1. Who is responsible for what
Each institution using the platform is the data controller for its own students, guardians and staff: it decides what to record and why. Global School Software is the data processor — we host and protect that data and act on the school's instructions.
For the small amount of information we collect directly — the account you create, billing details, support correspondence — we are the controller.
2. What we collect
| Category | Examples | Source |
|---|---|---|
| Student records | Name, admission number, class and section, date of birth, gender, guardian name and phone, address, attendance, marks and grades | Entered or imported by the school |
| Staff records | Name, employee number, contact details, subject and department, qualifications | Entered by the school |
| Account data | Name, work email, role, hashed password, sign-in timestamps | You, at registration |
| Institution data | School name, address, board, seats, gallery images, curriculum and event descriptions | The school; some of it is published deliberately |
| Technical data | IP address, browser and device type, pages requested, error traces | Collected automatically in server logs |
We do not ask for, and the platform has no field for, government identity numbers, payment-card numbers, caste, religion or health records.
3. Why we hold it
- To run the service the school signed up for — registers, results, report cards, the school's public page.
- To keep accounts secure — sign-in throttling, audit logs of who changed what.
- To bill the institution for its plan.
- To support you when you write to us.
- To meet legal obligations where a law requires us to retain or disclose something.
Our lawful bases are the contract with the institution, our legitimate interest in operating and securing the platform, and, where required, consent obtained by the school.
4. What appears on public pages
A school's public page shows aggregate figures: enrolment counts, attendance and pass-rate percentages, ratings, seats available, calendar entries, gallery images and the text the school wrote about itself.
Two rules constrain that. First, no individual is ever named in a statistic. Second, a figure drawn from a cohort smaller than 5 people is suppressed entirely rather than rounded, because a percentage over a group of two can be reversed into a fact about a person.
5. How it is protected
- Names, contact details, addresses, dates of birth, medical notes and teacher remarks are encrypted at the field level before they reach the database.
- Searchable fields carry a separate keyed hash (a blind index) so lookups work without decrypting the column or storing it in the clear.
- Passwords are hashed; they are never stored or recoverable in readable form.
- Every institution's data is isolated by a tenancy scope applied at the query layer, not by convention.
- Traffic is served over TLS, with a strict content-security policy and no third-party scripts or trackers.
See the security page for the fuller picture.
6. Who else sees it
We share personal data with nobody except:
- The institution that owns the record, and the staff it has authorised.
- Infrastructure providers that host the servers, under contract and instruction.
- Authorities, where a valid legal demand compels disclosure — we tell the institution unless the law forbids it.
We do not sell personal data, share it with advertisers, or use it to train models.
7. How long we keep it
Records live for as long as the institution's account is active. When an account closes, data is available for export for 30 days and is then deleted from live systems; backups age out on their own rotation. Audit logs and invoices are kept longer where accounting or legal rules require it.
8. Your rights
Depending on where you live, you may ask to access, correct, export, restrict or delete your personal data, and to object to certain processing.
If you are a student, guardian or member of staff, ask your institution first — it controls the record and can act immediately. If you approach us, we will pass the request on and support it. For account or billing data we hold as controller, write to privacy@aiutil.in; we answer within 30 days.
9. Children
Most records on this platform describe children, and they are entered by the school, not by the child. Student logins are not enabled by default. We apply the same encryption and suppression rules to every record regardless of age, and we do not profile students or build behavioural models from their data.
10. Changes to this policy
We will post any change here and move the date at the top. If a change materially affects how personal data is handled, institution administrators are notified in the workspace before it takes effect.
Questions about this document? Write to privacy@aiutil.in. Global School Software, Lucknow, Uttar Pradesh, India.