Privacy Policy
Vidyum holds student records on behalf of schools. This page explains who controls that data, what we do with it, and what we will never do with it.
Who this policy is about
This policy covers the people whose records are held in the Vidyum application — students, parents, teachers and school staff. That data belongs to the school it was entered by, not to us, and the sections below set out what is held, who can reach it, and how long it is kept.
Who controls school data
The school is the Data Fiduciary for everything in its Vidyum account: it decides what is recorded, who at the school may see it, and how long it is kept. [registered entity name] acts as a Data Processor, handling that data only on the school’s instructions and only to provide the service.
In practice this means: if you are a parent or a student and you want your records corrected, exported or removed, your school is the right first point of contact — they hold the decision. We will help them action it, and you can always contact us directly at hello@vidyum.in if that route doesn’t work.
The Vidyum application
Schools use Vidyum to run admissions, fees, attendance, timetables, exams, library and parent communication. To do that, the application stores the records a school would otherwise keep in registers and spreadsheets:
- Student and enrolment records — name, class and section, admission details, and the supporting documents a school collects at admission.
- Guardian and contact details — so fee notices, attendance alerts and results can reach the right parent.
- Staff records — employment details for the people the school gives accounts to.
- Academic records — attendance, marks, results and report cards.
- Financial records — fee structures, invoices, payments, adjustments and receipts.
- Photographs, where a school uploads them for profiles and ID cards.
- Technical records — server logs of requests made to the application, kept for security and troubleshooting.
We use this data to operate the service for that school and for nothing else. We do not sell it, we do not rent it, we do not use it for advertising, and we do not use one school’s data to build products for anyone else.
Children’s data
Most records in Vidyum describe children. They are entered by the school under its own relationship with the family, not collected by us directly from a child, and they are visible only to that school’s authorised staff and to the child’s own parent or guardian. We do not profile children, target advertising at them, or make automated decisions about them.
Payments
Where a school enables online fee payment, payments are processed by Razorpay. Card numbers, UPI IDs and banking credentials are entered on Razorpay’s own checkout and are never sent to, or stored on, Vidyum’s servers. We receive back the outcome of the payment — amount, status, and a reference — which we record against the fee so the school and the parent can both see it was paid.
Who else can see the data
Only the service providers that are needed to run the product, each handling only what their part requires:
- Hosting and storage
- Application servers and the file storage that holds uploaded documents and photographs.
- Payment processing
- Razorpay, for schools that have enabled online fee collection.
- Message delivery
- The email and messaging providers used to deliver notifications to parents and staff.
We disclose data outside this list only where the law requires it, and we will tell the affected school unless we are legally prevented from doing so.
How long data is kept
For as long as the school’s account is active — school records are, by their nature, long-lived: a former student may need a transfer certificate or a results transcript years later. When a school ends its use of Vidyum, we will return or delete its data on request, and delete our own remaining copies (including routine backups) within a reasonable period afterwards.
Your rights
Under India’s Digital Personal Data Protection Act, you may ask for access to your personal data, correction of anything inaccurate, and erasure where it is no longer needed. Because the school is the Data Fiduciary, ask the school first — they can act on most of these immediately from within Vidyum. If you cannot reach them, or they cannot help, write to hello@vidyum.in and we will work with them to resolve it.
Security
How school data is separated, who can reach it, and what protects it in transit is set out on the Security and data page.
Changes to this policy
If we change how data is handled in a way that affects you, we will update this page and change the “Last updated” date above. Material changes are notified to schools directly rather than left for them to notice here.
Contact
Questions about this policy, or about data we hold, go to hello@vidyum.in.