Privacy Policy
Last updated: 20 October 2026
We take the privacy of schools, students, parents and staff seriously. Please read this policy to understand how EduManageTool handles personal data.
1. Who we are
EduManageTool is a school management (ERP) software run by [Company legal name], [Address] ("we", "us"). Schools use it to manage admissions, students, attendance, exams, fees, staff and communication with parents.
This policy explains what personal data we collect, why we collect it, who we share it with and what rights you have. It follows the Digital Personal Data Protection Act, 2023 (DPDP Act) and other Indian laws.
2. Our role: the school decides, we process
When a school uses EduManageTool, the school decides what student, parent and staff data to enter and why. Under the DPDP Act the school is the Data Fiduciary for that data. We are the school's Data Processor: we store and process the data only to run the service for the school, and only as the school instructs.
For data we collect for our own business (for example, the contact form on our website, or the school's own account and billing details), we are the Data Fiduciary.
3. What data we collect
Data the school enters or that users add while using the software:
- Student details: name, photo, date of birth, gender, class and section, admission number, address, and other details the school chooses to record (for example, Aadhaar number).
- Parent and guardian details: name, phone number, email address, address.
- Staff details: name, contact details, role, attendance and salary records.
- School records: attendance, homework, exam marks, results, notices, fee records and receipts.
- Login details: email or user name and an encrypted (hashed) password.
Data we collect on our website:
- Contact form: your name, email address, phone number, school name and message.
Data collected automatically:
- Basic technical data such as IP address, browser type, device type and log records of actions in the software. We use these for security, to fix problems and to keep an activity record.
4. Children's data
Most student data belongs to children under 18. Under the DPDP Act, the school must get verifiable consent from a parent or lawful guardian before it enters a child's personal data. Schools agree to do this when they use EduManageTool.
We do not:
- track or monitor the behaviour of children for any purpose other than the school's own work,
- show targeted advertising to children, or
- sell children's data, or anyone's data.
5. Online fee payments
Parents can pay school fees online. Payments are processed by our payment partner Razorpay. Your card number, UPI PIN, net banking password or CVV are entered on Razorpay's secure page. We never see or store them.
We only keep the payment record: amount, date, student, payment status and the Razorpay order and payment IDs, so that the school and parent can see receipts and payment history. Razorpay's own privacy policy applies to the data you give Razorpay.
6. How we use data
- To provide the software to the school, parents, teachers and staff.
- To show records, generate receipts, reports, ID cards and certificates.
- To send account emails (for example, password reset) and messages the school sends.
- To reply to your contact form and to give you a demo.
- To keep the service secure, prevent misuse and fix problems.
- To follow the law and answer lawful requests from authorities.
7. Who we share data with
We share data only with service providers that help us run the software, such as:
- cloud hosting and database providers (to store the data),
- a file and image storage provider (for photos and documents),
- an email service (to send emails), and
- Razorpay (to process online payments).
They may use the data only to provide their service to us. We may also share data if the law requires it, or to protect the safety of a person. We do not sell personal data.
8. Where and how long we keep data
Data is stored with our hosting providers at [Data storage location]. We use access control, encrypted connections (HTTPS) and hashed passwords to protect it.
We keep school data as long as the school uses EduManageTool. When a school stops using the service, it can ask for a copy of its data. We delete the data within [number] days after the account is closed, unless the law requires us to keep it longer (for example, payment and tax records).
9. Cookies
We use only the cookies and browser storage that are needed for login and to keep you signed in, and to remember simple choices (for example, that you have already seen a pop-up). We do not use advertising cookies.
10. Your rights
Under the DPDP Act you have the right to:
- get a summary of your personal data and how it is used,
- ask us to correct, complete or update it,
- ask us to delete it, when it is no longer needed,
- withdraw consent you have given (this does not affect past use),
- nominate another person to use these rights if you die or cannot act, and
- make a complaint (grievance) and get a reply.
If your request is about student, parent or staff data held by a school, please contact the school first, because the school decides about that data. We will help the school answer your request.
11. Grievance Officer
If you have a question or complaint about your personal data, contact our Grievance Officer:
- Name: [Grievance officer name]
- Email: [Grievance officer email]
- Address: [Address]
We will reply within [number] days. If you are not happy with our reply, you can complain to the Data Protection Board of India.
12. Changes to this policy
We may update this policy. We will change the "Last updated" date above, and tell schools about important changes by email or in the software. See also our Terms of Service and Refund and Cancellation Policy.