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Privacy Policy

Last updated July 02, 2026

Effective date: July 02, 2026

1. Introduction

EduPilot Technologies Inc. ("EduPilot", "we", "us", "our") provides school management software to educational institutions, including our web-based administration portal, the EduPilot Parent App, and the EduPilot Teacher App (together, the "Services"). This Privacy Policy explains what information we collect, how we use and share it, and the choices you have.

Our Services are provided to schools and used by their authorized staff, teachers, and parents/guardians. In most cases the school (the "Institution") is the data controller of student information, and EduPilot acts as a data processor on the Institution's behalf, under a service agreement with that Institution.

2. Information We Collect

Provided by the Institution

  • Student records: name, class/section, roll number, guardian relationships, attendance, homework, examination results, fee records, transport and library records.
  • Staff records: name, role, contact details, timetable and payroll-related records the Institution chooses to manage in the platform.

Provided by you

  • Account details: name, email address, phone number, profile photo (optional).
  • Content you submit: messages, leave requests, comments, form responses, and files or photos you upload.
  • Payment information when paying fees online — processed by our payment gateway partners; we do not store full card numbers.

Collected automatically

  • Device and usage data: device model, operating system, app version, language, IP address, crash logs and diagnostics, and push notification tokens.
  • Cookies and similar technologies on our websites (see Section 10).

3. How We Use Information

  • To provide and operate the Services for your Institution (attendance, fees, results, messaging, notifications, transport, and related features).
  • To send service communications such as absence alerts, fee reminders, results and announcements initiated by the Institution.
  • To secure the Services, prevent abuse, debug and fix issues, and improve performance and usability.
  • To comply with legal obligations.

We do not sell personal information, and we do not use student personal information for advertising or marketing.

4. Children's Privacy

The EduPilot apps are designed for use by adults — parents/guardians and school staff. Children are not permitted to create accounts. Student information within the Services is provided and controlled by the Institution as part of its legitimate educational operations, and we process it solely on the Institution's instructions.

We comply with applicable children's privacy laws, including COPPA (US) and equivalent regulations where the Services are used. If you believe a child's personal information has been provided to us in error, contact us at support@edupilot.io and we will work with the Institution to remove it promptly.

5. How We Share Information

  • With your Institution: data you submit through the apps is visible to authorized school staff according to the Institution's role settings.
  • Service providers: cloud hosting, database and backup providers, push notification services (Apple Push Notification service, Firebase Cloud Messaging), SMS/email delivery providers, payment gateways, and crash/analytics tooling — each bound by contractual confidentiality and used only to operate the Services.
  • Legal: when required by law, court order, or to protect the rights, safety and security of users, schools, or the public.
  • Business transfers: in a merger, acquisition or asset sale, subject to this policy's protections.

6. Data Retention

We retain personal information for as long as the Institution maintains an active service agreement and as needed to provide the Services. When an Institution's contract ends, its data is made available for export and then deleted from production systems within 90 days, with encrypted backups expiring on a rolling 90-day cycle. Financial records may be retained longer where required by law.

7. Security

We protect information with encryption in transit (TLS) and at rest, role-based access control, audit logging, network isolation, and automated daily backups. No method of transmission or storage is 100% secure, but we continuously review and improve our safeguards. We notify affected Institutions of any personal data breach without undue delay, consistent with applicable law.

8. Your Rights & Choices

  • Access and correction: you may review and update your account details in the app. Student records are controlled by the Institution — contact your school to correct them.
  • Deletion: you may request deletion of your account and associated personal data at any time — see our Account & Data Deletion page.
  • Notifications: you can manage push notifications in your device settings; some service messages (e.g. safety alerts sent by the school) may still be delivered via SMS/email.
  • Depending on your jurisdiction (e.g. GDPR, CCPA), you may have additional rights such as portability, restriction and objection. Contact us to exercise them.

9. App Permissions

The mobile apps request only the permissions needed for their features:

  • Notifications — attendance alerts, announcements, messages and reminders.
  • Camera / Photos — optional; to update your profile photo or attach images to messages, homework and leave requests.
  • Storage / Files — optional; to download report cards, receipts and circulars.

You can revoke permissions at any time in your device settings; related features may stop working.

10. Cookies

Our websites use strictly necessary cookies (session, security) and, where enabled, analytics cookies to understand aggregate usage. You can control cookies through your browser settings.

11. International Transfers

Data may be processed in countries other than your own. Where required, we use appropriate safeguards such as standard contractual clauses and process data in regional hosting environments agreed with the Institution.

12. Changes to This Policy

We may update this policy from time to time. Material changes will be announced in the app or on this page with an updated effective date. Continued use of the Services after changes take effect constitutes acceptance.

13. Contact Us

Data protection questions or requests:

EduPilot Technologies Inc.
500 Tech Park Avenue, Suite 210, Austin, TX 78701
Email: support@edupilot.io
Phone: +1 (555) 018-2345