Introduction & Scope
This Privacy Policy describes how AcademyX ERP ("AcademyX", "we", "our", or "us"), operated by Siddhu Public School, collects, uses, stores, and protects personal information when you use the AcademyX School Management System — including the web application, student portal, parent portal, and associated services.
By using AcademyX, the school management, staff, students, and parents agree to the practices described in this Policy. If you do not agree, please refrain from using the system and contact your school administrator.
This policy applies to all data processed through AcademyX regardless of whether it is collected through the admin dashboard, parent portal, student portal, mobile app, or API integrations.
This policy covers school administrators, teachers, office staff, students, and parents/guardians who interact with the AcademyX platform — either directly or through their school's subscription.
Information We Collect
We collect the following categories of personal data, depending on your role:
| Category | Examples | Collected From |
|---|---|---|
| Identity Data | Full name, date of birth, gender, photograph, Aadhaar/ID number | School registration forms |
| Contact Data | Mobile number, email address, home address, WhatsApp number | Admission forms, staff records |
| Academic Data | Class, section, marks, grades, rank, attendance records | Exam system, teacher entry |
| Financial Data | Fee amounts, payment dates, challan numbers, bank details (cheque/DD) | Fee collection module |
| Technical Data | IP address, browser type, session tokens, login timestamps | Automatic collection on login |
| Usage Data | Pages visited, actions performed, time spent on modules | Application server logs |
| Communication Data | SMS/email notification logs, parent portal messages | Notification system |
Financial information (bank account details, cheque numbers) and government-issued ID numbers are treated as Sensitive Personal Data (SPD) under the Indian IT Act and are subject to heightened protection measures.
Purpose & Legal Basis for Processing
| Purpose | Data Used | Legal Basis |
|---|---|---|
| Student Admission & Enrollment | Identity, contact, academic data | Contract |
| Fee Collection & Invoicing | Identity, financial data | Contract |
| Exam Management & Results | Academic data, identity | Legal Obligation |
| AI-Assisted Answer Evaluation | Answer scripts (anonymised where possible) | |
| Parent/Student Portal Access | Identity, academic, financial data | Contract |
| SMS / Email Notifications | Contact data, fee/exam data | Legitimate Interest |
| System Security & Fraud Prevention | Technical, usage data | Legal Obligation |
| Analytics & Reporting (Internal) | Aggregated, anonymised data | Legitimate Interest |
| TC & Student Discontinuation Records | Identity, academic, status data | Legal Obligation |
| Audit Logs & Compliance | All data categories (log records) | Legal Obligation |
Data Sharing & Disclosure
We do not sell, rent, or trade personal data to third parties. Data may be shared only in the following circumstances:
- Within your School: Authorised staff (admin, teachers, accountants) access data relevant to their role only, enforced by our role-based access control (RBAC) system.
- Service Providers: We engage trusted vendors (hosting, SMS gateway, email service) under strict data processing agreements who may not use the data for their own purposes.
- Analytics Portal (Siddhu Analytics): Exam results, fee summaries, and class strength data may be synced to the associated analytics server for cross-school reporting. Only aggregated or role-appropriate data is transferred.
- AI Processing (Anthropic Claude): For AI-assisted exam evaluation, anonymised answer scripts are sent to Anthropic's API. No personally identifiable student information is included in these requests.
- Legal Compliance: We may disclose data to comply with applicable law, court orders, or requests from government authorities under Indian law.
- Business Transfer: In the event of a merger, acquisition, or asset sale, personal data may be transferred. Users will be notified in advance.
Sell student or parent data to advertisers. Share financial data (bank details, cheque numbers) with any third party except your school's authorised bank. Use student data for marketing purposes without explicit consent.
Data Storage & Security
Data is hosted on servers within India. Any transfer of data outside India (e.g., AI processing via Anthropic's API for exam evaluation) is done with appropriate contractual safeguards and data is anonymised before transfer where technically feasible.
Data Retention Periods
| Data Type | Retention Period | Reason |
|---|---|---|
| Student Academic Records | 10 years after graduation / TC issuance | Legal requirement for educational records in India |
| Fee Transaction Records | 8 years from transaction date | Financial audit & IT compliance |
| Staff Employment Records | 7 years after leaving service | Labour law compliance |
| Login & Audit Logs | 3 years | Security audit and compliance |
| Parent Portal Accounts | Duration of student enrollment + 2 years | Service continuity |
| SMS / Email Logs | 1 year | Communication audit trail |
| Exam Answer Scripts (AI eval) | 1 academic year after result publication | Re-evaluation and grievance purposes |
| Cancelled Receipts / TC Records | 10 years | Audit trail, legal evidence |
| Backup Data | 30 days rolling | Disaster recovery |
You may request deletion of your personal data where there is no legal obligation to retain it. Requests are reviewed within 30 days. Note that student academic records and fee transactions cannot be deleted while a legal retention obligation applies.
Cookies & Session Data
AcademyX uses cookies and browser session storage to operate the application. We do not use advertising or tracking cookies.
AcademyX products do not use Google Analytics, Facebook Pixel, or any other third-party advertising or tracking cookies. Your school data stays within the AcademyX system.
Your Rights & Choices
Under applicable Indian data protection law and as a matter of policy, you have the following rights with respect to your personal data:
To exercise any of these rights, please contact your school's administrator or reach us at privacy@academyx.in. We will respond within 30 calendar days. Identity verification may be required before we act on your request.
Children's Privacy
AcademyX serves schools that enroll students of all ages, including children under 18. We take extra care with data relating to minors.
- Student data is collected and processed on behalf of the school and with implied consent from the parent/guardian at the time of admission.
- Children cannot independently create accounts. All student portal access requires the parent/guardian to set up access using the student's admission number and date of birth.
- We do not use children's personal data for advertising, profiling, or any purpose beyond direct educational service delivery.
- Parents/guardians may request access to, correction of, or deletion of their child's personal data at any time by contacting the school or our support team.
- AI-assisted exam evaluation of answer scripts submitted by minor students uses anonymised data only — student names and IDs are removed before transmission to the AI service.
Any school staff found misusing student data or accessing student records beyond their role will face immediate account suspension and will be reported to the school management. All access to student data is logged and audited.
Changes to This Policy
We may update this Privacy Policy periodically. When we make material changes, we will:
- Update the "Last Updated" date at the top of this page.
- Display a banner notification on login for school administrators.
- Send an email notification to registered admin accounts for significant changes.
Continued use of AcademyX after the effective date of updated policy constitutes acceptance of the changes.
Contact Our Privacy Team
For any questions about this Privacy Policy, to exercise your data rights, or to report a concern, please use the following contacts: