Privacy Policy

Medha EduCore ("Medha EduCore," "we," "us") provides a modular software-as-a-service platform used by preschools, tutoring centers, K-12 schools, and colleges (each, an "Institution") to manage students, staff, attendance, fees, exams, and related school operations. This policy explains what information we collect through the platform, how it is used, and the choices available to Institutions and the individuals whose data they manage.

When an Institution signs up and enters information about its students, guardians, teachers, and staff, the Institution is the data controller — it decides what information to collect and why, and is responsible for having a lawful basis and, where required, consent to do so (including parental consent for information about minors). Medha EduCore acts as a data processor, storing and processing that information solely to provide the platform to the Institution and strictly under its instructions.

If you are a student, parent, guardian, teacher, or staff member and have questions about data an Institution has entered about you, please contact that Institution directly — they control your records and can access, correct, or delete them from their admin dashboard.

We collect the following categories of information as part of operating the platform:

• Organization account data— institution name, segment (preschool, tutoring, school, college), country, and branding details entered by the Institution's owner/admin.
• Staff accounts — name, email address, hashed password, and role (owner, admin, staff) for people who log in to manage the Institution.
• Student records — name, date of birth, gender, blood group, contact details, address, admission and enrollment details, batch/course assignment, and guardian contact information, as entered by the Institution.
• Teacher/employee records — name, contact details, subject specialization, qualifications, employment details, and (where the Institution activates Payroll) salary and bank account details for payslip generation.
• Guardian/parent accounts— name, phone, email, and portal login credentials, used to link a parent to their child's records.
• Operational records — attendance entries, fee invoices and payment records (amount, method, and status — we do not process or store payment card numbers through the Fees module), exam and mark records, timetable entries, transport and library activity, and admissions/CRM leads.
• Portal credentials — a separate username and password (distinct from staff logins) issued by the Institution to students, teachers, and guardians for self-service portal access.
• Usage and log data — basic technical information such as timestamps and actions taken in the product, used for security, troubleshooting, and improving the service.

We use the information described above only to:

• Provide, maintain, and secure the modules an Institution has activated;
• Authenticate staff, teacher, student, and parent portal logins;
• Generate records the Institution requests, such as attendance summaries, invoices, payslips, timetables, and report cards;
• Respond to support requests from an Institution; and
• Improve the reliability, security, and performance of the platform.

We do not sell personal information, and we do not use student data to serve advertising.

Because Medha EduCore is used by schools and preschools, some data we process on an Institution's behalf relates to children under the age of majority in their jurisdiction. We do not knowingly allow anyone other than the Institution and the parents/guardians it links to a student to access that student's records. Institutions are responsible for obtaining any parental consent required under applicable law before entering a minor's information into the platform.

We do not share personal information with third parties except: (a) with service providers who host our infrastructure or otherwise help us operate the platform, under confidentiality obligations and only to the extent necessary; (b) when required to comply with a legal obligation, court order, or governmental request; or (c) to protect the rights, property, or safety of Medha EduCore, an Institution, or others.

We retain data for as long as an Institution's account remains active, or as needed to provide the service. If an Institution closes its account, we will delete or anonymize its data within a reasonable period, except where retention is required by law or for legitimate backup/security purposes.

We use industry-standard safeguards to protect information, including encrypted password storage, per-organization data isolation, and access controls tied to user roles and module entitlements. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Depending on your role and location, you may have rights to access, correct, export, or request deletion of your personal information. If an Institution manages your record, please make these requests to the Institution first, as they control the underlying data. If you are an Institution owner/admin, you can exercise most of these rights directly from your dashboard, or contact us using the details below.

Depending on where an Institution and its hosting region are located, information may be processed in a country other than where the Institution or its users are based. Where this occurs, we take steps to ensure appropriate safeguards are in place consistent with applicable law.

We may update this policy from time to time. If we make material changes, we will update the "Last updated" date above and, where appropriate, notify Institution owners/admins.

Questions about this policy can be sent to privacy@medhaeducore.example [replace with your organization's real contact address].