Privacy Policy & Data Protection Charter
Platform: Pro School Management | Legal Entity: ProSolution Technologies
Our Privacy Commitment
ProSolution Technologies ("we", "our", or "us") operates the Pro School Management multi-tenant Enterprise Resource Planning (ERP) platform, mobile applications, and integrated school communication services. We are firmly committed to safeguarding the personal data, academic records, and privacy of educational institutions, administrators, teachers, students, and parents/guardians. This Privacy Policy details how we collect, process, store, disclose, and protect your information, as well as your statutory rights under the Digital Personal Data Protection Act, 2023 (DPDP Act, India), Information Technology Act, 2000, the General Data Protection Regulation (GDPR), and applicable international student privacy principles.
Table of Contents
1. Scope and Organizational Roles
This Privacy Policy applies to all users of the Pro School Management ecosystem, including:
- Partner Schools / Educational Institutions: The schools, colleges, academies, and trusts that subscribe to our multi-school ERP.
- Authorized Personnel: School administrators, principals, accountants, librarians, receptionists, and teachers.
- Students and Parents/Guardians: Individuals who access student portals, mobile applications, view academic results, fee receipts, and receive official notices.
- Public Visitors: Individuals browsing our official website, product information pages, or public school result/admission portals.
2. Information We Collect
We collect information to deliver institutional management services, automate school communications, and ensure seamless academic administration. The categories of information collected include:
Institutional Profile
School name, educational board affiliation (e.g. CBSE, ICSE, State Board), official registration numbers, campus address, school contact emails, phone numbers, logos, and letterhead assets.
Student Academic Records
Student legal name, roll number, admission number, date of birth, gender, class, section, subjects, attendance percentages, grades, report cards, fee status, and issued certificates.
Parent & Guardian Information
Guardian legal names, relationship to student, verified mobile phone numbers (for SMS/WhatsApp delivery), email addresses, emergency contact details, and residential addresses.
Staff & Faculty Profiles
Staff names, designations, employee codes, biometric/RFID attendance logs, contact numbers, email addresses, educational qualifications, and payroll slip details.
Billing & Fee Records
Student fee collection receipts, balance dues, payment transaction identifiers, gateway transaction references, and payment timestamps. Note: Credit/debit card numbers or bank passwords are NEVER stored on our servers; they are processed securely by RBI-authorized PCI-DSS Level 1 payment gateways.
Technical & Diagnostic Logs
Internet Protocol (IP) addresses, browser type, operating system, login access timestamps, rate-limiting tokens, session tokens, and security error logs for fraud prevention.
3. Social Media & Meta Platform Disclosures (Facebook & Instagram)
Pro School Management provides an optional Social Media Auto-Publishing & Broadcasting Module designed specifically for school administrators. This module allows an authorized school administrator to connect the educational institution’s official Facebook Page and Instagram Professional Account to publish approved school circulars, student achievements, event photos, and notices directly from the ERP.
Meta Developer Graph API Permissions Requested
When a school administrator initiates the Facebook Login for Business flow, our platform requests only the granular permissions strictly necessary to execute administrative publishing tasks:
pages_show_list: Allows the school administrator to view and select which official institution Facebook Page they manage to link with the school ERP.pages_read_engagement: Enables reading engagement metrics and post status verification for posts created through the ERP.pages_manage_posts: Allows the school administrator to draft, schedule, and publish official school notices, news, and banners to the institution's Facebook Page.instagram_basic&instagram_content_publish: Allows publishing authorized school event banners and media to the institution’s connected Instagram Business / Creator profile.
What We Do NOT Do With Social Media Data:
- We never access or request permissions for users' personal Facebook profiles, personal friend lists, private timelines, private photos, or personal messages.
- We never sell, share, or broker any data obtained via the Meta Graph API to third parties, data aggregators, or advertisers.
- We never publish content automatically without the explicit action, review, or scheduling set by an authorized school administrator.
- Access tokens are securely encrypted in our database using industry-standard AES-256 encryption and are used exclusively to communicate with official Meta API endpoints.
4. WhatsApp Cloud API & Telecom DLT Messaging
To keep parents and staff informed with urgent school updates, Pro School Management integrates directly with the Meta WhatsApp Cloud API and government-registered Telecom Commercial Communications Customer Preference Regulations (TRAI DLT) SMS gateways.
WhatsApp Business Messaging
We use official Meta WhatsApp Cloud API credentials to transmit transactional updates such as student attendance alerts (absentee notifications), examination results, report card releases, and official circulars. Messages are strictly transactional or service-based, sent only to registered parent/guardian mobile numbers provided directly by the school.
TRAI DLT Compliant SMS
All SMS notifications comply with Indian Telecom Regulatory Authority of India (TRAI) Distributed Ledger Technology (DLT) regulations. Messages are delivered using registered Principal Entity (PE) IDs, pre-approved sender header IDs, and approved content templates.
5. How We Use and Process Information
We process personal and institutional data strictly under legitimate educational and contractual purposes:
| Purpose of Processing | Data Utilized | Lawful Basis (DPDP / GDPR) |
|---|---|---|
| Core ERP Operations & Portals | Student records, staff profiles, attendance logs, timetable schedules. | Contractual necessity / Legitimate educational interest. |
| Automated Parent Notifications | Guardian phone numbers, student attendance status, fee reminders, exam results. | Contractual obligation / Explicit institutional consent. |
| Fee Invoicing & Payment Processing | Student IDs, invoice amounts, payment receipts, transaction reference hashes. | Legal & financial statutory compliance. |
| Social Media Notice Broadcasting | School notices, event photos, Page Access Tokens. | Explicit school administrator authorization. |
| Security, Audit Logs & Fraud Prevention | IP addresses, user agent strings, login timestamps, failed authentication logs. | Legitimate interest / Legal cybersecurity compliance. |
6. Protection of Student and Minor Privacy
- Student records are entered into the platform exclusively by authorized school staff or through authenticated parent/guardian admission portals.
- We do not create commercial student behavioral profiles, tracking cookies, or advertising identifiers.
- We do not sell or monetize student data under any circumstances.
- Student public exam results and lookup portals require dual authentication (such as Admission/Roll Number matching with Date of Birth) to prevent bulk harvesting of minor records.
7. Multi-Tenant Data Security & Encryption Architecture
ProSolution Technologies employs multi-layered technical, physical, and administrative safeguards to guarantee data security:
Encryption in Transit & Rest
All web traffic is forced through TLS 1.3 with 256-bit SSL certificates. Sensitive tokens and credentials are encrypted at rest with AES-256-GCM.
Multi-Tenant Isolation
Every school's database records are segregated with strict tenant ID scoped queries and role-based access control (RBAC), preventing any cross-tenant data leakage.
Resilience & Backups
Automated daily encrypted backups with geo-redundancy, continuous DDoS mitigation, firewall protections, and regular vulnerability audits.
8. Third-Party Service Providers
We partner with reputable cloud infrastructure and API providers to provide platform reliability. All subprocessors are vetted for strict confidentiality and data protection standards:
- Cloud Infrastructure: High-security Indian cloud data centers ensuring local data residency and low latency.
- Meta Platforms, Inc.: Provider of Meta Graph API (Facebook Pages & Instagram) and WhatsApp Cloud API.
- Payment Processors: RBI-licensed payment gateways (such as Razorpay / Stripe / PayU) for PCI-DSS Level 1 compliant fee payments.
- Telecom Service Providers: TRAI-licensed telecom aggregators for DLT transactional SMS dispatch.
9. Data Retention & User Data Deletion Instructions
We retain personal and academic data for the duration of the educational institution's active subscription, or as mandated by statutory educational board guidelines and audit requirements.
Meta / Facebook User Data Deletion Request Instructions
In full compliance with Meta Platform Terms and Developer Data Deletion policies, users who have connected their Facebook account or Page to Pro School Management have the complete right to revoke permissions and request the immediate deletion of all associated data.
Option A: Revoking Access via Facebook Settings
- Log in to your Facebook account and visit Settings & Privacy > Settings.
- In the left sidebar, click on Apps and Websites.
- Locate Pro School Management (or your school's registered App name).
- Click the Remove button. This immediately terminates our platform's ability to communicate with your Facebook account.
- To view past data deletion requests, you can check your Facebook Removed Apps and Websites tab.
Option B: Requesting Manual Deletion of All Social Media & Account Data
If you wish to purge all stored Facebook Page tokens, Instagram linkage records, school media cache, or profile logs from our servers:
- Send an email to our Data Protection Officer at: [email protected]
- Use the email subject line:
"Meta Data Deletion Request - [School Name / User ID]" - Specify your School Domain/ID and the Facebook Page Name or user identifier used during setup.
Processing Time: Our technical operations team will permanently erase the associated tokens, cached access credentials, and integration records within 48 to 72 business hours, and will dispatch an official Deletion Confirmation Certificate to your registered email address.
Institutional Account Termination
Upon expiration or termination of a school’s service agreement, the school administrator may request a comprehensive data export (CSV/SQL archive). Following export, institutional tenant data is permanently wiped from active production databases within 30 days.
10. Cookies and Tracking Technologies
Pro School Management uses limited, strictly necessary cookies to ensure system stability and security:
- Session & Authentication Cookies: Cryptographic tokens essential to keep authorized users logged in securely and prevent Cross-Site Request Forgery (CSRF).
- Preference Cookies: Storing local UI preferences, such as sidebar collapsed state, language choices, or dark/light display modes.
- No Advertising Cookies: We do not deploy third-party advertising cookies, retargeting pixels, or behavioral tracking beacons on our school portals.
11. Your Data Rights & Grievance Redressal
Under the Digital Personal Data Protection Act, 2023 and global data protection regulations, you possess the following rights regarding your personal data:
Request a summary of personal data held and processing activities performed.
Request rectification of inaccurate, incomplete, or out-of-date personal data.
Request deletion of personal data where continued processing is not required by law.
Export academic transcripts, fee receipts, and profiles in standard structured formats.
12. Changes to This Privacy Policy & Contact Details
We may update this Privacy Policy periodically to reflect technological upgrades, regulatory revisions (such as updates to the DPDP Act or Meta Platform policies), or platform enhancements. When material updates occur, we will update the "Last Updated" date at the top of this page and notify school administrators via dashboard announcements or email.
Grievance Redressal & Data Protection Officer
For any questions, clarifications, privacy inquiries, or data deletion requests, please contact our designated officer:
- Organization: ProSolution Technologies
- Official Email:[email protected]
- Support / WhatsApp Helpline:+91 9149851134
- Location: Kupwara, Jammu & Kashmir, 193223 India
Secure & Verified
All privacy inquiries are acknowledged within 24 hours and addressed within 30 days as per statutory requirements.