Privacy Policy
Effective Date: May 23, 2026 | Last Updated: May 23, 2026
Your Privacy Matters
This Privacy Policy explains how Apana Campus Team ("we," "our," or "us") collects, uses, discloses, and safeguards personal information when you use our school and college management mobile application, Apana Campus(the "App"), and the associated services.
The App is designed as a secure multi-tenant platform for schools and colleges to facilitate communication, learning, and administrative tracking between Administrators, Teachers, Parents, and Students.
1. The School as the Data Controller
Apana Campus acts as a Data Processor under the instruction of the respective school or educational institution ("School"). The School is the Data Controller responsible for managing the registration and authorization of Student, Parent, and Teacher accounts.
Any personal data uploaded, stored, or processed in the App is managed under the School's authority, instruction, and policy.
2. Information We Collect
We collect information directly from users, automatically from devices, and from the School administrative dashboard.
A. Personal Information Provided by the School or Users:
- For Teachers & Admins: Name, email address, phone number, employee/staff ID, category/profession, profile photo, and security credentials.
- For Parents: Name, email address, phone number, relationship to the student, and login credentials.
- For Students: Name, school/college roll number, class/section, attendance history, homework/assignments, grades, marks, and profile photo (if permitted).
B. Financial Information:
If your school supports fee collection through the App, billing details, payment transaction IDs, and invoice details are processed. We do not store complete credit card or net banking credentials; these are processed securely by PCI-DSS compliant third-party payment gateways.
C. Automatically Collected Information (Device & Usage Details):
- Device Identifiers: Push notification tokens (for sending notices, attendance alerts, and messages).
- Log Data: IP addresses, operating system version, app crash logs, and usage diagnostics to help keep the App secure and bug-free.
3. How We Use Your Information
We use the collected information solely to provide, run, and improve the educational and administrative services:
- App Functionality: To display student attendance, timetables, fee statuses, homework assignments, and academic reports.
- Communication: To send instant push notifications to parents about student attendance, school announcements, and emergency notices.
- Multi-Tenancy Security: To isolate and protect school records so that no unauthorized school or user can access another school's database.
- Security & Diagnostics: To detect, prevent, and debug technical issues or potential security breaches.
4. Children's Privacy (COPPA & DPDP Compliance)
Because Apana Campus is used by Students who may be minors (under the age of 18):
- School Consent: We rely on the School to obtain verified parental/guardian consent before registering minor students on our platform.
- Minimal Data Collection: We do not collect more information from minor students than is reasonably necessary to participate in school activities listed in the App.
- Parental Rights: Parents can review, edit, or request the deletion of their child's information by contacting their school administrator or our support team directly.
5. Data Sharing and Disclosure
We respect your privacy. We do not sell, rent, or trade your personal data. Data is only shared under the following conditions:
- With the School: All data relating to students, teachers, and parents is fully accessible by authorized School administrators.
- Service Providers: We may share minimum required data (e.g., push tokens) with trusted cloud providers (like Firebase Cloud Messaging) and database hosts to keep the app functional.
- Legal Requirements: If required to do so by law, court order, or governmental authorities.
6. Data Security and Isolation
We protect school records with high-grade security infrastructures:
- Multi-Tenant Isolation: We employ dedicated schema-level or database-level isolation. Each School's data is partitioned into separate secure containers inside our database.
- Encryption: All data in transit between the App, backend APIs, and database is encrypted using industry-standard SSL/TLS (HTTPS) protocols.
- Access Control: Strict role-based permissions (RBAC) ensure that teachers, parents, and students can only access their authorized endpoints and data.
7. Data Retention and Account Deletion
We retain your personal data for as long as your School maintains an active subscription or as required for educational auditing purposes.
Account & Data Deletion:
Users can request the deletion of their accounts and associated data at any time:
- In-App: Navigate to the Account/Profile Settings and tap "Delete My Account".
- Web Request: Visit our public deletion request portal at: https://apanacampus.com/delete-account
Upon verification of the request (and coordination with your School administration), your personal records will be permanently deleted or anonymized within 30 days.
8. Your Rights
Depending on your jurisdiction (e.g., Digital Personal Data Protection Act - DPDP in India, or GDPR), you have the right to:
- Access the personal data we hold about you.
- Request correction of inaccurate or outdated information.
- Withdraw consent for optional data processing.
- Request deletion of your personal account.
To exercise these rights, please contact your school administrator or email us at info@apanacampus.com.
9. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy in the App and updating the "Effective Date" at the top.
10. Contact Us
If you have any questions or concerns regarding this Privacy Policy, please contact us at: