Privacy & data sharing

Eduhost is a school-management platform sold to institutions. When your school signs up, a clear line is drawn about who is responsible for the data inside it:

• Your school is the data controller — the “data fiduciary” in India's DPDP Act. It decides which students, guardians and staff are entered, what is recorded about them, and why. The records belong to the school, not to Eduhost.
• Eduhost is the data processor. We store and process that data on the school’s instruction, to run the features the school has turned on — and for nothing else.

This matters for a school ERP: most of the people in the system are children. We never decide on our own to use, share, or repurpose their data. Anything beyond running the product for your school needs the school's instruction. The little data Eduhost is itself responsible for — the school's account with us, and visitors to our website — is covered in “Data Eduhost itself controls”.

On the school's behalf, the platform holds:

• People: students, guardians and staff — names, contact details, admission and enrolment records, roles.
• Academics: classes, sections, subjects, attendance, timetables, exam marks and report cards.
• Money: fee structures, invoices, receipts and payment status. Card and bank details are handled by Razorpay — they never touch Eduhost’s servers (see “Fees & payments”).
• Messages: notices, alerts and replies sent to families by WhatsApp, SMS, email and app notification, their delivery status, and each family's choice about WhatsApp (including a STOP reply).
• Files: photos and documents the school uploads — student photos, ID cards, certificates.
• Operations: library, hostel, transport, payroll and HR records, where the school has enabled those modules.
• Account & technical: the credentials used to sign in, the notification tokens of parents' and staff phones, and standard security logs (who did what, and when) needed to keep the account safe.

Which of these exist for a given school depends entirely on the modules that school has switched on.

We use the data only to operate the service for your school:

• To provide the features the school has enabled — admissions, attendance, fees, results, messages to families and the rest.
• To secure the account: authentication, abuse and fraud prevention, and audit logging.
• To keep the school informed about the service, and to provide support when asked.
• To meet a legal obligation where one genuinely applies.

We do not sell your data, and we do not use it for advertising. We do not build a profile of any student for our own purposes.

We share data with a fixed list of sub-processors — service providers that carry out a specific job so the platform can work. Each receives only what that job needs, is bound to use it only for that job, and is listed here. We tell schools at least 30 days before we add a new one.

Beyond that list, data leaves the platform in only two other cases:

• Because the school asked it to. For example, a school that connects its own SMS or Razorpay account sends through that account.
• Because the law requires it. Only on a valid, binding order from an authority. We check that the request is lawful and challenge it if it is not, give only the minimum it requires, tell the school unless we are legally barred from doing so, and keep a record of every request and our answer.

We never share one school's data with another, and we never share it with a data broker or advertiser. There is no “partner network” your records are fed into.

Schools use Eduhost to reach families by WhatsApp, SMS, email and app notification. For WhatsApp:

• Only families who agreed. A family gets WhatsApp messages only after agreeing — on the admission form, in the Eduhost app, or as recorded by their school. A family can switch it off in the app at any time.
• Reply STOP to stop. Replying STOP to an Eduhost WhatsApp message stops every Eduhost WhatsApp message to that number, from every school. Replying START brings them back.
• Whose number. Messages come from Eduhost's verified WhatsApp Business number on the school's behalf, or from the school's own WhatsApp Business number once the school has connected it.
• What is sent. Messages about the child and the school — fees, attendance, results, notices, gate passes. Never advertising for Eduhost or anyone else.

Isolation between schools isn't a setting we can get wrong — it's the architecture:

• A database per school. Each school’s data lives in its own dedicated database, not in shared tables filtered by a column. There is no query that can accidentally return another school’s records.
• Server-side authorisation on every request. Which school you’re acting in is resolved on the server and checked against your membership — a client cannot ask for another school’s data by changing a header.
• Roles that are enforced, not just displayed. A parent sees only their own child’s attendance, results and fees. The interface hides what you can’t do; the API refuses it.

Fee money does not flow through Eduhost. When a parent pays online, the payment goes into the school's own Razorpay account, and from there to the school's bank. Eduhost holds no pool account and takes no cut of a fee — so we never hold your money, and card or bank details are handled by Razorpay under its own PCI-compliant systems, never stored on our servers.

Eduhost AI runs server-side. The model's API key stays on our servers and is never exposed to the browser. Two limits are built in, not optional:

• It acts with your permissions, in your school only. The assistant calls the same authorised APIs your role already can — it cannot read a school you don’t belong to, or do anything your role can’t.
• It asks before it changes anything. Every action that would create, edit or delete a record stops at a confirmation you have to approve, and each approved action is written to the audit log.

When the assistant is used, the question and the relevant records are sent to Google (Gemini) to produce the answer. That data is not used to train Google's models.

Most people in a school ERP are minors, so their records get particular care. Student data is entered and controlled by the school — the institution acting in its lawful role — not collected by Eduhost directly from children. Our Terms require the school to hold a parent's or guardian's consent for its students' data and for messaging the family. We do not market to students, profile them, track them for advertising, or use their data for any purpose beyond running the school's own system. A guardian can see and correct their child's record through the school.

We keep a school's data for as long as the school's account is active, because it is the school's working record. When an account is closed:

• 30 days to export. The school can download its data for 30 days after closing.
• Deleted within 60 days. The school's database is deleted within 60 days of closing. Because each school has its own database, this is a discrete, complete operation.
• Backups gone within 90 days. Copies in our backups are overwritten within 90 days of closing.

Beyond that we keep only what the law requires — for example, the invoices for the school's Eduhost subscription, which tax law requires us to keep. How a person asks for their own data to be deleted is set out on our Data deletion page.

If a security incident affects a school's data, we tell the school without delay, and in any case within 72 hours of finding it: what happened, which data, and what we are doing about it. We report incidents to CERT-In as Indian law requires, and help the school tell the Data Protection Board of India and the families concerned.

For a small set of data, Eduhost decides why and how it is used, so we are its controller:

• The school's account with us: the owner's and admins' names, email and phone, the school's name and address, GSTIN, and subscription payments — to run the account, bill it, and support it.
• Visitors to eduhost.in: standard server logs, and the cookies that keep you signed in and remember your language. We do not use advertising or tracking cookies.

We keep this while the account is active, and afterwards only as long as the law requires (subscription invoices); otherwise it is deleted on the same timeline as the school's data. To see, correct or delete it, write to support@eduhost.in.

Under India's Digital Personal Data Protection Act, 2023 — and equivalent laws such as the GDPR where they apply — individuals have rights over their personal data: to access it, to correct it, to have it erased, to nominate someone to act for them, and to complain.

Because your school is the data controller, these requests are made through your school, which decides and responds using the tools Eduhost provides. As the processor, Eduhost supports the school in honouring them. If you are a student, parent or staff member, contact your school's administrator first; if you cannot reach them, write to us and we will pass your request to the school and help it act.

Grievance officer: Sanjeet Chauhan, Director, GigaX Network Pvt Ltd — support@eduhost.in. We acknowledge a grievance within 24 hours and resolve it within 15 days. If you are not satisfied, you can complain to the Data Protection Board of India.

Eduhost is built for institutions in India: its servers and databases are in Mumbai. Some of the services listed above (Meta, Google, Cloudinary, Expo, Sentry, Resend, Twilio) process the part they handle outside India, as Indian law allows, under their data-processing terms. We will tell schools before making a material change to where their data is processed.

If we change this policy in a way that materially affects how a school's data is handled, we'll let schools know before it takes effect. The date at the top shows when it was last revised.

Questions about privacy or data sharing? Write to support@eduhost.in. Eduhost is operated by GigaX Network Private Limited, Makan No. 215, High School Para, Lailunga, Raigarh, Chhattisgarh 496113, India.