Privacy Policy for Schools

1. Introduction

Vidyalo, operated by DCC Services Pvt Ltd, is committed to protecting the privacy of schools and educational institutions using our platform. This Privacy Policy describes how we collect, use, disclose, and safeguard the data of schools, including sensitive information related to student admissions, in compliance with the Digital Personal Data Protection Act, 2023 (DPDP Act) and other applicable Indian laws. By using Vidyalo’s platform, schools agree to the practices described in this policy. We encourage schools to review this policy to understand their rights and our data protection obligations.

2. Information We Collect

To support and facilitate the admissions and communication processes, Vidyalo collects the following types of information:

• School Profile Information: Name, location, contact details, board affiliations, and program details.

• Administrative Data: Details of school administrators or representatives, including their contact information.

• Student Application Data: Data collected from parents for admission purposes, which may include student and parent identification documents (e.g., Aadhaar, birth certificates, photographs) and address details.

• Financial Information: Admission fees and payment details for students applying through Vidyalo’s platform.

• Internal Notices and Announcements: Information provided by the school for internal communication and parent notifications.

3. Purpose of Data Collection

Vidyalo collects school data to facilitate a range of services, including:

• Admission Processing: Helping schools manage student applications, document verification, and fee collection.

• Account Management: Maintaining school profiles, including contact and administrative details, to provide streamlined services.

• Communication Support: Enabling communication between the school and parents regarding admission statuses, notifications, and other updates.

• Platform Improvement: Analysing aggregated data for platform enhancement and better service delivery.

4. Consent and Authorization

By using Vidyalo’s platform, the school consents to the collection, processing, and sharing of data as outlined in this policy. School administrators are authorized to provide this consent on behalf of the institution.

5. Data Usage and Processing

Vidyalo uses the data collected from schools to:

• Manage Admissions: Process student applications, verify documents, track payment statuses, and update admission statuses.

• Facilitate Communication: Support secure communication between schools and parents to address inquiries and notify them of admission outcomes.

• Platform Functionality: Improve and tailor Vidyalo’s platform based on usage patterns and feedback.

6. Data Sharing and Disclosure

Vidyalo restricts data sharing to necessary disclosures as outlined below:

• With Parents: Schools can communicate directly with parents through Vidyalo, including sharing information regarding application status, interview dates, and notices.

• With Third-Party Service Providers: We may engage trusted third-party service providers (e.g., for hosting or data analytics) who process data under strict confidentiality agreements to support platform functionality.

• With Government Authorities: We may disclose data if required to comply with applicable laws, respond to lawful requests, or protect the rights and safety of users or others.

7. Data Security Measures

We employ industry-standard security practices to safeguard school data and ensure privacy and confidentiality, including:

• Encryption: Data is encrypted both in transit and at rest to prevent unauthorized access.

• Access Controls: Only authorized personnel have access to sensitive data, and access is limited based on the role and need-to-know basis.

• Regular Security Reviews: Our systems undergo regular security audits and updates to address any vulnerabilities.

Although we take significant steps to protect data, please note that no security system is infallible.

8. Data Retention Policy

Vidyalo retains school data as long as necessary for the purposes outlined in this policy or as mandated by legal obligations. Retention periods include:

• Application Data: Retained for the duration of the admissions process, and subsequently as required by law or institutional requirements.

• Account Information: Retained for the duration of the school’s relationship with Vidyalo. Data will be securely deleted upon termination of the account or at the school’s request.

9. Data Breach Notification

In the event of a data breach that could impact school or student information, Vidyalo will notify affected institutions promptly, as required under the DPDP Act. Our response plan includes:

• Immediate Containment: Taking steps to mitigate the breach and secure data.

• Investigation: Determining the source and extent of the breach to prevent recurrence.

• Notification: Schools will receive timely information on the nature of the breach, any compromised data, and recommended actions.

10. School Rights

As per the DPDP Act, schools have the following rights concerning their data:

• Right to Access: Request access to the data Vidyalo holds regarding the institution.

• Right to Rectify: Correct any inaccuracies in school or student data.

• Right to Erasure: Request deletion of data that is no longer necessary, except where retention is legally required.

• Right to Object: Schools may object to certain types of data processing if it conflicts with their institutional interests or privacy concerns.

To exercise these rights, schools should contact Vidyalo at support@vidyalo.com

11. Data Transfer Outside India

If it becomes necessary to transfer data outside India, Vidyalo will ensure that the transfer is only to countries deemed “trusted” by the Indian government. Appropriate measures will be taken to ensure that the data is protected according to Indian data protection standards.

12. Use of Cookies and Tracking Technologies

Vidyalo may use cookies and similar technologies to enhance the user experience and gather data on platform usage. Cookies are small files stored on your device to help us track preferences and interactions. Schools can control cookie settings through their browser preferences.

13. Changes to This Privacy Policy

Vidyalo may update this Privacy Policy to reflect changes in our practices or compliance with new legal requirements. Any significant updates will be communicatexd to users, and the revised policy will be available on the Vidyalo platform.

14. Contact Us

For inquiries, concerns, or requests regarding this Privacy Policy, or to exercise any data-related rights, please contact us at:

Vidyalo

DCC Services Unit No. 704 & 705, 7th Floor, ERGO Tower

Plot No. A1-4, Block EP & GP, Sector-V,

Kolkata-700091

support@vidyalo.com

+91-33-4006-1204