Privacy Policy for SchoolSwitch

SchoolSwitch is a school management and learning platform provided by Syslence Technologies Private Limited (“Syslence”, “SchoolSwitch”, “we”, “us”, or “our”). This policy applies to the SchoolSwitch mobile application, web applications, administrative portals, and related support services.

Schools and educational institutions generally decide which users may access SchoolSwitch, which records are entered, and how those records are used for educational and school administration purposes. In that context, the school acts as the organization responsible for the data and SchoolSwitch processes the data on the school's instructions. We are directly responsible for information used to operate, secure, and support our platform.

We collect information supplied by a school or user, information created while school services are used, and limited technical information generated by the app. The categories collected depend on a user's role and the modules enabled by the school.

We may also receive communications and support information, including messages sent to support, issue details, feedback, and records needed to investigate or resolve a request.

• Who is tracked: only the authorized driver or transport-staff device used for an active school route. Continuous precise location is not collected from parents or students for this purpose.
• Who may view it: authorized school administrators and transport personnel, and eligible parents or guardians associated with the relevant route or vehicle.
• How long it is kept: live location is processed for the active route. Route history is retained according to the period agreed with the school and only as long as needed for safety, route operations, incident review, dispute resolution, or legal obligations, after which it is deleted or de-identified.
• Your control: location permission can be managed in device settings. Disabling it during an active route will prevent or limit live tracking and related transport features.

We use information to:

• Create accounts, authenticate users, and provide role-based access.
• Operate admissions, student records, classes, attendance, timetable, homework, and digital diary features.
• Manage examinations, marks, results, academic performance, and reports.
• Maintain fee records, support payments, issue receipts, and reconcile transactions.
• Provide school transport operations and live tracking where enabled.
• Deliver notices, messages, alerts, and push notifications.
• Provide customer support, training, troubleshooting, and product administration.
• Prevent fraud and misuse, secure accounts, audit access, and maintain platform reliability.
• Comply with lawful requests and enforce our agreements and policies.
• Improve features and performance using aggregated or de-identified information where practical.

We process information to provide services requested by a school or user, fulfill our contractual obligations, comply with law, protect legitimate security and operational interests, and, where required, based on consent or school authorization. We do not use student information to build advertising profiles.

We do not sell or rent personal information. We share information only when necessary to provide SchoolSwitch, when directed by an authorized school, or when required by law. Recipients may include:

Service providers are permitted to process information only to perform services for us or the school and are expected to apply appropriate confidentiality and security safeguards. If ownership of the business or service changes, information may be transferred as part of that transaction subject to applicable law and continued protection.

SchoolSwitch is designed for educational and school-management use and therefore processes student information, including information relating to children, under the authorization and direction of the relevant school and, where required, the parent or guardian.

Student information is used to provide education, administration, safety, communication, and related school services. It is not sold, used for personalized advertising, or knowingly used for purposes unrelated to the school service. Access is limited according to a user's role and relationship with the school or student.

A parent or guardian who believes a child's information is inaccurate, was provided without proper authorization, or should be deleted should first contact the school. They may also contact us using the details below, and we will coordinate with the school where it controls the record.

We retain information only for as long as reasonably necessary to provide SchoolSwitch, meet the school's documented requirements, maintain security and business records, resolve disputes, and comply with legal, accounting, or regulatory obligations. Retention therefore varies by record:

• Account, student, attendance, academic, and school records are generally retained while the school uses SchoolSwitch and for the period the school instructs or applicable law requires.
• Fee receipts and transaction records may be kept for the period required for accounting, audit, tax, fraud prevention, and dispute resolution.
• Support, security, access, and diagnostic logs are kept for a limited operational period unless needed to investigate an incident.
• Transport location history follows the school's agreed retention period and is deleted or de-identified when it is no longer required for the purposes described above.
• Deleted information may remain temporarily in protected backups until those backups are securely overwritten under the normal backup cycle.

Schools can request export, correction, return, or deletion of their data, subject to their agreement and legal obligations. Individual users should normally submit requests through their school so the school can verify identity, authority, and the correct student record. Users may also contact us directly.

We use reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, and disclosure. These measures include role-based access, authentication controls, encrypted network transmission, logging and monitoring, restricted infrastructure access, backups, and incident-response practices, as appropriate to the service.

No system can guarantee absolute security. Users should protect their credentials, use a secure device, sign out of shared devices, and promptly report suspected unauthorized access.

Our service providers may process or store information in locations outside the user's state or country. Where information is transferred, we use contractual and operational safeguards appropriate to the information and comply with applicable transfer requirements.

Depending on applicable law and the school's authority over the record, users may have the right to ask for access, correction, updating, deletion, restriction, or a copy of their personal information; withdraw consent where processing relies on consent; and raise a complaint.

To protect users, we may ask for information needed to verify identity and authority before acting on a request. We will respond within the period required by applicable law and may retain information where a legal exception or obligation applies.

We may update this Privacy Policy when SchoolSwitch features, data practices, service providers, or legal requirements change. The revised policy will be posted on this page with an updated “Last Updated” date. Where required, we will provide additional notice through the app, website, school, or another appropriate channel.

For privacy questions, complaints, or requests relating to information for which SchoolSwitch is responsible, contact:

Please include your name, school, role, a description of the request, and a safe way to contact you. Do not email passwords, complete card or bank details, or other unnecessary sensitive information.