This Privacy Policy (“Policy”) describes in detail how VITA SYSTEMS PVT.LTD (“we”, “us”, “our”) collects, uses, discloses, stores, transfers, retains, and protects personal data in connection with PATASHALA, our cloud-based multi-school education management platform. PATASHALA is offered as a website, progressive web experience, and native/hybrid mobile applications (including applications published on Google Play using Capacitor or similar wrappers).
Education software handles sensitive information, including data about children, fees, attendance, transport, and staff. This Policy is intended to help Schools, staff, parents, and drivers understand our practices. Please also read our Terms & Conditions.
Privacy desk: info@patashala.co.in · +91 77939 26697 · patashala.co.in
1. Key summary (quick read)
- Schools decide what student/parent/staff operational data to enter; we host and process it to run PATASHALA.
- We do not sell personal data or face templates to advertisers or data brokers.
- Camera is used only when Face Attendance / Face Registration is enabled by the School.
- Location is used only when Transport live tracking is active on a permitted driver device.
- Parents generally see only linked students and modules the School enables.
- Privacy requests: info@patashala.co.in (Student Data requests often go through the School first).
2. Who we are
PATASHALA is operated by VITA SYSTEMS PVT.LTD. Correspondence about privacy, data protection, security incidents, or legal notices related to the Platform should be sent to info@patashala.co.in.
Depending on the processing activity:
- School as primary decision-maker: for Student Data, fee ledgers, academic marks, class structures, and similar institutional records the School creates.
- We as service provider / processor: hosting, securing, backing up, and displaying that data according to School configuration and product features.
- We as controller: for platform accounts we manage, authentication security, product telemetry needed to keep systems stable, billing/subscription records with Schools, and support tickets you send to us.
3. Scope — who and what this Policy covers
3.1 People
- School owners, principals, school admins, branch admins, branch in-charges
- Teachers, accountants, attendance masters/operators, and other staff
- Parents and legal guardians using Parent Portal
- Transport drivers and related fleet users
- Super Admin / platform operators acting for VITA SYSTEMS PVT.LTD
- Visitors to public legal and login pages
3.2 Products
- Web application and APIs
- Mobile apps for Android (Google Play) and any iOS builds we publish
- Optional kiosk/face-capture screens used on school devices
3.3 Not covered
This Policy does not replace a School’s own privacy notice to parents or employment notice to staff. Where a School’s notice is stricter, follow that notice for School-controlled data as well.
4. Categories of personal data
4.1 Identity and account data
Full name, email, phone (if provided), role name, school_id / branch_id associations, hashed password, legal acceptance timestamps/version, last login, and account status (active/inactive).
4.2 Student profile and academic data
Admission number, name, date of birth (if entered), class/section, academic year enrolment, attendance status history, exam schedules/marks, hall tickets/homework where enabled, day-care records, remarks entered by staff, and documents/photos the School uploads.
4.3 Parent / guardian data
Guardian names, contact numbers/emails, relationship to student, portal credentials, selected-student preferences on device, and messages or alerts delivered through the Platform.
4.4 Staff and operational HR-lite data
Employee identifiers, teaching assignments, duty/role assignments, leave records, salary invoice settings outputs (where enabled), and staff attendance registers.
4.5 Face / biometric-adjacent data
Camera frames or derived face descriptors/templates used for staff recognition; confidence scores; check-in/out event logs; device info related to the capture session; and admin corrections to face-linked attendance. This is sensitive data. Schools must enable it consciously and inform staff appropriately.
4.6 Location and transport data
Approximate latitude/longitude during active trips, timestamps, vehicle/trip identifiers, stop progress, and related notifications to parents/staff. Historical trip breadcrumbs may be retained for operations and dispute review per School configuration.
4.7 Fees and financial metadata
Fee structures, invoices, payment status, amounts, discounts, receipts, day-care fee categories, transport fee assignments, and gateway reference IDs. Full card numbers / UPI PINs are generally processed by payment providers, not stored by us as raw secrets.
4.8 Communications and support
In-app notifications, email/SMS content triggered by School workflows, and support emails to info@patashala.co.in including attachments you send.
4.9 Technical and security data
IP address, user agent, device session identifiers, refresh-token metadata, error logs, feature-permission snapshots, and diagnostic information required to secure multi-tenant environments.
4.10 Aggregated / anonymised data
We may create aggregated statistics (for example uptime or feature usage counts) that do not identify a person. Such data may be used to improve the product.
5. Sources of data
- Data you submit directly (login, forms, face capture, GPS while driving)
- Data School staff enter or import
- Data generated by system workflows (invoices, attendance totals, reports)
- Data from integrated SMS/email/payment/map providers when enabled
- Data from device permissions you grant on mobile
6. Purposes of processing
- Deliver ERP modules the School has licensed/enabled
- Authenticate users and enforce feature / branch permissions
- Record student and staff attendance and produce reports
- Operate optional face attendance for staff
- Operate transport assignments and live tracking
- Calculate and display fees, collections, and receipts
- Support exams, timetable, day care, leaves, salaries, assets as enabled
- Send operational notifications
- Prevent fraud, abuse, and unauthorised cross-tenant access
- Provide customer support and product improvements
- Comply with law, respond to lawful requests, and enforce Terms
- Maintain backups and disaster recovery
7. Lawful bases (India-oriented)
Where the Digital Personal Data Protection Act, 2023 and related rules apply, processing may rely on consent and/or legitimate uses recognised for providing requested services, employment/education administration by Schools, and compliance with law. Schools are responsible for obtaining parent/staff consents required for their use cases. Device permissions (camera/location/notifications) are obtained through the operating system.
8. Children’s privacy
PATASHALA is a School operations tool, not a social network for children. We do not knowingly market to children or create open public profiles for students. Student accounts, if any, are School-managed. Parent Portal is intended for adults/guardians. If you believe we hold a child’s data without proper School authority, contact the School and info@patashala.co.in.
9. Face data — detailed practices
- Used for staff identity verification for attendance events
- Stored as templates/logs associated with the School tenant
- Accessible to roles permitted by School feature settings
- Not sold; not used for advertising audiences
- Schools should disable the feature if workplace rules do not allow it
- Users may refuse camera permission; Schools may then use manual attendance if policy allows
10. Location data — detailed practices
- Collected primarily during active transport trips
- Shared with authorised school roles and relevant parents as configured
- Accuracy depends on device GPS and network conditions
- Not a guarantee of child safety or ETA
- Can be stopped by ending the trip and/or revoking OS location permission
11. Disclosure and sharing
We disclose personal data only:
- To authorised Users within the same School tenant
- To parents for linked students/modules
- To subprocessors (hosting, email/SMS, payments, maps) under contracts
- To professional advisers under confidentiality
- To government/law enforcement when legally compelled
- In corporate transactions with continuity of protection
We do not sell personal data. We do not permit unrestricted public scraping of student records through the product UI.
12. International transfers and hosting
Primary hosting may be in India (for example cloud regions used by the Platform) with possible backup/replication in other regions for resilience. Where data is transferred outside India, we use reasonable safeguards consistent with applicable law and provider contracts.
13. Retention schedule (guidance)
- Active School data: retained while subscription/tenant is active
- Attendance / fees / academic history: retained for School operational and audit needs across academic years as configured
- Face templates: retained until School deletes registration or disables feature / offboards
- Transport tracks: retained as needed for operations and disputes
- Security logs: retained for threat detection and investigation windows
- Support emails: retained for service quality and dispute handling
Exact retention may also follow the written School agreement. Upon verified deletion requests or offboarding, we delete or anonymise data where feasible, unless law requires longer retention.
14. Security measures
- HTTPS / TLS for data in transit
- Role-based access and school feature permissions
- Session tokens and refresh-token controls
- Tenant-oriented data separation patterns
- Password hashing for stored credentials
- Audit logs for sensitive administrative actions where implemented
- Least-privilege access for our operations staff
No method of storage or transmission is 100% secure. Users must protect devices and passwords. Report incidents to info@patashala.co.in immediately.
15. Your rights and how to exercise them
Depending on applicable law, you may request:
- Access to personal data
- Correction of inaccurate data
- Erasure or restriction (subject to legal/School exceptions)
- Withdrawal of consent for optional permissions/features
- Information about processing categories and sharing
- Grievance redressal via info@patashala.co.in
How to request: email info@patashala.co.in with your name, registered email/phone, School name, and a clear request. For Student Data, contact the School admin in parallel. We may need to verify identity and may take a reasonable time to respond.
16. Google Play / mobile Data safety alignment
Mobile builds may declare collection of:
- Personal info (name, email, phone)
- Photos/videos or camera-derived face templates (if face attendance used)
- Location (if transport tracking used)
- App activity / diagnostics
- Files/docs if upload features are used
Collection is for app functionality, account management, and analytics/security — not for selling data. This Policy URL should be linked in Play Console. Keep Data safety answers consistent with actual enabled modules.
17. Cookies, local storage, and similar technologies
We use essential storage for authentication, academic-year/branch selection, and UI preferences. These technologies are required for the service to function. We do not use them primarily to build third-party advertising profiles.
18. Third-party services
Schools may enable SMS, email, payment gateways, or map providers. Those parties process data under their own policies. Review their terms before enabling integrations. We are not responsible for third-party content or outages.
19. Automated processing and human oversight
Face matching and similar automations assist attendance recording. They can mis-identify individuals. Schools must provide human review/correction pathways. Automated tools must not be the sole basis for high-impact decisions about a child without School process.
20. Data breach notification
If we become aware of a personal data breach affecting the Platform, we will take containment steps and notify affected Schools and/or users and authorities as required by applicable law and contract, using reasonable timelines.
21. Changes to this Policy
We may update this Policy. Changes are shown by a new effective date and version number (currently listed in the page header). Material changes may require acceptance at next login before you continue using PATASHALA.
22. Contact and grievance officer details
- Privacy email: info@patashala.co.in
- Phone: +91 77939 26697
- Organisation: VITA SYSTEMS PVT.LTD
- Product: PATASHALA
- Website: patashala.co.in
- Effective date: 14 August 2026
Related: Terms & Conditions.
This Policy supports transparency and store-listing compliance. It is not legal advice. Obtain professional counsel for School-specific or jurisdiction-specific obligations (including children’s data and workplace biometric notices).