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Privacy Policy
What we record about your child, who can see it, and what you can ask us to change.
Last updated: 21 September 2026
Adarshabani Academy (High School), Bagsarai, Gazole, Malda, West Bengal, India (“the School”, “we”) runs a set of connected apps for families and staff. This policy explains what those apps record, why, and who can see it.
It covers Adarshabani Parent (the parent app), the student portal, the teacher app, the hostel app, the bus driver page and the staff admin cockpit. It does not cover anything you do on other companies’ services, even when we link to them.
In short. We hold school records because we run a school. We do not sell anything about your family, we do not advertise to you, and we do not use your child’s records to profile them commercially. A parent account can only ever see children the school office has verified against it.
1. What we record
| Category | What it includes |
|---|---|
| Student identity | Name, roll and admission number, class and section, date of birth, gender, photograph, home address, whether the child is a boarder or day scholar, and hostel room where applicable. |
| Health | Infirmary visits: symptoms, temperature, what was done, any medicine given, referrals and outcome. Blood group, allergies, ongoing conditions and current medication where the school has been told them. |
| Conduct | Disciplinary notes: what happened, severity, any points, and the action taken. |
| Complaints | Complaints raised by or naming a student, their status and how they were resolved. |
| Academic | Exam and term marks, grades, class rank, teacher remarks, tests taken and scores, and topics a teacher has flagged for revision. |
| Attendance | Attendance records. Staff check-in may include a photograph and location, to confirm presence on campus. |
| Fees | Fee position, payments and receipts. These are held in the School’s separate finance system and shown to you through the parent app. For an online payment we also keep the payment gateway’s reference numbers, the amount, the method used (for example “UPI”) and whether it succeeded. We never receive or store your card number, CVV, UPI PIN or banking password. |
| Transport | Which bus route a child is assigned to, and the bus’s live position while a journey is running. The driver’s name and a contact number are shown to families on that route. |
| Parent account | Your name, mobile number, email if given, your stated relationship to the child, and when you last signed in. |
| Technical | If you enable notifications, a device subscription so we can send them. We record the IP address used when a sign-in link or invitation is opened, as a security record. We keep error diagnostics when something breaks. |
2. Why we hold it
To run the school and to keep your child safe: teaching and assessment, medical care, discipline, attendance, transport, fee administration, and communicating with you. We also hold some of it because the School is required to keep proper records.
We do not use any of it for advertising, and we do not sell or rent it.
3. Children’s information
Most of what we hold is about children, so we treat it carefully. Under India’s Digital Personal Data Protection Act, 2023, a child’s personal data carries additional protections, including a prohibition on tracking and on behavioural advertising directed at children. We do neither.
Our apps are used by parents and staff, not marketed to children. The student portal is used by our own students for their schoolwork.
4. Who can see what
- You, as a parent. Only the children the school office has verified against your account. Nothing is visible until that verification happens.
- Teachers and staff. Only what their role requires. Approving a parent account is restricted to senior staff.
- A student. Their own work and results.
- Other families. Never. Where a record involves another student — a complaint, for example — that other child is not named to you, and the school’s internal working notes on it are not shown.
A student may be connected to at most two verified parent accounts.
5. Who else processes it
We use a small number of outside services to make the apps work. They act on our instructions, for these purposes only:
| Service | What it does for us |
|---|---|
| Razorpay | Processes online fee payments and refunds. You enter your card, UPI or bank details on Razorpay’s own secure page, not ours. We send it the amount, a reference for the payment and your mobile number; it handles your payment details under its own privacy policy and the Reserve Bank of India’s rules. |
| Twilio | Delivers one-time sign-in codes by SMS or WhatsApp. Receives the mobile number being messaged. |
| Google (Gemini) | Powers assistive features over academic content, such as drafting and reviewing practice questions. |
| Push delivery (Google / Apple) | Delivers notifications to your device if you turn them on. |
| OpenStreetMap | Supplies the map tiles used on the bus screen. Your device requests those tiles directly. |
| Sentry | Collects diagnostics when the software errors, so we can fix it. |
| Backblaze B2 | Stores encrypted backups. |
We may also disclose information where the law requires it, or where it is necessary to protect a child.
6. Where it is kept, and for how long
The School’s systems run on servers located in Mumbai, India. Backups are taken daily and stored encrypted. Some of the services listed above operate internationally, so limited data may be processed outside India in the course of delivering a message or a map tile.
School records are kept for as long as the child is enrolled and afterwards for the period the School is required to retain them. Sign-in links and invitations expire quickly by design and can only be used once.
7. How we protect it
- Traffic between your device and the School runs over HTTPS.
- Passwords and sign-in tokens are stored hashed, never in readable form.
- Access is limited by role, and parent access additionally by verified child.
- Sign-in links and invitations are single-use, time-limited, and an invitation is bound to the mobile number it was issued for.
No system is perfectly secure. If a breach affects you, we will tell you and the relevant authority as required.
8. Your choices and rights
You can ask us to show you what we hold about your child, correct anything wrong, or explain why we hold it. You can ask us to delete information, though we may have to keep records the School is obliged to retain.
You can turn notifications off at any time in the app, or in your browser or phone settings. Bus location is only visible while a journey is running, and only to families of children assigned to that bus.
To make any of these requests, contact the school office using the details below.
9. Changes
If we change this policy we will update the date at the top of this page. If a change materially affects you, we will tell you through the app.
10. Contact
Adarshabani Academy (High School)
Bagsarai, Gazole, Malda, West Bengal, India
Phone: +91 76024 34646
Email: [email protected]
See also our Terms of Use and Refund & Cancellation Policy.