Privacy Policy

Last Updated: 2026

This Privacy Policy describes how infoEIGHT ("the Platform", "We", "Us", or "Our") collects, processes, stores, and protects personal information when educational institutions use our School ERP platform.

The platform is a multi-tenant Software-as-a-Service (SaaS) system used by schools, colleges, and educational institutions ("Institutions") to manage academic administration, student information, communication, finance, attendance, examinations, and related services.

Each Institution using the platform acts as the primary data controller for the personal data of its students, parents, staff, and other users. The ERP Provider typically acts as a data processor that processes information on behalf of the Institution.

1. Scope of This Policy

This Privacy Policy applies to:

Institutions using the ERP platform
Students enrolled in those institutions
Parents and guardians
Teachers and school staff
Administrative users
Visitors accessing the platform

This policy applies to all services, modules, applications, APIs, mobile applications, and integrations provided as part of the ERP platform.

2. Roles and Responsibilities

2.1 ERP Provider

The ERP provider operates and maintains the technical infrastructure of the platform including servers, databases, authentication systems, and security controls.

2.2 Institution (Client)

The Institution determines what data is collected from students, parents, and staff and how that information is used.

Institutions are responsible for:

Obtaining consent where required
Ensuring lawful collection of personal data
Managing user accounts
Responding to data access or correction requests

3. Categories of Information Collected

3.1 Student Information

Full name
Date of birth
Gender
Photographs
Address
Contact details
Admission and enrollment information
Attendance records
Grades and academic performance
Assignments and assessments
Transport details
Hostel information
Health information where provided
Disciplinary records
Library records

3.2 Parent or Guardian Information

Full name
Phone number
Email address
Relationship to student
Emergency contact details
Billing and payment information

3.3 Teacher and Staff Information

Name and contact details
Employee ID
Department and role
Salary and payroll data
Attendance and leave records
Performance evaluations

3.4 Administrative Data

User account credentials
Role-based access permissions
System activity logs
Audit records

3.5 Technical Information

IP address
Device identifiers
Browser type
Operating system
Session activity
Usage analytics
Error logs

4. How Information Is Collected

Information may be collected through:

Institution data entry
Online admission forms
Mobile applications
Parent portals
Teacher portals
Automated system logs
Third-party integrations

5. Purpose of Data Processing

Personal data may be used for:

Student admission and enrollment management
Attendance tracking
Academic record management
Examination and grading systems
Communication between institutions and families
Fee collection and accounting
Library management
Transport and hostel management
Human resource management
Compliance with legal obligations
System performance monitoring
Fraud detection and security monitoring

6. Legal Basis for Processing

Depending on jurisdiction, processing may rely on:

Consent of students or parents
Contractual obligations between the Institution and ERP Provider
Legitimate interests of the Institution
Legal or regulatory obligations

7. Data Sharing and Disclosure

Information may be shared with:

Authorized school administrators
Teachers and academic staff
Government education authorities
Payment gateway providers
Cloud infrastructure providers
SMS and email notification providers
Learning management systems
Security and fraud prevention services

Data is shared only when necessary to provide ERP functionality or to comply with legal requirements.

8. Third-Party Subprocessors

The platform may use third-party service providers for:

Cloud hosting
Email delivery services
SMS gateways
Payment processing
Data analytics
Monitoring and logging services

These providers process data only according to contractual obligations.

9. Data Security

Security controls include:

Encrypted HTTPS connections
Role-based access control
Strong password policies
Multi-factor authentication (optional)
Database encryption
Secure cloud infrastructure
Access logging and monitoring
Regular security audits
Backup and disaster recovery systems

10. Data Retention

Data is retained based on:

Institutional policies
Legal compliance requirements
Contractual agreements

Archived records may be stored securely for regulatory or historical purposes.

11. User Rights

Depending on jurisdiction, individuals may have the right to:

Access their personal information
Request corrections
Request deletion
Withdraw consent
Request data portability
Object to certain types of processing

Requests should generally be directed to the Institution administering the account.

12. Cookies and Tracking

The platform may use cookies and similar technologies to:

Maintain login sessions
Improve system performance
Analyze user activity
Enhance security

13. Children's Data Protection

The platform processes information about minors only on behalf of educational institutions. Schools are responsible for ensuring that appropriate consent has been obtained from parents or guardians.

14. Cross-Border Data Transfers

Data may be processed or stored in data centers located in different countries depending on the hosting infrastructure. Appropriate safeguards are implemented for international transfers.

15. Data Breach Notification

If a data breach occurs, we will:

Investigate the incident
Notify affected institutions
Take remediation steps
Notify regulators if required by law

16. System Logs and Monitoring

For security and operational purposes, the platform maintains logs including:

User login attempts
Administrative actions
System errors
API requests

These logs help detect unauthorized activity and maintain system stability.

17. Policy Updates

This Privacy Policy may be updated periodically. Institutions using the platform will be notified of significant changes.

18. Contact Information

If you have questions about this policy, contact:

ERP Provider: infoEIGHT
Email: support@infoeight.com