Privacy notice

Who is responsible

The Campus Portal is run by Aryavart Educational and Social Research Institute (AESRI), a registered society (Reg. No. 65/BKN/2012-13), for Aryavart Public School, Palana and Aadharshila Public School, Udairamsar. AESRI decides how the personal information in the portal is used.

What the portal holds

• The student's school record: name, SR number, class, section and roll number, date of birth, gender, admission date, parents' or guardian's names, mobile numbers, village or address, and whether the child was admitted on an RTE seat.
• School life: attendance, homework and whether it was done, marks and results, notices, and teachers' remarks (families see only the remarks the teacher shares with them).
• Fees: what is due, payments and receipts, and cash payments a family records on the portal (the amount, the day and, if they write it, who received it) with the school's approval or reason for declining. Online payments are handled by the payment company (Razorpay): card, UPI and bank details go to them, never to the portal, which receives only the payment reference and amount.
• Staff: name, employee number, designation, mobile, email, and the classes and subjects they teach.
• Sign-in: the login ID, the password in scrambled (hashed) form, for administrators an encrypted authenticator key and the browsers they chose to trust (a short name such as “Chrome on Windows” and the dates, removed once the 30 days are over), sign-in times, and an activity log of changes (who did what, when, and from which internet address).
• Nothing else. The portal does not hold Aadhaar numbers, caste, bank account details, health information or photographs.

Why it is used

Only to run the schools: to keep attendance and results and share them with the family, to set and check homework, to collect fees and issue receipts, to send notices, to help teachers notice early which students may need support, and to keep the records safe. It is never sold, never used for advertising, and never used to build profiles of children for anyone outside the school.

Who can see it

• The family using the student's account — their own child's information only.
• Teachers — only for the classes and subjects they teach; a class teacher sees more about their own class.
• The principal and the school office — their own school. The accountant — fees and basic student details.
• AESRI administrators — both schools, to supervise and to help.
• Companies that host the portal, process online payments and send text messages for AESRI, only to provide that service and under contract.

How long it is kept

• School records (admission details, attendance, results, fee receipts) are kept for as long as the law requires schools to keep them.
• When a student leaves, the family's sign-in is turned off.
• The activity log is kept for at least 180 days, as Indian cyber-security rules require.
• Stud-AI's estimates for teachers (see below) are kept only for the current school year, and are replaced whenever a student's marks, homework or attendance change.
• Excel files uploaded to add students and staff are not kept: once an import is finished or cancelled, only a count of what changed remains.

How it is protected

The portal works only over a secure (HTTPS) connection. Passwords are stored scrambled; first sign-in and forgotten passwords use one-time codes printed by the school; administrators also use a second step (an authenticator app). Each person sees only what their role needs, and every change is recorded.

Text messages

The school also sends short text messages (SMS) to the parent's mobile number on the student's record (and, if the school chooses, to the second mobile number): when the child is marked present, absent, late or on leave; when a teacher shares a remark (the message only says there is a new note to read on the portal, never what it says); when a notice is published for the family; a daily homework summary; when results are published; when a fee payment is received or a receipt cancelled; and when the school declines a cash payment the family recorded on the portal. Staff get notices meant for staff.

A message contains the school's name, the child's name and class, and the news itself (for example the date and the attendance mark, or the amount and receipt number). It is sent through an SMS company registered with the telecom regulator (TRAI), under contract with AESRI, which receives only the mobile number and the message. The portal keeps each message for 180 days; after that only a count remains.

To stop text messages, or to change the number they go to, tell the school office. You will still see everything in the portal.

Text messages are not being sent yet; the SMS company will be named here before they start.

Hindi translation

Families who choose Hindi see what teachers and the office wrote in English — homework, notices, remarks shared with the family, report-card remarks and the school's notes on fees — translated into Hindi automatically, marked as a translation, with the original a tap away. For this, only that text is sent to a translation service under contract with AESRI; it can include what a teacher wrote about a child, but the portal adds nothing to it (no names, numbers or records). The service translates it and does not keep it; it may do so in a data centre outside India.

The portal keeps each translation, so the same text isn't sent twice, and deletes translations nobody has read for 180 days.

Automatic translation is not switched on yet, so nothing is sent; the translation service will be named here before it starts.

Estimates for teachers (Stud-AI)

To help teachers notice early when a student may need support, the portal uses Stud-AI: a program that, for each subject it has learned, estimates the risk that the student will not pass the next examination, as a percentage, with the main reasons for the estimate (for example, falling test marks or homework not done). For subjects it has not learned yet, it shows “not enough data as of now” instead of an estimate. It learned these patterns from past examination results.

It uses only numbers from the school's records: each subject's test marks this session as percentages, how much homework was done in each subject, and the attendance percentage. It never uses names, gender, age, parents' details, fees, caste, religion, health or what teachers wrote in remarks. Stud-AI runs on the school's own server: nothing is sent to an AI company or anywhere outside the school.

Only the class teacher and the school's administrators see the estimates, in the teachers' “Needs support” view, where a student is shown in red when Stud-AI's estimate is 50% or more in a subject, or when low attendance comes with several concerns, and as needing a teacher’s review when the student’s most recent mark in a subject is below the pass mark or they missed that exam. They are a prompt to offer help early, not a judgement of the child, and they can be wrong. They are never shown to families or students, and never used for marks, promotion, admission or any other decision about a child: teachers decide what to do.

Cookies

Only three, all needed: one keeps you signed in, one remembers English or Hindi, and one remembers that this phone or computer has signed in to your account before, so that if someone elsewhere keeps guessing your password you can still sign in here. Administrators may get two more: one that lets a browser skip the authenticator code for 30 days when they tick “Trust this browser” (the password is still needed), and, for AESRI administrators, one that remembers which school they are working on. None of them holds a password or personal details. There are no advertising or tracking cookies and no third-party analytics.

Children's information and consent

A student's account is for the parent or guardian to use, with their child if they wish. By activating the account, the parent or guardian agrees to this notice on the child's behalf. You can ask the school office to turn the account off at any time; the school still keeps the school record it must keep by law.

Your rights and questions

• See your child's information — it is in the portal.
• Ask the school office to correct anything that is wrong.
• Ask a question or make a complaint about your information to the school office or to AESRI. If you are not satisfied with the answer, you may approach the Data Protection Board of India.

Contact

The school office (both schools and AESRI): +91 75973 82016 · deepakudairamsar@gmail.com