Skip to main content

Privacy Policy

Last updated: 4 August 2026

AI School Management ("we", "us") provides school ERP software to schools, administrators, teachers, parents, students, and transport staff. This policy explains what personal data we process and why. For technical controls, see our Security page. This is not legal advice; schools should confirm local obligations with their counsel.

1. Who this covers

  • Website visitors who browse, calculate pricing, contact us, or start a trial.
  • School customers and their authorized users (admins, teachers, parents, students, drivers, bus attendants).

2. Roles under India's DPDP Act

For school operational records (students, parents, attendance, fees, etc.), the school is typically the Data Fiduciary (or equivalent "controller" abroad): it decides why and how student data is collected. We act as a Data Processor / service provider hosting and processing that tenant data on the school's instructions to run the Service.

For website visitors, trial signups, and billing contacts we collect directly, we act as Data Fiduciary for that limited account and marketing/support data.

Grievance Officer (India): email contact@aischoolmanagement.tech with subject line "DPDP / privacy grievance". We aim to acknowledge and respond within 7 business days (sooner where law requires). Until a separately named officer is published, this mailbox is the designated channel.

3. Data we collect

Website & contact form

  • Contact form fields: name, email, school, topic, message
  • Signup details: school profile, admin name, phone, email, plan preferences
  • Basic technical logs (IP hash, user agent) for abuse prevention

Cookies & analytics

  • Essential cookies / storage for login session, preference, and security (always active when you use the app)
  • Optional analytics (e.g. Google Analytics) only after you accept cookies on the marketing site — you can decline; the site still works

School tenant data (entered by your school)

  • Phone numbers used as login IDs; password hashes (never plain-text passwords)
  • Names, roles, class/section, attendance, homework, notices, fees records you enter
  • Optional transport routes, GPS points shared by drivers, media you upload

We do not ask for card PAN/CVV on our site. Payment details are handled by hosted providers when checkout is enabled.

4. How we use data

  • Provide and secure the Service (authentication, multi-tenant isolation, sync)
  • Respond to product-issue emails sent to our public contact address
  • Send transactional messages (e.g. temporary password delivery when email is configured)
  • Improve reliability and prevent fraud or abuse
  • Comply with legal obligations (including India DPDP and applicable tax rules)

We do not sell student or parent data. AI features use your school's operational context to answer questions; they are not a license for us to train public foundation models on your private student records.

5. Legal bases (where applicable)

India (DPDP): processing for school-tenant data is primarily under the school's lawful purpose and our contract to provide the Service; website analytics use consent where required. EU/UK (GDPR-style): we rely on contract, legitimate interests (security, product improvement), consent (marketing / non-essential cookies), and legal obligation. Formal DPAs and SCCs are on the roadmap for enterprise buyers who need them in writing.

6. Sharing

  • Hosting and infrastructure providers that process data on our instructions
  • Payment processors for subscription checkout (when enabled)
  • Email/SMS providers if you enable password or alert delivery
  • Analytics providers only if you accept optional cookies
  • Authorities when required by law

7. Retention

  • Contact inquiries: kept while needed to reply and for up to 24 months (or longer if a dispute / legal hold applies).
  • Active school tenants: retained while the subscription / trial is active.
  • Closed tenants: operational data is targeted for deletion or anonymisation within 90 days after confirmed closure, subject to backup cycles, tax invoices, and legal holds. Email contact@aischoolmanagement.tech to request earlier erasure where law allows.
  • Security logs: typically 30–180 days for abuse prevention.

8. Your rights

Depending on your location (including India DPDP Data Principal rights and GDPR-style rights), you may request access, correction, erasure, withdrawal of consent (for marketing/analytics), or a portable copy of personal data we hold about you. Parents and students should usually start with their school administrator, who controls roster data. Contact contact@aischoolmanagement.tech or the grievance channel above. We do not yet provide a full self-serve export portal — rights are fulfilled by email within a reasonable period, and we are improving export/deletion tooling.

9. Children & students

The Service is for schools. Student accounts (including minors) are created under school policies. We do not knowingly market directly to children. Schools must obtain any parental consents, notices, or age-appropriate permissions required in their jurisdiction (including for photos, location/bus features, and AI assistants). Younger grades may be limited to parent-managed login under product rules.

10. International transfers

Primary production hosting today is on Indian managed hosting with MySQL. Infrastructure and subprocessors may process data in India or other regions they operate. By using the Service you understand data may be processed in those locations. Region-specific residency options and written transfer addenda are on the roadmap for international enterprise schools.

11. Contact

Privacy & product: contact@aischoolmanagement.tech
India grievance: contact@aischoolmanagement.tech