Privacy Policy

Effective Date: 01-01-2026

e-SchoolBase (“we,” “our,” or “us”) is committed to protecting the privacy and personal data of schools, students, parents, teachers, and administrators who access or use our website and management system (“Platform”).

This Privacy Policy explains how we collect, use, disclose, store, and safeguard information when you access or use e-SchoolBase. By using the Platform, you consent to the data practices described in this Privacy Policy.

1. Scope and Applicability

This Privacy Policy applies to:

  • Schools and educational institutions registered on e-SchoolBase
  • Authorized users, including administrators, teachers, students, and parents
  • Visitors to the e-SchoolBase website

This Privacy Policy should be read in conjunction with the e-SchoolBase Terms and Conditions.

2. Information We Collect
2.1 Institutional Information

We may collect information provided by Institutions, including:

  • Institution name, address, and contact details
  • Authorized administrator details
  • Subscription, invoicing, and billing information
2.2 Personal Data

Depending on the user’s role, we may collect:

  • Names, email addresses, and phone numbers
  • Student identification numbers or roll numbers
  • Class, section, academic records, examination marks, and attendance data
  • Parent or guardian contact details
2.3 Technical and Usage Data

We may automatically collect certain technical information, including:

  • IP address and device identifiers
  • Browser type, operating system, and device information
  • Login timestamps, activity logs, and usage patterns
3. Purpose of Data Collection

We collect and process data solely for legitimate educational and operational purposes, including:

  • Providing, managing, and supporting examination and academic services
  • Generating report cards, academic analytics, and performance insights
  • Enabling communication between schools, students, parents, and staff
  • Ensuring platform security, monitoring, auditability, and compliance
  • Subscription management, billing, and customer support
  • Improving platform features, functionality, and performance
4. Legal Basis for Processing

Personal data is processed based on one or more of the following lawful grounds:

  • Consent provided by the Institution and/or authorized users
  • Performance of contractual obligations under the Terms and Conditions
  • Compliance with applicable legal or regulatory requirements
  • Legitimate interests related to educational administration, system integrity, and platform security
5. Data Ownership and Control
  • All academic, institutional, and student-related data uploaded to e-SchoolBase remains the property of the respective Institution.
  • e-SchoolBase acts solely as a data processor on behalf of the Institution.
  • We do not sell, rent, or commercially exploit personal data under any circumstances.
6. Data Sharing and Disclosure

We may share data only in the following limited circumstances:

  • With authorized users within the same Institution, as permitted by access controls
  • With trusted third-party service providers (such as hosting, backup, or communication services) bound by confidentiality and data protection obligations
  • When required by applicable law, regulation, court order, or governmental authority
  • To protect the rights, safety, security, or property of e-SchoolBase, its users, or the public
7. Data Security Measures

e-SchoolBase implements reasonable technical and organizational safeguards in accordance with applicable Indian laws, including:

  • Secure authentication mechanisms and access controls
  • Encrypted data transmission where applicable
  • Continuous system monitoring and regular backups
  • Restricted internal access on a strict need-to-know basis

While we take appropriate precautions, no electronic system can be guaranteed to be completely secure, and users acknowledge this inherent risk.

8. Data Retention
  • Data is retained only for as long as necessary to fulfill educational, contractual, operational, and legal requirements.
  • Upon termination of a subscription, data will be retained for a limited period and may thereafter be securely deleted, unless retention is required by law.
  • Institutions may request data export prior to termination, subject to applicable policies and technical feasibility.
9. User Rights

Subject to applicable Indian data protection laws, users may have the right to:

  • Access their personal data
  • Request correction of inaccurate or incomplete data
  • Request deletion or restriction of processing, where legally permissible
  • Withdraw consent where processing is based solely on consent

Requests should be routed through the respective Institution or submitted directly to e-SchoolBase using the contact details provided below.

10. Children’s Privacy

e-SchoolBase is intended for use by educational institutions. Student data is processed strictly under the authority, supervision, and consent of the respective Institution and parents or legal guardians, as required by law.

We do not knowingly collect personal data directly from children without proper institutional authorization.

11. Cookies and Tracking Technologies

e-SchoolBase may use essential cookies and similar technologies to:

  • Maintain secure user sessions
  • Improve user experience and platform performance
  • Analyze usage patterns for operational improvement

Users may manage cookie preferences through their browser settings. Disabling cookies may affect certain Platform functionalities.

12. Third-Party Links

The Platform may contain links to third-party websites or services. e-SchoolBase is not responsible for the privacy practices, policies, or content of such third-party platforms.

13. Changes to This Privacy Policy

e-SchoolBase reserves the right to modify or update this Privacy Policy at any time.
Revisions will be published on the Platform, and continued use of e-SchoolBase after such publication constitutes acceptance of the updated Privacy Policy.

14. Use of Aggregated and Anonymized Data

e-SchoolBase may collect, analyze, and use aggregated, anonymized, and non-identifiable data derived from the use of the Platform by Institutions (“Aggregated Data”).

Aggregated Data:

  • Does not include Personal Data or Sensitive Personal Data
  • Cannot be used to identify any individual, student, parent, staff member, or specific Institution

We may use Aggregated Data for purposes including, but not limited to:

  • Generating academic insights, trends, and benchmarking information
  • Improving platform features, performance, reliability, and usability
  • Developing comparative analytics, reports, and best-practice indicators
  • Producing generalized information or insights made available to participating Institutions

Aggregated Data may be shared or published only in summary form and shall not reveal the identity of any Institution or individual.