§01
Introduction
Please read this Privacy Policy carefully. By using the Platform, you agree and consent to the collection and use of information as described here.
1.1
Welcome to www.educantic.com ("Website") and the Educantic Application ("Application"), a school ERP platform covering admissions, attendance, fee management, gradebooks, communication, and an AI assistant ("Educantic AI") — together the "Platform" — owned and operated by Educantic and its affiliates ("Company", "we", "our", "us"). "Affiliate" means any entity that directly or indirectly controls, is controlled by, or is under common control with the Company.
1.2
Your use of the Platform's admissions, attendance, fee, communication, and Educantic AI features ("Services") is subject to this Privacy Policy and our Terms of Service.
1.3
In this Policy, "you" and "Users" means anyone using the Platform — Admin Users, teachers, parents, and students — including where an institute has registered on a student's or parent's behalf.
1.4
If you are a resident of India and under 18 — or, in any other country, below the age at which you may independently agree to online terms — your use of the Platform must be through an account created and supervised by your institute and/or a parent or legal guardian, who confirms agreement with this Policy on your behalf.
1.5
We may update this Policy from time to time. Updates are posted on this page, and we encourage you to review it periodically.
1.6
Protecting personally identifiable information ("PII") is core to how we operate. We collect, use, disclose, and retain PII only in line with applicable Indian law — including the Digital Personal Data Protection Act, 2023 ("DPDP Act"), the Information Technology Act, 2000, and the rules made under either — and this Policy.
§02
Definitions
| Term | Meaning |
|---|---|
| Usage Data | Information generated automatically through your use of the Platform (device, browser, activity logs). |
| Cookies | Small data files stored on your device by your browser when you use the Platform. |
| Data Fiduciary (referred to as "Data Controller" in some clauses below) | The entity that decides why and how personal data is processed — the term used under the DPDP Act. For most data on the Platform, Educantic is the Data Fiduciary; for data an institute owns and manages independently, the institute may act as Data Fiduciary and Educantic as Data Processor. |
| Data Processor | Any party that processes personal data on behalf of a Data Fiduciary. |
| Data Principal (referred to as "PII Principal" in some clauses below) | The individual to whom the personal data relates — on Educantic, this includes students, parents/guardians, teachers, and institute administrators. Where the Data Principal is a child, the DPDP Act treats the parent or lawful guardian as entitled to exercise rights on the child's behalf. |
| Consent Manager | A person registered with the Data Protection Board of India who enables a Data Principal to give, manage, review, or withdraw consent through an accessible platform. Educantic does not currently route consent through a third-party Consent Manager; consent is collected and logged directly on the Platform. |
§03
Information We Collect
Registering on the Platform is required to use its Services. You are responsible for activity under your account, and you consent to providing the information below by registering.
Personal data you or your institute provide
- Name, email address, phone number
- Address, city, state, PIN code
- Date of birth, gender (where collected for academic records)
- Class/section, roll number, enrollment and academic records
- Attendance and fee-payment records
- Photograph, where uploaded for an ID card or profile
- Parent/guardian contact details, for student accounts
Usage data
Collected automatically: IP address, browser type and version, device identifiers, operating system, pages and features accessed, and time spent — used to run and secure the Platform.
Location data
Collected only if you grant permission (e.g. for attendance features that use location), to provide or improve that specific feature.
Data from other sources
Where you sign in through a connected third-party account, or your institute imports records from a prior system, we receive the corresponding information from that source.
§04
How We Use Your Information
We use the information collected to:
- Create and maintain accounts, and deliver the Services your institute has subscribed to;
- Record attendance, process fee payments, and generate report cards and academic records;
- Send service notifications — attendance alerts, fee reminders, exam schedules;
- Provide customer support and resolve technical issues;
- Analyze aggregated, de-identified usage to improve the Platform;
- Verify identity and prevent fraud or unauthorized access;
- Meet legal, regulatory, and billing obligations;
- Send product updates or offers, where you haven't opted out.
We do not sell student, parent, or teacher personal data to advertisers, and we do not use student academic records for behavioral advertising.
§05
Cookies
5.1
Necessary cookies — session cookies that keep you logged in and preserve your place in multi-step forms (e.g. admissions or fee entry). Required to use the Platform.
5.2
Preference cookies — remember language, theme, and dashboard layout choices.
5.3
Analytics cookies — help us understand which features are used and where users encounter friction, so we can improve the Platform.
Necessary cookies cannot be disabled without affecting core functionality; preference and analytics cookies can be limited through your browser settings.
§06
Data Retention & Deletion
6.1
In line with the DPDP Act, we retain personal data only for as long as it is necessary for the purpose it was collected for, or as required to comply with any law currently in force, whichever is longer.
6.2
Academic and attendance records are typically retained for the duration of your institute's subscription, plus any statutory retention period applicable to educational records in your state.
6.3
Upon termination or expiry of an institute's subscription, that institute's data is deleted from the Platform within 6 months, unless a longer period is required by law or agreed in writing. Once deleted, data cannot be recovered — please export any records you need before that window closes.
6.4
Aggregated, anonymized data derived from Platform usage may be retained beyond this period, as it no longer identifies an individual.
§07
Your Rights & Consent
Consent is collected at registration. Where an institute registers a student or parent on their behalf, the institute is responsible for obtaining that consent under its own enrollment process.
Access
See what personal data we hold about you
Correction
Fix inaccurate or outdated data
Erasure
Request deletion of your personal data
Restriction
Limit how we process your data
Grievance redressal
Raise a complaint and get a timely response
Nominate
Name someone to exercise your rights on your behalf if you die or become incapacitated
Withdraw consent
Opt out of processing at any time, as easily as you gave it
7.1
To exercise any of these rights, email support@educantic.com. We may ask for identity verification before acting on a request.
7.2
Requests are acknowledged promptly and, where reasonably possible, resolved within 5 working days. Some data may be exempt from erasure where we're required to retain it by law (e.g. billing records, academic records mandated by education authorities).
7.3
Withdrawing consent may mean we can no longer provide part or all of the Services to that account, but withdrawal does not affect the lawfulness of processing carried out before it. Where Educantic acts as Data Processor on behalf of an institute (Data Fiduciary), requests are routed to and executed for that institute.
7.4
If you're not satisfied with how we've handled a request, you may escalate it to our Grievance Officer (Section 17), and after that to the Data Protection Board of India.
§08
Educantic AI & Data Sharing
Certain Platform features use artificial intelligence to assist with teaching and administration ("AI Features") — currently including the Educantic AI assistant, AI-generated report summaries, and AI-assisted lesson planning support. This list may change; the in-app disclosure always reflects what's currently active.
8.1
Consent first. AI Features are off by default. Before any data reaches an AI service provider, you see an in-app disclosure explaining what is shared and with whom, and must actively agree. If you don't, AI Features stay off and the rest of the Platform works as normal.
8.2
What is shared. Only: (i) the question or prompt you enter; (ii) text extracted from an attached document or photo — never the original file; and (iii) which class, subject, or record the query relates to.
8.3
Who receives it. This is shared with our AI model provider(s) solely to generate the response. It is not used to train their general-purpose models.
8.4
What is never shared. Your name is never sent to the AI provider — requests use a placeholder, and your name is reattached only after the response returns. We never share contact details, login credentials, marks/attendance records, or original files with the AI provider beyond what's stated above.
8.5
Withdrawal. You may withdraw consent for AI Features at any time by writing to the Grievance Officer (Section 17). This disables AI Features for your account without affecting the rest of the Platform.
Educantic AI output should always be reviewed by a teacher or administrator before it's used for grading, report cards, or parent communication.
§09
Disclosure of Data
9.1
Legal necessity. We may disclose data in response to a valid legal or statutory request, or where we believe it necessary to investigate fraud, protect safety, or prevent illegal activity.
9.2
Business transfer. If Educantic is involved in a merger, acquisition, or asset sale, your data may transfer to the new owner, subject to the same protections in this Policy.
9.3
Service providers. We share data with vetted third parties who help operate the Platform — hosting, payment processing, SMS/WhatsApp delivery, analytics — under confidentiality obligations, and only to the extent needed to provide their service.
9.4
User-initiated sharing. Content you choose to post in shared areas (e.g. class discussion boards, if enabled) is visible to other users of that space by design — share personal information there at your own discretion.
9.5
We do not use your personal data for third-party marketing or advertising without your prior consent.
§10
Data Security
No transmission or storage method is 100% secure, but we take reasonable security safeguards, as expected under the DPDP Act and the Information Technology Act, 2000, including:
- Encryption of data in transit and at rest;
- Role-based access, limiting data visibility to what each account role needs;
- Firewalls and regular security review of infrastructure;
- Restricting internal access to staff who need it to operate the Service;
- Payment data handled by PCI-compliant third-party payment processors, under their own security standards;
- A documented process for detecting and responding to any personal data breach, including notifying the Data Protection Board of India and affected users as required by law.
§11
Cross-Border Data Transfer
11.1
Data is primarily stored and processed on servers located in India.
11.2
The DPDP Act permits the transfer of personal data outside India except to countries or territories that the Central Government of India may notify as restricted from time to time. Where a service provider we use operates outside India (e.g. certain AI or cloud infrastructure providers), your data may be processed there, subject to that restriction and to contractual safeguards with the provider.
11.3
We do not currently transfer personal data to any country restricted by the Central Government. If that changes, we will update this Policy accordingly.
§12
Third-Party Links
12.1
The Platform may link to third-party sites or services not operated by us. We have no control over, and no responsibility for, their content or privacy practices — please review their policies before using them.
§13
Children's Privacy
13.1
Much of Educantic's student data necessarily belongs to children — under the DPDP Act, anyone below 18 years of age — provided and managed through their institute and/or parent or lawful guardian, not the child directly.
13.2
We collect only what's reasonably necessary to provide academic and administrative Services for the student — name, class/roll details, attendance, grades, and guardian contact information — and we do not process a child's personal data in a manner likely to cause detrimental effect on their wellbeing.
13.3
Verifiable consent for a student account is obtained by the institute at enrollment, or directly from a parent/lawful guardian where the institute requires it. Parents may review, correct, or request erasure of their child's data by contacting their institute or writing to us at support@educantic.com.
13.4
As required under the DPDP Act, we do not undertake tracking or behavioural monitoring of children, and we do not direct targeted advertising at children or otherwise use student data for advertising purposes.
If Educantic is used by institutes with students based in the United States, COPPA-equivalent protections apply in addition to the above: no more data is collected than necessary, parental consent is obtained via the school, and no behavioral advertising is directed at children under 13.
§14
Regional & International Compliance
14.1
India (primary jurisdiction). The Platform is built primarily for institutes based in India, and this Policy is governed principally by the Digital Personal Data Protection Act, 2023, the Information Technology Act, 2000, and rules made under either. Educantic acts as Data Fiduciary for the personal data described in this Policy, except where an institute is itself the Data Fiduciary and Educantic processes data on its behalf.
14.2
Regulatory authority. The Data Protection Board of India is the body that oversees compliance with the DPDP Act and handles unresolved grievances escalated by users.
14.3
Institutes with users outside India. Where an institute onboards teachers, parents, or students located outside India, that institute remains responsible for its own compliance with the local data protection law applicable to those individuals (for example, the EU/UK GDPR or U.S. state privacy laws). Educantic supports this with reasonable technical measures — data export, deletion on request, and consent logging — and, where an institute requires it, a Data Processing Addendum reflecting GDPR-style processor obligations.
14.4
United States — children under 13. Where the Platform is used by U.S. institutes, we apply COPPA-equivalent safeguards for students under 13, as described in Section 13.
§15
Intellectual Property
15.1
"Educantic" and all associated names, logos, and Platform materials are the intellectual property of the Company and protected under applicable copyright and trademark law. This Policy does not grant any rights to that intellectual property.
§16
Changes to this Policy
16.1
We may update this Policy from time to time; changes are posted on this page with an updated "Last updated" date.
16.2
Continued use of the Platform after an update means you accept the revised Policy.
§17
Contact & Grievance Officer
As required under Indian law, we've named a Grievance Officer who is responsible for handling privacy complaints and data-rights requests.
Grievance Officer
Prathik Singh
Designation: Grievance Officer
Email: grievance@educantic.com
Registered address: Lalitha Nagar, Meerpet, Jillalguda, Hyderabad, Telangana 500097
Response time: acknowledged within 24 hours, resolved within 5 working days
17.1
General privacy or data-rights requests can also be sent to support@educantic.com; these are routed to the Grievance Officer.
17.2
If your complaint isn't resolved to your satisfaction, you may approach the Data Protection Board of India once it is operational and taking complaints.
In short: Educantic collects only the data your institute needs to run admissions, attendance, fees, and academics; never sells it; keeps AI Features opt-in and name-masked; and handles it under India's Digital Personal Data Protection Act, 2023.