Privacy Policy for GrowVidya - School Management System

At GrowVidya, developed and operated by Codeulas Innovations Private Limited, we value the privacy and security of our customers, users, and visitors. This Privacy Policy explains how we collect, use, store, process, disclose, and protect your personal information when you access or use the GrowVidya platform, website, mobile application, and related services.

By using GrowVidya, you acknowledge that you have read, understood, and agreed to the practices described in this Privacy Policy.

1. About GrowVidya

GrowVidya is a cloud-based School Management System designed to help educational institutions efficiently manage academic, administrative, financial, communication, transportation, examination, attendance, library, hostel, and other school operations.

Our platform is intended for use by educational institutions, administrators, teachers, staff members, students, parents, guardians, and authorized users.

2. Information We Collect

Depending on how GrowVidya is used, we may collect the following categories of information.

A. Institution Information

• School Name
• School Address
• Contact Numbers
• Email Addresses
• Website Details
• School Logo
• Government Registration Information
• Affiliation Details
• GST Information (where applicable)

B. Student Information

Educational institutions using GrowVidya may upload student information including:

• Student Name
• Admission Number
• Roll Number
• Date of Birth
• Gender
• Address
• Parent or Guardian Information
• Contact Details
• Email Address
• Academic Records
• Attendance Records
• Examination Results
• Fee Records
• Health Information provided by the institution
• Transportation Information
• Hostel Information
• Library Records
• Identity Documents uploaded by the institution

C. Parent / Guardian Information

We may process information such as:

• Name
• Mobile Number
• Email Address
• Relationship with Student
• Occupation (if provided)
• Communication Preferences

D. Employee Information

Schools may store information relating to:

• Teachers
• Principals
• Administrative Staff
• Non-Teaching Staff

This may include:

• Employee ID
• Contact Information
• Qualification
• Salary Information
• Attendance
• Payroll Records
• Leave Records
• Performance Records

E. Financial Information

Where applicable, we may process:

• Fee Payments
• Payment Status
• Transaction IDs
• Invoice Details
• Receipts
• Bank Reference Numbers

GrowVidya does not store complete debit card, credit card, UPI PIN, or online banking credentials.

3. Automatically Collected Information

When users access GrowVidya, certain technical information may be collected automatically, including:

• IP Address
• Browser Type
• Device Information
• Operating System
• Login Date and Time
• Session Information
• Activity Logs
• Error Reports
• Cookies
• Usage Statistics

This information helps improve platform performance, security, and user experience.

4. How We Use Your Information

We use collected information to:

• Deliver School Management Services
• Create and Manage User Accounts
• Process Student Admissions
• Maintain Academic Records
• Generate Report Cards
• Manage Attendance
• Process Fee Payments
• Send Notifications
• Provide Parent Communication
• Improve Platform Features
• Monitor System Performance
• Prevent Fraud
• Ensure Security
• Comply with Legal Obligations
• Provide Customer Support

5. Legal Basis for Processing

We process personal information only where there is a lawful basis, including:

• Performance of contractual obligations
• Compliance with legal requirements
• Legitimate business interests
• User consent where required
• Protection of vital interests

6. Cookies and Tracking Technologies

GrowVidya uses cookies and similar technologies to:

• Maintain user sessions
• Remember preferences
• Improve website functionality
• Analyze website traffic
• Enhance security
• Personalize user experience

Users may disable cookies through browser settings, although some features may not function correctly.

7. Data Sharing

We do not sell, rent, or trade personal information.

We may share information only with:

• Educational Institution Administrators
• Authorized Teachers
• Authorized School Staff
• Payment Gateway Providers
• SMS Gateway Providers
• Email Service Providers
• Cloud Infrastructure Providers
• Government Authorities where legally required
• Courts or Law Enforcement Agencies where required by law

All third-party service providers are expected to maintain appropriate security and confidentiality standards.

8. Third-Party Services

GrowVidya may integrate with:

• Payment Gateways
• WhatsApp Business API
• SMS Providers
• Email Providers
• Cloud Hosting Providers
• Video Conferencing Platforms
• Digital Learning Platforms

Each third-party service operates under its own privacy practices. Users are encouraged to review the respective privacy policies of such providers.

9. Data Security

Protecting user information is one of our highest priorities.

We implement appropriate administrative, technical, and organizational safeguards, including:

• Secure Authentication
• Role-Based Access Control
• Password Encryption
• SSL/TLS Encryption
• Secure Data Transmission
• Firewall Protection
• Server Monitoring
• Regular Security Updates
• Backup Procedures
• Access Logging
• Data Isolation
• Vulnerability Monitoring

Although we strive to protect information, no online system can guarantee absolute security.

10. Data Retention

We retain information only for as long as necessary to:

• Provide Services
• Meet Legal Requirements
• Resolve Disputes
• Enforce Agreements
• Maintain Institutional Records

Upon termination of services, data may be retained for a limited period where required by law or contractual obligations before secure deletion.

11. User Rights

Depending on applicable law, users may have the right to:

• Access Personal Information
• Correct Inaccurate Information
• Request Data Updates
• Request Deletion (subject to legal obligations)
• Restrict Processing
• Object to Certain Processing Activities
• Request Data Portability where applicable
• Withdraw Consent where processing is based on consent

Requests should be submitted through the Institution or directly to GrowVidya where appropriate.

12. Children's Privacy

GrowVidya is designed for educational institutions and processes student information only under the authority of the respective institution.

Educational institutions are responsible for obtaining any necessary parental or guardian permissions required under applicable laws.

13. International Data Transfers

If data is processed or stored outside India through trusted cloud infrastructure or service providers, appropriate safeguards will be implemented to protect personal information.

14. Data Breach Response

In the event of a security incident affecting personal information, GrowVidya will take reasonable steps to:

• Investigate the incident
• Secure affected systems
• Minimize potential harm
• Notify affected institutions where appropriate
• Cooperate with applicable legal authorities

15. User Responsibilities

Users are responsible for:

• Keeping passwords confidential
• Using strong passwords
• Logging out after use
• Reporting unauthorized access
• Providing accurate information
• Using the platform lawfully

16. Marketing Communications

GrowVidya may send:

• Product Updates
• Security Notifications
• Maintenance Notices
• Feature Announcements
• Educational Content

Users may opt out of promotional communications where applicable. Essential service communications cannot be disabled.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, technical, or business changes.

The latest version will always be available on the GrowVidya website, and continued use of the services after updates constitutes acceptance of the revised policy.

18. Governing Law

This Privacy Policy shall be governed by and interpreted in accordance with the laws of India.

Any disputes relating to this Privacy Policy shall be subject to the exclusive jurisdiction of the competent courts having jurisdiction over the registered office of Codeulas Innovations Private Limited.

19. Contact Us

For questions, requests, or concerns regarding this Privacy Policy or our data handling practices, please contact:

Codeulas Innovations Private Limited
GrowVidya – School Management System

Email: support@growvidya.in
Website: https://growvidya.in

20. Consent

By accessing or using GrowVidya, educational institutions and authorized users acknowledge that they have read, understood, and agreed to this Privacy Policy and consent to the collection, processing, storage, and use of information as described herein.