1. Who this policy applies to

This policy applies to:

• School administrators and principals who access the web dashboard at admin.scholartrack.in
• Teachers and bus staff who use the ScholarTrack mobile application
• Parents and guardians who receive WhatsApp notifications from ScholarTrack 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
• Bus route assignment (if applicable)
• Attendance history

Automatically collected

• Device type and operating system version (for app compatibility)
• Login timestamps and session information
• WhatsApp message delivery status (sent/delivered/read)

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 ScholarTrack 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: Teacher phone numbers are shared with 2Factor.in for OTP SMS delivery for login authentication only.
• Railway / Supabase: Data is hosted on encrypted infrastructure providers. These providers process 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

ScholarTrack 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.

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 privacy@scholartrack.in.

9. 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.

10. 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.

11. Contact us

For privacy-related questions or requests:

• Email: privacy@scholartrack.in
• Company: Klaversof Techsolutions Pvt. Ltd.
• For general support: hello@scholartrack.in