across India.

3.2 What Data We Send to WhatsApp / Meta

• Phone Numbers: Parent/guardian WhatsApp numbers are shared with Meta solely for message delivery.
• Message Content: Notifications include the student’s name, attendance status, timestamps, and school information. No financial or medical data is sent over WhatsApp.
• Template IDs: We send only pre-approved Meta message templates, as required by WhatsApp Business API policies.

3.3 Types of Notifications

• Attendance alerts (present, absent, or late)
• Leave request status updates
• Replies to parent queries submitted through the portal
• School announcements, exam schedules, and event reminders
• Availability of new AI-generated study notes
• Account notifications (registration, OTP verification)

3.4 Consent & Opt-Out

Parents provide consent during the school onboarding process. By providing their WhatsApp number to the school, and by the school registering it in ShikshaSync, parents consent to receive automated notifications. Parents may opt out of non-critical notifications at any time by contacting their school administrator or replying STOP to any ShikshaSync WhatsApp message.

3.5 Meta / WhatsApp Data Processing

When we send messages via the WhatsApp Business API, Meta processes the delivery. Meta’s handling is governed by its own WhatsApp Privacy Policy and Meta Privacy Policy. ShikshaSync does not sell or share personal data with Meta for advertising.

3.6 Phone Number Security

Parent phone numbers are encrypted at rest and are never sold, rented, or shared with any third party other than Meta/WhatsApp for the sole purpose of message delivery.

We use the information we collect to:

• Provide, maintain, and improve the ShikshaSync platform
• Process and display attendance records
• Send WhatsApp notifications to parents on behalf of schools
• Generate AI-powered academic content using Google Gemini
• Enable parent–teacher–admin communication
• Generate government compliance reports and exports
• Authenticate users (OTP login, Google OAuth)
• Detect and prevent fraud, abuse, and security incidents
• Comply with applicable Indian laws and regulations

We do not use your data for advertising, profiling, or selling to third parties.

We share data with third-party services only as needed to operate the platform:

• Meta / WhatsApp Business API — parent notifications (see Section 3)
• Google (Gemini AI) — AI content generation. No student PII is sent to Gemini.
• Google OAuth — optional Google sign-in
• Bhashini / ULCA (Government of India)— Indian-language translation and speech, operated by the Ministry of Electronics & IT
• Amazon Web Services (AWS S3) — secure storage of generated PDFs

We do not share data with advertisers, marketing platforms, or data brokers. We may disclose personal data only if required by law, court order, or a governmental authority in India.

ShikshaSync is built for government and public schools that handle the personal data of minors, and we treat the security of that data as a core responsibility. We implement reasonable security safeguards as required under the Digital Personal Data Protection Act, 2023 and the Information Technology Act, 2000, including:

• Authentication: Short-lived, cryptographically signed JSON Web Tokens (JWT) over secure, HttpOnly cookies, with sessions capped to a 7-day maximum
• Encryption at rest: Passwords, parent phone numbers, and other sensitive fields are encrypted in the database
• Encryption in transit: All data is transmitted exclusively over HTTPS/TLS
• Aadhaar & identifiers: Aadhaar and Samagra IDs are collected only where mandated, are access-restricted, and are handled in line with UIDAI / Aadhaar Act, 2016 guidance
• Role-based access control: Each user can access only the data their role authorizes; cross-school access is blocked at the data layer (multi-tenant isolation)
• Audit logging: Security-sensitive actions are logged for accountability
• Abuse protection: API rate limiting and circuit breakers guard against brute-force attacks and cascading failures

6.1 Data Breach Notification

In the event of a personal data breach, we will notify the affected school(s) without undue delay and will support notification to the Data Protection Board of India and affected individuals as required under the Digital Personal Data Protection Act, 2023.

We retain personal data for as long as your school account is active. Specifically:

• Student data: Duration of enrollment plus 3 years, or until the school requests deletion
• Attendance records: A minimum of 5 years, per educational record-keeping practice
• Parent communication data: 2 years after the last interaction
• Account data: Until deletion is requested by the school administrator

Upon account termination, personal data is securely deleted within 30 days unless retention is required by law.

Under the Digital Personal Data Protection Act, 2023 and applicable Indian law, you (or, for a student, the parent/guardian) have the following rights:

• Right to Access: Request a copy of the data we hold about you or your child
• Right to Correction: Request correction of inaccurate or incomplete data
• Right to Deletion: Request deletion of personal data (subject to legal retention requirements)
• Right to Opt-Out: Opt out of non-essential WhatsApp notifications at any time
• Right to Portability: Request your data in a structured, machine-readable format
• Right to Grievance Redressal: Raise a complaint with our Grievance Officer (Section 12); if unresolved, escalate to the Data Protection Board of India
• Right to Nominate: Nominate another individual to exercise your rights in the event of death or incapacity, as provided under the DPDP Act, 2023

To exercise these rights, contact your school administrator or email us directly at someshshukla2004@gmail.com.

ShikshaSync serves schools that manage student data, which includes the data of minors. We collect and process student data solely on behalf of the school, which acts as the Data Fiduciary / Controller. In line with the Digital Personal Data Protection Act, 2023:

• Children’s personal data is processed only after the school has obtained verifiable consent from a parent or lawful guardian.
• We do not carry out tracking, behavioural monitoring, or targeted advertising directed at children.
• We do not process children’s data in any way likely to cause a detrimental effect on their well-being.

We do not knowingly collect data from or market to children directly. All student-facing features are provided strictly through the school’s institutional account.

The ShikshaSync web application uses:

• Authentication tokens to maintain your login session
• Preferences such as language and theme
• Session cookies required for application functionality

We do not currently use third-party advertising or tracking cookies. We may use basic analytics to understand platform usage and improve our services.

When we make material changes, we will:

• Update the “Last Updated” date at the top of this page
• Notify school administrators via email or in-app notification

Continued use after changes are posted constitutes acceptance of the updated policy.

For any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

For WhatsApp opt-out, you may also reply STOP to any ShikshaSync WhatsApp message; we will remove your number from automated notification lists within 24 hours.