1. Who this policy applies to

This policy applies to:

• School administrators and principals who access the web dashboard at admin.scholartrack.in
• Teachers who use the Scholar Track mobile application
• Parents and guardians who receive WhatsApp notifications from Scholar Track on behalf of their child's school

2. Information we collect

From schools and teachers

• School name, address, and contact information
• Teacher names and mobile phone numbers (used for login via OTP)
• School brand colours and logo (for customisation)
• Attendance records marked by teachers

From student records (provided by the school)

• Student name, roll number, and class
• Parent or guardian name and WhatsApp mobile number
• Attendance history

Automatically collected

• Standard server logs for each request to our API, including IP address, timestamp and the app or browser version making the request. These are used for security and debugging.
• Login timestamps and session information
• Whether each WhatsApp notification was sent, failed, or skipped, and the message identifier returned by Meta

We do not collect location data, contacts, photos, files, or device identifiers for advertising. The app contains no advertising SDK and no third-party analytics.

3. How we use information

• To enable teachers to mark and submit attendance records
• To send WhatsApp notifications to parents on behalf of the school
• To provide principals with attendance dashboards and reports
• To authenticate teachers via OTP login
• To maintain attendance history and generate reports
• To improve the reliability and performance of the platform

We do not use student or parent data for advertising, marketing, or any purpose beyond providing the Scholar Track service to your school.

4. Data sharing

We do not sell, rent, or share personal data with third parties except as follows:

• Meta (WhatsApp): Parent phone numbers and notification messages are transmitted to Meta's WhatsApp Business API to deliver attendance notifications. Meta's privacy policy governs this data once transmitted.
• 2Factor.in: Indian mobile numbers are shared with 2Factor.in to deliver a login OTP by SMS when WhatsApp delivery fails. Used for authentication only.
• Railway: Application and database hosting on encrypted infrastructure. Processes data only as instructed by us.
• Vercel: Hosting for this website and the school admin portal. Processes data only as instructed by us.
• Legal requirements: We may disclose information if required by Indian law or a valid court order.

5. Data retention

• Attendance records are retained for the duration of the school's active subscription plus 12 months after cancellation.
• After cancellation, schools may request a full data export within 90 days. After this period, data is permanently deleted.
• WhatsApp notification logs are retained for 12 months for billing and audit purposes.

6. Data security

• All data is encrypted in transit using TLS 1.2 or higher
• Passwords are never stored — authentication uses OTP only
• Each school's data is logically isolated and cannot be accessed by other schools
• Regular automated backups are maintained
• Access to production data is restricted to authorised personnel only

7. Children's data

Scholar Track processes data about school students, who may be minors. This data is provided to us by the school under a service agreement. Schools are responsible for obtaining any necessary consents from parents or guardians under applicable law, including India's Digital Personal Data Protection Act, 2023 (DPDP Act).

We process student data solely to provide the attendance tracking service and do not use it for any other purpose. It is never sold, and never used for advertising or profiling.

The Scholar Track app itself is a workplace tool intended for school staff aged 18 and over. It is not directed to children, and children do not create accounts or sign in.

8. Your rights

Under India's DPDP Act and applicable data protection law, schools and individuals may:

• Request access to data we hold about them
• Request correction of inaccurate data
• Request deletion of data (subject to legal retention requirements)
• Withdraw consent for processing where consent is the legal basis

To exercise these rights, contact us at klaversof@gmail.com. See section 9 for how requests are handled.

9. Requesting your data or its deletion

Scholar Track accounts are created by a school, not by individual sign-up. There is no self-service registration, and teachers cannot create their own accounts.

• Teachers and school staff: ask your school administrator to deactivate your account, which immediately ends your access. To have your name and phone number erased from our systems, email us at klaversof@gmail.com from the address your school has on record, or ask your school to make the request on your behalf.
• Parents and guardians: the student and parent data we hold is provided to us by the school, which remains its owner. Please direct access, correction and deletion requests to your school. If you contact us directly at klaversof@gmail.com we will forward the request to the school and assist them in carrying it out.
• Schools: email klaversof@gmail.com to request a full export or the permanent deletion of your school's data.

We acknowledge requests within 7 working days and complete them within 30 days, except where a longer period is required by law. Deletion removes the data from our live database; encrypted backups are overwritten on their normal rotation within 90 days.

10. Cookies

The web dashboard (admin.scholartrack.in) uses browser local storage to maintain your login session. No advertising cookies or third-party tracking scripts are used.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page and notify active schools via email or in-app notification.

12. Contact us

For privacy questions, data requests, or support:

• Email: klaversof@gmail.com
• Company: Klaversof Techsolutions LLP
• Registered address: D-40, Sector 108, Noida — 201301, Uttar Pradesh, India
• Company website: klaversof.com