Privacy Policy for Students and Parents

1. Introduction

Vidyalo, operated by DCC Services Pvt Ltd, values the privacy and protection of students and their parents using our platform. We recognize the sensitivity of handling minor students' personal information, particularly with regards to identification documents, and are committed to processing this data responsibly in line with the Digital Personal Data Protection Act, 2023 (DPDP Act) and other applicable laws in India. This policy outlines how we collect, use, share, and protect the personal information of students and parents on our platform. By using Vidyalo’s services, parents’ consent to this Privacy Policy on behalf of their children under 18.

2. Information We Collect

To facilitate school admissions and provide relevant services, we collect the following information:

• Account Information: Email address, password.
• Student and Parent Details: Student’s first and last name, date of birth, parent or guardian's full name, email, phone number, postal address.
• Preferences: Preferred school type, board, medium of instruction, and location.
• Identification Documents: Aadhaar, photograph, and other identification documents of both student and parent, which are confidential and sensitive.
• Application Data: Documents necessary for the admission process, such as proof of address, date of birth, and academic records.

3. Purpose of Data Collection

We collect personal data for the following purposes:

• School Recommendations and Applications: To suggest schools based on parental preferences and process applications on behalf of students.
• Account Management: To create and maintain a parent account that enables application tracking, communication with schools, and secure access to Vidyalo’s services.
• Verification: To verify the identity of students and parents to prevent misuse or unauthorized access.
• Communication: To send updates regarding application statuses, fee receipts, and notifications relevant to the admission process.

4. Consent Requirements

Parents or guardians are required to provide consent for:

• Creating an account and sharing personal data on behalf of students under 18.

• Vidyalo’s collection, processing, and sharing of information as outlined in this policy.

Parental consent is essential to proceed with services for students below the age of 18.

5. Data Usage and Processing

We use your personal information to:

• Match School Preferences: Provide personalized school recommendations.
• Process Applications: Share student applications, along with required identification documents, with selected schools.
• Parent Communication: Enable secure communication between schools and parents.
• Platform Improvement: Analyse aggregated data to improve Vidyalo’s platform, ensuring better service for future users.

6. Data Sharing and Disclosure

Your data will be shared only as described below:

• With Schools: Application information, including identification documents, is shared only with the selected schools where applications are submitted.
• With Third-Party Service Providers: We may engage trusted third-party providers (e.g., for platform hosting or analytics) who process data under strict confidentiality agreements.
• With Regulatory Authorities: Vidyalo will share data with government authorities as required by law or legal proceedings, in compliance with the DPDP Act and other legal obligations.

7. Data Security Measures

We are committed to safeguarding your information through comprehensive security practices:

• Encryption: Data in transit and at rest is encrypted to prevent unauthorized access.
• Access Controls: Only authorized personnel have access to personal data, based on necessity and security protocols.
• Regular Audits: Security protocols are regularly reviewed and updated to address any vulnerabilities.

While we take rigorous precautions, please note that no security system is completely infallible in the online environment.

8. Data Retention Policy

Vidyalo retains personal data only as long as necessary for the purposes outlined in this policy or as mandated by law. Specifically:

• Application Data: Retained for the duration of the admission process and, if required, for legal obligations thereafter.
• Account Data: Retained as long as the parent account remains active, or until a deletion request is received.

Upon request or when data is no longer required, we ensure secure deletion of your data.

9. Data Breach Notification

In the unlikely event of a data breach that could potentially compromise your personal information, we will notify affected users promptly, in line with the DPDP Act requirements. Our response plan includes:

• Immediate Containment Measures: To secure data and prevent further breaches.
• Investigation: To identify the breach source and rectify the vulnerability.
• Notification: Affected individuals will be informed promptly, outlining the nature of the breach, compromised data, and steps to mitigate any risks.

10. Children's Privacy and Parental Rights

For children under 18, Vidyalo adheres to the DPDP Act by:

• Parental Consent: Requiring parental consent for account creation and data submission on behalf of minors.
• Access Rights: Parents have the right to access, update, or request deletion of their child's data at any time.
• Right to Withdraw Consent: Parents can withdraw consent for data processing at any stage by contacting Vidyalo, which may impact the services provided.

11. Data Transfer Outside India

If personal data needs to be transferred outside India for any purpose, Vidyalo ensures that it is transferred only to countries deemed “trusted” by the Indian government. Measures are taken to ensure the data receives equivalent protection standards abroad as mandated in India.

12. User Rights

In accordance with the DPDP Act, parents and guardians have the following rights:

• Right to Access: Request access to personal data that Vidyalo holds.
• Right to Rectify: Correct inaccuracies in the data provided.
• Right to Erasure: Request deletion of data, except where retention is legally required.
• Right to Withdraw Consent: Revoke consent at any time; however, withdrawal may impact service provision.
• Right to Object: Object to certain types of data processing.

To exercise these rights, contact us at support@vidyalo.com

13. Use of Cookies

To enhance user experience, Vidyalo uses cookies that help track user preferences and understand platform usage patterns. Parents can control cookie settings through their browser preferences.

14. Policy Updates

This Privacy Policy may be updated periodically to reflect changes in our practices or legal obligations. Significant changes will be communicated to users, and the updated policy will be accessible on our platform.

15. Disclaimer of Liability during Admission Process

Vidyalo serves as a platform to facilitate the application and admission process between applicants and partner schools. While we strive to provide accurate and reliable information, Vidyalo does not guarantee admission to any institution, nor does it influence the school’s admission criteria, selection process, or final decision. By using this service, applicants acknowledge and agree that:

• Third-Party Decision-Making: The final admission decisions are made solely by the partner schools based on their own criteria and standards. Vidyalo is not responsible for any admissions outcomes, delays, or rejections, as these are beyond our control.
• Information Accuracy and Completeness: The responsibility for providing accurate, complete, and current information rests with the applicants. Vidyalo disclaims all liability for the processing or outcomes that arise due to incomplete, inaccurate, or outdated information submitted by the applicants.
• Data Sharing with Schools: Applicant information, including personal details, identification documents, and payment data, is shared with the relevant school as part of the application process. Vidyalo is not liable for how schools use or store this information. Applicants are encouraged to review the privacy policies of the selected schools.
• Limitation of Liability: Vidyalo disclaims any liability for direct, indirect, incidental, or consequential damages arising from the use of our platform, including, but not limited to, issues related to data processing, technical errors, payment processing, or third-party data handling.
• Payment and Refunds: Payments made through the Vidyalo platform are directed to facilitate the application process with the schools. Vidyalo does not hold responsibility for refunding fees due to withdrawn applications or admission rejections unless specifically agreed upon.
• This application requires access to your location in the background during login to enhance security and provide location-based features such as nearby schools & other service providers. However, this service does not monitor your movements or track your location. By granting this permission, you acknowledge that your location data may be collected and used in accordance with our privacy policy. Our application collect real-time information about the location of your device as permitted by you & it can manage or revoke this permission at any time through your device settings.
• We collect the information you provide to enhance functionality, improve service quality, and personalize your experience. Additionally, this data helps us display relevant services, facilitate communication, and meet legal requirements. To deliver our Services, we require a valid government-registered ID and address proof, along with a recent passport-size photograph, to enable access to your device’s photo gallery or document folder. Rest assured, all collected documents and information will be kept confidential and will not be shared with any third-party agency.

By proceeding with this application, applicants and their guardians acknowledge and accept the terms outlined in this disclaimer.

16. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your rights under it, 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, West Bengal

support@vidyalo.com

+91-33-4006-1204