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Privacy Policy

Last updated: October 14, 2026

Adarsha Day & Residential High School ("the School", "we", "us") operates this website and app (together, "the Service") to help students, parents/guardians, and staff manage academic records, attendance, fees, the hostel, and school communication. This policy explains what personal data we collect, why, who can see it, how long we keep it, and what you can do about it.

1. Who this applies to

This Service is used by parents/guardians and staff of the School, and processes personal data belonging to enrolled students, most of whom are minors under 18. It is not intended for children to use directly without a parent or guardian. It also covers a small amount of data about other people, described below: adults who take a hosteller out of the hostel, and members of the public who sign up for the Cipher crossword.

2. What we collect

  • Student identity & admission details: name, date of birth, gender, father's and mother's names, Aadhar number (student and parents, where provided at admission), address, caste, nationality, mother tongue, previous school record, and a photo.
  • Academic records: exam marks, subject-wise grades, class rank, attendance history, leave records (dates, reason, and whether it came by letter or phone call), teacher remarks, and class diary entries.
  • Fee records: fee amounts, payment history, and payment method (the Service records that a payment was made — it does not process or store card/bank details itself).
  • Hostel records (hostellers only):
    • Nightly roll call — whether each child was present, absent, on leave, or out on an outing.
    • Outings — when a child leaves the hostel with an adult: the adult's name, their relation to the child, their phone number, the times out and back, and, unless the adult is the father or mother, a photo of the adult with the child taken at the gate.
    • Sick bay — when a hosteller is unwell: what was wrong, any medicine or first aid given, whether the parent was called, and what happened next (for example, rested in the hostel or taken to hospital). This is health information and is treated as the most sensitive data we hold.
  • Parent/guardian login details: a phone number, used together with the student's ID number to sign in to the Parent Portal, and when the portal was last opened. We do not separately collect a parent's name or email.
  • Staff details: name, username, a securely hashed password (we cannot see or recover the actual password), role, assigned classes, phone number, and staff attendance.
  • Sign-in records: for security, each staff and parent sign-in records the time, the IP address, and the kind of device and browser used.
  • Device information (only if you enable notifications): a device token used to deliver push notifications about announcements, attendance and hostel outings.
  • AI Tutor questions: the questions a student types into the AI Tutor, and any photo of homework or notes they choose to attach.
  • Cipher crossword sign-up (open to the public): name, phone number and email of people who register to play.
  • Photos: event/gallery photos uploaded by staff, which may include images of students at school events, and the hostel gate photos described above.

3. Why we collect it

Every item above is collected solely to run the School: enrolling and identifying students, recording academic progress, tracking attendance, managing fee payments, keeping hostellers safe and accounted for, letting parents see their own child's records, sending school announcements, helping students study, and keeping the Service secure. We do not use this data for advertising, and we do not sell or rent it to anyone.

The hostel gate photo exists so that a child's own parents can see who took their child out, and can ring the hostel at once if they do not know that person.

4. Who can see it

  • Parents/guardians see only their own child's records, including their child's outings and the gate photo taken with their child.
  • Teachers see the records of the classes they are assigned to.
  • Hostel front office staff see hostellers only: roll call, outings, sick bay and leave. They cannot see fees, cannot change a student's details, and cannot add students.
  • Accounts staff see the fee records they need to collect and record payments.
  • The School's administrators can see all records, to run the School.

5. Who we share it with

We do not sell data to third parties. Limited technical service providers process data strictly on our behalf, to make the Service work:

  • Railway: hosts our database and server.
  • Cloudflare: serves the website, and stores (in R2 storage) gallery photos, hostel gate photos, and backups of the database and the gallery, which are kept in a private store with no public web address. Each database backup is locked so that only the School's own key, which is not kept on any server, can open it.
  • Firebase Cloud Messaging (Google): delivers push notifications. Only a device token and the notification's title and text pass through Google's systems. An outing notification names the child and the adult who took them; it never contains the photo, which is only shown inside the Parent Portal after sign-in.
  • Google Gemini and Groq (AI Tutor): a student's AI Tutor question, and any photo they attach, is sent to one of these services to produce the answer. Students should not type personal details into the AI Tutor.
  • Google (Gmail): sends the School's security alerts and system emails to the School's own administrators.

Each of these providers is bound by their own security and privacy standards, and only receives the minimum data needed to perform their specific function.

6. Children's data & parental consent

Because most students are minors, we only process a child's data with the consent of their parent or guardian, given when the parent first logs into the Parent Portal using the student's ID number and the phone number on file with the School. A parent/guardian can withdraw this consent at any time by contacting the School (details below) and requesting their account be closed.

When a hosteller is signed out with an adult who is not their father or mother, that adult is asked at the gate for their name, relation and phone number, and is told that a photo of them with the child will be taken and shown to the child's parents.

7. How data is protected

  • All traffic to this Service is encrypted (HTTPS).
  • Passwords are never stored in plain text — only a one-way cryptographic hash.
  • Each login sees only what its role needs (see section 4), and this is enforced by our server, not only hidden on screen.
  • Hostel gate photos are never published at a public web address: they are shown only to signed-in administrators, hostel front office staff, and that child's own parents.
  • Login is protected against repeated-guessing attacks (rate limiting).
  • A parent's or staff member's login session works on one device at a time — logging in elsewhere signs out the previous device.

8. How long we keep data

  • Hostel gate photos: deleted automatically 3 days after they are taken. The written record of the outing (who, when, back when) is kept with the child's other records.
  • Database backups: the twice-daily backups are deleted automatically after a set period, normally 30 days. One backup a month is kept as the School's long-term record, for the same purposes and as long as the student records above. A copy of a gallery photo is deleted 30 days after the photo is removed from the gallery.
  • Academic, attendance, fee, leave and hostel records (including sick bay records): kept for as long as the student is enrolled at the School, and afterward for as long as the School is required to keep student records for administrative and legal purposes.
  • Push-notification device tokens: removed automatically once they stop working (for example, when the app is uninstalled).
  • Staff records: kept while the person works at the School, and afterward for as long as employment records must be kept.

9. Your rights

A parent/guardian may request to see, correct, or delete the personal data the School holds about their child, withdraw consent, or ask any question about how this data is used, by contacting the School using the details below. An adult photographed at the hostel gate, or a crossword player, may ask the same about their own data. We will respond to reasonable requests without undue delay.

If you are not satisfied with our response, you may complain to the Data Protection Board of India.

10. Contact us

Questions and requests about personal data are handled by the Principal:
Adarsha Day & Residential High School
Kamalapuram, Mangapet Mandal, Mulugu District, Telangana – 506172
Phone: +91 96425 72506

11. Changes to this policy

If this policy changes, the "Last updated" date at the top of this page will change. When a change affects what we collect about your child or who can see it, we will also tell parents through a notice in the Parent Portal.