Privacy Policy

Effective date: September 20, 2026  ·  Applies to: Web School ERP (web), Web School mobile apps (Android & iOS) and HPC — Holistic Progress Card

1. Who we are

Web School ERP ("Web School", "we", "our") is a school management software provided from SBC 16, Level-2, Thejaswini, Technopark, Trivandrum, India. This policy explains how we handle information when schools, their staff, students, parents and guardians ("you") use our ERP, mobile applications and related services.

2. Information we collect

We collect only the information required to run the institution's day-to-day operations:

• Account & identity data — names, roles (admin, teacher, student, guardian), email addresses, phone numbers, profile photos and login credentials created by your institution.
• Academic & administrative data — classes, attendance, examinations, marks, report cards (including Holistic Progress Cards), homework, timetable, fees and transport details, entered by the institution.
• Location data (optional) — live GPS location of school buses, used solely for the bus-tracking feature so parents can follow routes in real time. Location is never used for advertising.
• Device & usage data — device model, OS version, app version and basic diagnostics that help us keep the apps stable and secure.
• Communication data — messages and notifications sent through the platform (SMS, email, push notifications) on behalf of your institution.

3. How we use the information

• To provide and operate the ERP and mobile app features your institution has enabled.
• To deliver attendance alerts, fee reminders, results, circulars and bus-tracking updates to parents and staff.
• To provide technical support, onboarding, training and product updates.
• To maintain security, prevent misuse and comply with legal obligations.

We do not sell, rent or trade your personal data. We do not show third-party advertising inside the apps.

4. Children's data

Our services are used by schools and may involve data of students under 18. All student data is entered and controlled by the institution, which acts as the data controller. Parents/guardians access student information only through accounts issued by their school. We process student data solely to deliver the services the school has configured and for no other purpose.

5. Data storage & security

• Data is hosted on secure cloud servers with encrypted connections (HTTPS/TLS) in transit.
• Access is role-based and password protected; each institution's data is logically separated from others.
• Regular backups are maintained to prevent data loss.
• Our team accesses customer data only when required for support or troubleshooting, and only with due care.

6. Data sharing

We share data only with the service providers needed to operate the platform — for example SMS gateway providers (to send alerts), push-notification services (Google Firebase / Apple Push Notification service) and hosting infrastructure providers. Each provider processes data only on our instructions. We may disclose information if required by law or to protect the rights and safety of users.

7. Data retention & deletion

Data is retained for as long as your institution's subscription remains active. On termination, or on written request from the institution, account data is deleted or returned within a reasonable period, subject to legal retention requirements. Parents and students should contact their school administration to correct or remove personal records.

8. Your rights

You may request access, correction or deletion of your personal data at any time. Institutions can export their data and manage user accounts directly from the admin panel. For any privacy request, email support@web-school.in — we respond promptly.

9. Mobile app permissions

• Location — used only for live school-bus tracking.
• Notifications — used to deliver school alerts and announcements.
• Storage / files — used to download or upload documents such as reports, homework and receipts.
• Camera (optional) — used only when you choose to upload a profile photo or document scan.

Permissions can be revoked anytime from your device settings; related features will simply stop working.

10. Changes to this policy

We may update this policy as the product evolves. Significant changes will be announced on this page and, where appropriate, by email or in-app notice. The "effective date" above always shows the latest revision.

11. Contact us

For questions about this policy or how your data is handled, contact us:

• Email: support@web-school.in
• Phone / WhatsApp: +91 859 296 9292
• Address: SBC 16, Level-2, Thejaswini, Technopark, Trivandrum, India