# Privacy Policy Effective Date: May 21, 2026 KUSMS School Management System respects the privacy of students, parents, teachers, administrators, and other authorized users. This Privacy Policy explains how we collect, use, store, and protect information when you use our web or mobile application. ## Information We Collect We may collect the following information: - User account details such as name, email address, phone number, username, role, and profile image - Student details such as full name, date of birth, gender, address, enrollment number, roll number, registration number, academic year, semester, program, and parent/guardian links - Parent or guardian details such as name, phone number, email address, relationship, and linked student records - Teacher details such as name, employee ID, department, assigned courses, and subjects - Academic records including courses, subjects, attendance, marksheets, GPA, percentage, and performance records - Communication data such as course chats, messages, announcements, attachments, sender details, and timestamps - Administrative and security data such as audit logs, password reset records, login-related data, and system activity timestamps ## How We Use Information We use collected information to: - Create and manage user accounts - Authenticate users and provide role-based access - Manage students, parents, teachers, courses, subjects, and academic programs - Record and display attendance - Manage marksheets and academic performance - Allow parents or guardians to view linked student records - Enable communication through chats, messages, and announcements - Provide dashboards, reports, and school management features - Maintain system security and prevent unauthorized access - Comply with school policies and applicable legal requirements ## Sharing of Information We do not sell personal information. Information is shared only with authorized users based on their role and permissions. For example, students may access their own records, parents may access linked student records, teachers may access assigned course information, and administrators may access records required to manage the system. Information may also be shared with trusted service providers used to operate the system, such as hosting, database, email, storage, backup, or monitoring providers. ## Data Security We use reasonable technical and organizational safeguards to protect information from unauthorized access, loss, misuse, or disclosure. These safeguards may include password hashing, authentication, role-based access control, permission checks, audit logs, secure hosting, and database access controls. No digital system is completely secure, so users should keep their login credentials confidential and report suspected unauthorized access immediately. ## Data Retention We retain information for as long as necessary to provide school services, maintain academic records, meet administrative requirements, comply with legal obligations, and resolve disputes. Some records, such as academic, attendance, and administrative records, may be retained for longer periods according to school policy or legal requirements. ## Children’s Privacy The system may process information about students, including minors, for educational and school administration purposes. Parent or guardian consent should be managed according to applicable laws and school policies. Parents or guardians may contact the school administration to request access, correction, or information about their child’s records. ## User Rights Depending on applicable law and school policy, users may request to: - Access their personal information - Correct inaccurate information - Request deletion of information where legally allowed - Restrict or object to certain processing - Request a copy of certain records Some official school records may not be deleted if the school is legally or administratively required to keep them. ## Third-Party Services The system may use third-party services for hosting, database storage, email delivery, file storage, backups, monitoring, deployment, and mobile app distribution. These services may process limited information necessary to provide their functions. ## Changes to This Policy We may update this Privacy Policy from time to time. Any changes will be reflected by updating the effective date. Continued use of the system after changes means users accept the updated policy. ## Contact For questions about this Privacy Policy or how personal information is handled, please contact the school administration.