This Privacy Policy explains how QivaLabs LLP (LLPIN ACV-6746), Udaipur, Rajasthan, India ("QivaLabs", "we", "us") handles personal data on this website and in the QivaLabs School Connect service ("School Connect"). We follow India's Digital Personal Data Protection Act, 2023 and the rules made under it.
1. Our two roles
- This website. When you fill in our contact form, QivaLabs decides how that data is used. We are the Data Fiduciary for it.
- The School Connect service. Each school that uses School Connect decides how its students', parents' and staff's data is used. The school is the Data Fiduciary, and QivaLabs is its Data Processor. We process that data only on the school's instructions, under a written agreement with the school.
If you are a parent and have a question about your child's data in School Connect, please contact your school first. We help the school respond.
2. Data we collect on this website
- Contact form: your name, school name, role, city, phone number, email (optional), number of students and your message.
- Technical data: our hosting provider records basic request data such as IP address, browser type, date and time, and pages requested, to keep the website secure and running.
This website does not use advertising cookies, analytics trackers or third-party tracking scripts. The live demo stores its sample data only in your own browser.
3. Data processed in School Connect
On behalf of a school, School Connect processes:
- Student details: name, class, section, roll number and admission number.
- Parent or guardian details: name, relationship, WhatsApp number and language preference.
- School records: attendance, fee dues and payments (amount, date and payment gateway reference), marks, notices and homework.
- Staff details: name, role, phone number and email.
- Consent records and security logs.
We never collect card numbers, UPI PINs or bank passwords. Payments are handled by an RBI-authorised payment gateway. School Connect does not ask for Aadhaar, caste, religion or health information.
4. Why we use personal data
- To reply to enquiries, arrange demos and send quotes.
- To provide School Connect to schools: attendance alerts, fee reminders, receipts, results, notices and answers to parents' questions.
- To keep the website and service secure, prevent misuse and keep records required by law.
We do not sell personal data. We do not use any data for advertising.
5. Children's data
Student data is processed only for the school's educational activities and for the safety of its students, as the law allows for educational institutions. Where the law requires it, the school obtains verifiable consent from a parent or lawful guardian. We never track, profile or show targeted advertising to children.
6. Who we share data with
We share personal data only with service providers that help us run School Connect, under contracts that require them to protect it:
- Cloud hosting in India, for storing data and running the service.
- The WhatsApp Business Platform (Meta), to deliver messages to parents.
- A payment gateway, to process fee payments.
- An email service, to deliver contact form messages and notifications.
We may also disclose data to government authorities when the law requires it.
7. Where data is stored
School Connect stores data on servers in India. Messages sent through WhatsApp are delivered by Meta's platform, which processes them as part of delivery under its own terms.
8. How we protect data
We use encryption in storage and in transit, keep each school's data separate, limit access by role, require two-step sign-in for key staff roles, keep audit logs, take daily backups and test our security regularly. More details are on our Security page.
9. How long we keep data
- Contact form enquiries: as long as needed to respond and follow up, and not more than 24 months.
- School Connect data: for the duration of the school's contract. When the contract ends, we give the school an export and then delete the data, except records we must keep by law.
- Security and processing logs: at least one year, as required by law.
10. Your rights
Under the DPDP Act, you can ask to access a summary of your personal data, correct, complete or update it, have it erased, withdraw consent, nominate another person, and have your grievance resolved. For School Connect data, please contact your school first. For website data, write to us at sales@qivalabs.com. We respond within a reasonable time and resolve grievances within 90 days. You may also approach the Data Protection Board of India.
11. Grievance Officer
Grievance Officer, QivaLabs LLP, Udaipur, Rajasthan, India. Email: sales@qivalabs.com (subject: "Privacy").
12. Changes to this policy
We may update this policy. The effective date at the top shows when it last changed. Important changes will be highlighted on this page.