Privacy Policy

ShikshaCloud (“ShikshaCloud”, “we”, “us”, or “our”) provides a cloud-based school management system, including a web dashboard (app.shikshacloud.com), a mobile application, and a WhatsApp/AI chatbot assistant (together, the “Services”).

This Privacy Policy explains what data we collect from schools, administrators, staff, students, and parents/guardians who use the Services, how we use it, who we share it with, and the choices you have. By using the Services, you agree to the practices described here.

ShikshaCloud is used by three broad categories of people:

• School administrators and staffwho set up and manage the platform on behalf of an institution (the “School”).
• Students and parents/guardians who are invited by a School to use the student/parent portal and mobile app.

In most cases, the School is the data controller for student and parent information, and ShikshaCloud acts as a data processor providing the software the School uses to manage that data.

Account & profile information: name, role (admin, teacher, student, parent), email address, phone number, profile photo, and login credentials.

School operations data: enrollment records, class/section and subject assignments, attendance, exam results and report cards, fee and payment records, leave requests, hostel and transport allocations, library records, and documents uploaded to the platform.

Communication data: notices, notifications, and messages sent through the platform, including push notifications and WhatsApp messages (e.g. fee reminders, attendance alerts, exam schedules, and general announcements) sent to the phone numbers provided by the School.

Chatbot data: questions and messages you send to the ShikshaCloud AI assistant, along with the account context needed to answer them (e.g. your role and school). Chatbot conversations may be processed by third-party AI providers to generate responses, and may be retained temporarily to maintain conversation history.

Device & usage data: device type, operating system, app version, IP address, push-notification tokens, and general usage/log data collected automatically when you use our web or mobile apps.

• To provide, operate, and maintain the Services for your School.
• To send transactional notifications and alerts (fee dues, attendance, exam results, leave approvals, etc.) via push notification, WhatsApp, or email.
• To power the AI chatbot and answer questions about school data you are authorized to access.
• To authenticate users and enforce role-based access permissions.
• To troubleshoot issues, maintain security, and prevent fraud or abuse.
• To improve and develop new features for the Services.
• To comply with legal obligations and respond to lawful requests.

We do not sell personal data. We share information only:

• Within the School: data is visible to authorized staff and to parents/guardians linked to a student, based on role permissions configured by the School.
• With service providers who help us operate the platform, such as cloud hosting providers, push-notification services (e.g. Firebase), WhatsApp Business API/messaging providers, and AI model providers used to power the chatbot. These providers are bound by contractual confidentiality and data-protection obligations.
• For legal reasons, if required by law, regulation, legal process, or governmental request.
• In a business transfer, such as a merger, acquisition, or sale of assets, subject to standard confidentiality arrangements.

We retain School, staff, student, and parent data for as long as the School’s account remains active, and for a reasonable period afterward to comply with legal, accounting, or reporting requirements. Chat/notification logs are retained only as long as needed to provide support and maintain conversation continuity, after which they are deleted or anonymized.

We use industry-standard technical and organizational measures — including encryption in transit, access controls, and role-based permissions — to protect data against unauthorized access, loss, or misuse. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

• You may request access to, correction of, or deletion of your personal data by contacting your School administrator or us directly.
• You can manage push-notification permissions from your device settings.
• Parents/guardians and students may opt out of non-essential WhatsApp communications by contacting the School; certain transactional messages (e.g. fee or safety alerts) may still be sent as required by the School’s policies.
• Account deletion requests should be routed through the School, as the School controls the underlying student/parent records.

ShikshaCloud is used by schools to manage records of students who may be minors. Student accounts and data are created and managed by the School and, where applicable, linked to a parent/guardian account. We rely on the School to obtain any necessary parental consent required under applicable law before enrolling a minor’s data on the platform.

We may update this Privacy Policy from time to time. Material changes will be communicated through the Services or by other reasonable means. Continued use of the Services after changes take effect constitutes acceptance of the revised policy.

If you have questions about this Privacy Policy or how your data is handled, contact us at info@shikshacloud.com or +91 9717282298. Our office is located at 716, Gardenia Gateway, Sector 75, Uttar Pradesh 201316.