Privacy Policy

HelpRevX Software Private Limited ("HelpRevX," "we," "us," or "our"), a company incorporated under the laws of India (CIN: U620110D2026PTC053140) with its registered office at No. 7, R K Nagar, Padmapur, Rayagada, Odisha 765026, India, operates Vidyapeeth360.com (the "Platform" or "Services"), a comprehensive cloud-based School Management ERP software.

This Privacy Policy explains how we collect, use, disclose, store, and protect personal data when educational institutions, their staff, students, and parents access or use Vidyapeeth360.com. It describes controls intended to support an institution's privacy programme under India's data-protection framework, including the Digital Personal Data Protection Act, 2023 ("DPDP Act"), the Digital Personal Data Protection Rules, 2025 ("DPDP Rules"), and the Information Technology Act, 2000 together with the rules made thereunder.

By using Vidyapeeth360.com, you acknowledge the practices described herein. Educational institutions deploying our platform are responsible for ensuring their end-users (staff, parents, and students) are aware of this policy.

1. Definitions

• "Personal Data" means any data about an individual who is identifiable by or in relation to such data, as defined under Section 2 of the DPDP Act.
• "Data Principal" means the individual to whom the Personal Data relates (e.g., students, parents, teachers, school administrators). Where the Data Principal is a child, this includes their parent or lawful guardian.
• "Data Fiduciary" means the person who, alone or with others, determines the purpose and means of processing Personal Data — here, the Educational Institution (School).
• "Data Processor" means HelpRevX, which processes Personal Data strictly on behalf of, and under the documented instructions of, the Educational Institution.
• "Customer Data" means all data, including Personal Data of students and staff, uploaded to or generated on the Platform by the Educational Institution.
• "Data Protection Board" means the Data Protection Board of India, the authority established under the DPDP Act to enforce its provisions and adjudicate complaints.

2. Data We Collect

As a School Management ERP, we process data in two distinct capacities: as a Data Fiduciary (for the School's account data) and as a Data Processor (for the School's educational records).

2.1 Account and Identity Data (Fiduciary Capacity)

When a School registers for Vidyapeeth360.com, we collect details from the institutional administrators: full name, email address, phone number, school name, administrative address, GSTIN, and login credentials.

2.2 Billing and Financial Data (Fiduciary Capacity)

To administer the School's subscription, we collect billing identity, address, invoice, payment-status, and transaction-reference information. Full card or online-banking credentials are collected by the configured payment processor rather than stored by Vidyapeeth360; we may receive masked details, tokens, references, and status evidence returned by that processor.

2.3 Customer Data (Processor Capacity)

When a School uses Vidyapeeth360.com for daily operations, they upload and manage data regarding their students, parents, and staff. We process this data strictly on their behalf. This includes:

• Student Records: Names, dates of birth, admission numbers, academic performance, attendance records, disciplinary logs, and health/medical alerts provided by parents.
• Parent/Guardian Information: Names, contact numbers, email addresses, and residential addresses.
• Staff Information: HR records, payroll data, qualifications, and attendance.
• Financial Transactions: Fee payment records, receipts, and invoices processed through the platform's fee management module.

2.4 Usage and Technical Data

We automatically collect technical data to maintain platform stability: IP addresses, browser types, device identifiers, session durations, API call logs, and error reports.

3. Grounds for Processing under the DPDP Act

Under the DPDP Act, Personal Data is processed only on the basis of the Data Principal's consent or for certain legitimate uses. We rely on the following grounds:

4. How We Use Your Data

• Service Delivery: Powering the core modules of the ERP, including attendance tracking, gradebook generation, timetable scheduling, and parent-teacher communication routing.
• Fee Management: Facilitating the generation of fee challans and processing digital payments between parents and the School.
• Security and Fraud Prevention: Detecting unauthorized access, maintaining audit logs, and protecting sensitive educational records.
• Platform Improvement: Analyzing anonymized, aggregated technical usage data to improve server performance and software UI/UX.
• Communications: Sending system alerts (e.g., downtime notices, security alerts) to School administrators.

5. Data Sharing and Disclosure

We do not sell, rent, or monetize your Personal Data or your Customer Data. Data is shared exclusively to operate the platform:

5.1 Sub-Processors and Service Providers

We engage third-party infrastructure, payment, and communication providers selected for the School's configured deployment and optional integrations. Applicable providers and deployment locations are documented during contracting or implementation and are subject to contractual confidentiality and data-protection requirements.

5.2 Legal and Regulatory Disclosure

We may disclose data when strictly required by law, court order, or enforceable government request under the Information Technology Act, 2000 or the DPDP Act, 2023. We will notify the School of any such requests unless legally prohibited.

5.3 Data Localisation and Cross-Border Transfers

The hosting and backup regions used for a School are deployment-specific and are documented before go-live rather than assumed from this website. Where a configured provider or support operation involves a cross-border transfer, we apply the School's instructions, contractual safeguards, and restrictions then in force under applicable law.

6. Children's Data (Section 9, DPDP Act)

Because Vidyapeeth360.com is an educational platform, it inherently processes the Personal Data of children (individuals under the age of eighteen). Section 9 of the DPDP Act affords such data heightened protection, and we handle it accordingly.

• School's Responsibility: The Educational Institution is the Data Fiduciary. It warrants that it has obtained verifiable consent of the parent or lawful guardian before any child's Personal Data is added to the Platform, as required by Section 9 of the DPDP Act and the DPDP Rules, 2025.
• Our Commitment: HelpRevX does not use children's data for advertising, cross-site tracking, or commercial profiling. A School may direct the Platform to calculate educational and operational indicators—such as attendance patterns, performance bands, or a bounded follow-up priority—inside its tenant. Those school-directed analytics support authorised staff review; they are not advertising profiles and must not be treated as an automated academic or disciplinary decision.
• No Detrimental Processing: Consistent with Section 9(1) of the DPDP Act, we do not process children's Personal Data in any manner likely to cause a detrimental effect on the well-being of a child.

7. Data Retention and Deletion

• Customer Data (School Records): Retained for the duration of the School's active subscription. Upon termination or expiration of the contract, the School has 30 days to export its data. We then delete or de-identify eligible Customer Data from active systems within 90 days. Academic, attendance, safeguarding, financial, security, consent, and audit records that must be retained under applicable law or the School's documented obligations remain restricted to those purposes for the required period; they are not represented as immediately erased.
• Account & Billing Records: Retained for a minimum of 8 years to comply with Indian tax and accounting regulations (Income Tax Act, GST Act).
• System Logs: Retained in an identifiable form for up to 12 months for security auditing, after which they are anonymized.

8. Data Security

We implement enterprise-grade security measures to protect sensitive educational and financial data:

• Data encryption in transit (TLS 1.2+) and at rest (AES-256).
• Strict multi-tenant architecture ensuring logical separation of each School's database.
• Role-Based Access Control (RBAC) ensuring that School administrators can restrict staff access based on their roles.
• Routine vulnerability assessments and internal security audits.

In the event of a personal data breach, we will intimate the affected Data Principals and the Data Protection Board of India in the manner and within the timelines prescribed under the DPDP Act and the DPDP Rules, 2025.

9. Your Rights as a Data Principal

Under the DPDP Act, every Data Principal has the following rights in respect of their Personal Data:

• Right to Access (Section 11): To obtain a summary of the Personal Data being processed and the processing activities undertaken in respect of it.
• Right to Correction & Erasure (Section 12): To have your Personal Data corrected, completed, updated, or erased where it is no longer necessary for the purpose it was collected.
• Right to Grievance Redressal (Section 13): To a readily available means of registering a grievance with the Data Fiduciary.
• Right to Nominate (Section 14): To nominate another individual to exercise these rights on your behalf in the event of death or incapacity.
• Right to Withdraw Consent (Section 6): To withdraw your consent at any time, as easily as it was given; withdrawal does not affect processing lawfully carried out beforehand.

Exercising Rights as an End-User (Parent, Student, or Staff)

Because Vidyapeeth360.com processes your data on behalf of your School (the Data Fiduciary), please contact your School administration directly to exercise these rights. We provide Schools with the tools necessary to fulfil such requests and assist them as required by law.

You can also submit an account-deletion review from Profile → Delete account in the app or from the public Account deletion page. A request disables and deletes or de-identifies eligible account data only after identity verification and retention review. It does not automatically erase another person's records or data that must legally be retained.

Exercising Rights as a School (Client)

School administrators can update institutional Account Data through the Vidyapeeth360.com admin dashboard and can submit a deletion review in the app or on the public Account deletion page. Schools may also contact our Data Protection team at [email protected].

10. Third-Party Integrations

The School may choose to integrate Vidyapeeth360.com with third-party tools (e.g., biometric attendance scanners, specialized accounting software, or specific payment gateways). Processing by these external tools is governed by their respective privacy policies, and HelpRevX is not responsible for third-party data handling.

11. Policy Updates

We may update this Privacy Policy to reflect evolving legal, technical, or business developments. Material changes will be communicated to School Administrators via email and in-app dashboard notifications. Continued use of the platform after the effective date of an update constitutes acceptance.

12. Grievance Redressal and Contact Information

In accordance with Section 5(2) of the Information Technology Act, 2000 and the DPDP Act, 2023, the details of our Grievance Officer are:

• Grievance Officer: Balakrishna Padhy
• Company: HelpRevX Software Private Limited
• Address: No. 7, R K Nagar, Padmapur, Rayagada, Odisha 765026, India
• Email: [email protected]

We record and address grievances through the contact above in accordance with applicable law and any response terms agreed with the School. Where the statutory escalation path is in force and available, an unresolved grievance may be taken to the Data Protection Board of India in the manner prescribed by law.

General Contact Directory

• For privacy inquiries: [email protected]
• For Data Processing Agreement (DPA) requests: [email protected]
• For Vidyapeeth360 support: [email protected]