Data & privacy

Privacy Policy

Draft privacy notice for institutional review.

Review before publication: This template describes common data practices but must be checked against the system’s actual hosting, logs, database, email and retention configuration. Obtain legal review and confirm the institution’s role and responsibilities before publishing.

Last updated: 27 October 2026

1. Scope

This notice explains how personal information may be processed when an educational institution uses the Attendance Management System. The institution may determine the purposes and means of processing student and staff records, while the service provider may process information to operate and support the platform under the applicable agreement.

2. Information that may be processed

  • Account details such as name, username, institutional email and role.
  • Academic information such as student identifier, roll number, class, division, batch, subject and enrollment status.
  • Attendance details such as session, date, time, attendance status and check-in timestamp.
  • Device or technical information used for authentication, device registration, security, troubleshooting and service operation, where enabled.
  • Support correspondence voluntarily sent by users or institutions.

3. Purposes

Information may be used to authenticate users, operate attendance workflows, display attendance history, administer academic groups, generate authorized reports, prevent misuse, maintain security, troubleshoot errors and provide contracted support.

4. Access and disclosure

Access should be restricted according to assigned roles and institutional authorization. Information may be shared with hosting, email or technical service providers only as needed to operate the service and under appropriate safeguards, or where disclosure is required by law. The system should not be used to disclose student records publicly.

5. Security

Reasonable technical and organizational measures should be maintained, such as access controls, secure authentication, protected connections, appropriate logging and backups. No online system can be guaranteed completely secure. Institutions and users should protect credentials and report suspected incidents promptly.

6. Retention and deletion

Personal information should be retained only for the period required for the stated academic, operational, contractual or legal purposes. The institution’s retention schedule and the service agreement should define record retention, archival, export and deletion processes.

7. User and institutional requests

Requests to access, correct or otherwise exercise applicable rights in personal information should be directed to the institution’s designated administrator or privacy contact. Requests will be handled in accordance with applicable law, institutional policy and the parties’ contractual responsibilities.

8. Cookies and technical logs

The application may use session cookies and technical logs necessary for login, security and service functionality. Any analytics, optional cookies or additional tracking should be disclosed here only if actually enabled, with required consent mechanisms.

9. Children and student data

Where the service processes information about minors or other protected student groups, the institution must ensure that appropriate notices, authorizations and safeguards are in place as required by applicable law and policy.

10. Changes to this notice

This notice may be updated to reflect changes in the service or legal requirements. The effective date should be updated when changes are published, and material changes should be communicated as required.

11. Contact

For privacy questions or requests, contact the institution’s designated privacy or data-protection representative. Product-related enquiries may be sent to admin@feedbacksystems.in.