Privacy Policy
Last updated: November 01, 2026 · Version 2.4 (Enterprise Multi-Tenant Edition)
Table of Contents
1 Platform Overview
AcademiaCloud ("we", "our", or "the Platform") operates a multi-tenant cloud-based educational management system empowering tutoring institutions, skill academies, and schools ("Institutions") to manage campus operations, student records, attendance tracking, and automated fee collections.
This Privacy Policy describes our practices concerning the collection, usage, safeguarding, and disclosure of personal information processed on behalf of institutional subscribers, staff operators, educators, parents, and students.
2 Multi-Tenant Data Isolation
Our platform employs strict database-level tenancy partitioning:
- Tenant Scoping: All database queries, student records, fee allocations, and attendance logs are automatically filtered by
institution_id. - No Cross-Tenant Leaks: Operators of one institution are architecturally prevented from viewing, querying, or modifying records belonging to any other institution.
- Role-Based Access Control (RBAC): Within each institution, access is strictly limited to authorized personas (Superadmin, Admin, Staff, Branch In-Charge, Teacher, Parent).
3 Information We Collect
We process the following categories of data provided directly by institutions and authorized operators:
Student & Guardian Data
Full name, date of birth, gender, contact number, home address, guardian names, emergency phone contacts, and course enrollment records.
Institutional & Staff Data
Institution name, tax codes, campus locations, staff emails, operational credentials, branch assignment, and assigned permissions.
Attendance & Academic Data
Daily check-in / check-out timestamps, attendance status (present, late, absent, excused), roll call notes, and performance marks.
Financial & Fee Records
Installment schedules, discounts, transaction amounts, payment modes (Cash, UPI, Cheque, Card), reference numbers, and FIFO dues allocations.
4 How We Use Your Data
Data collected is used exclusively for legitimate operational purposes:
- Provisioning and maintaining multi-campus academy software accounts.
- Automating FIFO fee schedules, generating digital payment receipts, and clearing pending dues.
- Delivering notifications, email password recovery links, and attendance summaries.
- Providing parent portal transparency for student attendance and fee payment ledgers.
- Auditing operator actions and maintaining forensic cybersecurity access logs.
5 Fee Billing & Payment Telemetry
Our platform maintains rigorous financial safeguards:
- No Raw Card Storage: We do not store raw credit card numbers or banking PINs on our servers.
- Cheque Tracking: Cheque payments are logged under a pending state and only adjust outstanding fee balances upon verified bank clearance.
- Audit Trails: Every payment transaction creates an immutable transaction record logging the receiving staff member, timestamp, and allocation breakdown.
6 Data Security & Retention
We enforce multi-layered cybersecurity protocols including TLS 1.3 encryption in transit, bcrypt hashed passwords with salt, automated daily database snapshots, rate-limiting on sensitive endpoints, and HTTP no-store, no-cache headers on authenticated session back-navigation.
Institutional data is retained for the duration of the active subscription plus a standard 90-day grace period for export before permanent cryptographic erasure.
8 Your Rights & Data Portability
Institutions and guardians have the right to request access to their personal data, correct inaccurate student profile information, export fee statements in standard PDF/CSV formats, and request account termination.
9 Contact & Data Protection Officer
For inquiries regarding privacy, data protection compliance, or to exercise your rights, contact our Data Protection Office:
AcademiaCloud Privacy & Compliance Officer
Email: privacy@academiacloud.io
Enterprise Support: support@academiacloud.io