Privacy Policy

1. Who we are

SchoolerHub is school management software owned and operated by Intrithm Technologies Private Limited (“Intrithm”, “we”, “us”, “our”), a company incorporated in India on 22 October 2021 under CIN U72900TN2021PTC147290, registered with the Registrar of Companies, Chennai.

Our registered office is at 4-2/2, Teachers Colony, Vilangudi, Madurai, Tamil Nadu 625018, India.

You can reach us at [email protected] or +91 99650 90877.

2. What this policy covers

This policy covers two different things, and it matters which one applies to you:

• Our public website at schoolerhub.com — the marketing pages, the contact form and the demo request form. Here we decide how information is used, so we are the data fiduciary.
• The SchoolerHub application at app.schoolerhub.com — the system your school signs into. Here the school is the data fiduciary and Intrithm acts as a data processor on the school's written instructions.

This distinction is important. If you are a parent, guardian or student, your relationship is with your school. We hold your information only because the school asked us to, and we act on the school's instructions — see Your rights for how to raise a request.

3. School as data fiduciary, Intrithm as processor

When a school uses SchoolerHub:

• The school decides what student, guardian and staff information to enter, how long to keep it, and who on its team may access it.
• The school is responsible for having a lawful basis to collect and process that information, and for giving the required notices to parents, guardians and staff.
• Intrithm processes that information only to provide, support, secure and maintain the service — and only as instructed by the school.

We do not sell school data. We do not share it with advertisers. We do not use student, guardian or staff data to build advertising profiles, and we do not use it to train machine-learning or AI models.

4. Information we collect

4.1 Information collected through the public website

When you submit our contact or demo request form, we collect what you choose to enter:

• Your name, role and school name
• Your phone number and email address
• Approximate number of students, current software, and the message or requirement you describe

We use this only to respond to your enquiry and to arrange a demonstration. We do not use it for unrelated marketing.

4.2 Student information (entered by the school)

• Name, admission number, photograph, date of birth, gender and blood group
• Residential address, district, state and PIN code
• Class, section, roll number, academic year, admission date and enrolment status
• Government identifiers such as Aadhaar number, where the school chooses to record them
• Attendance records, homework submissions, examination marks, grades and report cards
• Fee charges, invoices, payments, receipts, concessions, refunds and outstanding balances
• Transport route, pickup stop and transport fee linkage
• Library membership, book loans and fines
• Uploaded documents such as birth certificates, transfer certificates, community certificates, vaccination records and medical certificates
• Exit records, clearance status, promotion history and alumni records

4.3 Guardian and parent information

• Guardian name, relationship to the student and occupation
• Mobile number — used for fee reminders, absence alerts and school announcements

4.4 Staff and user account information

• Name, email address, phone number and profile photograph
• Role in the system (school administrator, staff, teacher or parent) and the school the account belongs to
• Employment details, department, employment history and leave records
• Staff documents such as photo ID, degree and experience certificates, appointment letters and police verification records
• A securely hashed password — we never store or have access to your plain-text password

4.5 Operational records

• Vehicle and driver records, including registration, insurance, fitness, permit and pollution certificates with expiry dates
• Inventory items, stock movements, suppliers, purchase orders, assets and maintenance records
• Activity logs recording which user performed which significant action, and when

4.6 Technical information

• IP address, browser type, device type and operating system
• Pages accessed, timestamps and error logs
• Session information required to keep you signed in securely

5. Children's information

SchoolerHub necessarily holds information about children, because schools use it to manage their students. We process that information solely as a processor acting for the school.

SchoolerHub is not directed at children and children do not create accounts on it. Accounts are created by the school for its staff. Where a parent or guardian account exists, it is created by the school for the adult guardian, not for the child.

Under the Digital Personal Data Protection Act, 2023, processing a child's personal data generally requires verifiable consent from a parent or lawful guardian. Obtaining and recording that consent is the school's responsibility as data fiduciary. We do not use children's data for tracking, behavioural monitoring or targeted advertising.

6. How we use information

• To provide the SchoolerHub application and the modules your school has enabled
• To authenticate users and enforce role-based access controls
• To generate invoices, receipts, report cards, certificates and reports the school requests
• To send fee reminders, absence alerts and announcements that school staff choose to send
• To provide technical support, investigate issues and restore data when asked
• To monitor security, detect abuse and maintain backups
• To meet legal, accounting and regulatory obligations

For our public website, we additionally use contact information to respond to sales enquiries and arrange demonstrations.

7. WhatsApp and SMS messaging

Where a school enables messaging, SchoolerHub sends two kinds of message to parents and guardians: fee reminders and student absence alerts. School announcements may also be delivered this way.

7.1 How messages are sent

We use MSG91 (operated by Walkover Web Solutions Pvt. Ltd.) as our messaging provider. MSG91 delivers SMS through Indian telecom operators, and delivers WhatsApp messages through the WhatsApp Business Platform operated by Meta Platforms, Inc.

7.2 What is shared to send a message

Only the data required by the approved message template is shared with the messaging provider:

• The recipient's mobile number
• The variables the template needs — typically the student's name, class and section, the fee amount and due date, or the date of absence
• The school's name, as the sender identity

We do not share student documents, Aadhaar numbers, addresses, examination marks, medical information or payment instrument details with messaging providers.

7.3 Templates and consent

• WhatsApp messages are sent only using message templates pre-approved through the WhatsApp Business Platform. We do not send free-form marketing messages to parents.
• Messages are transactional and relate to the recipient's own child at the school.
• Once a message is handed to WhatsApp for delivery, Meta processes it under its own terms and privacy policy. We do not control Meta's processing.
• The school is responsible for ensuring it has the necessary consent or other lawful basis to contact parents on the numbers it records.

7.4 Opting out

A parent or guardian who does not wish to receive messages should tell the school, which can remove or change the contact number held for them. Recipients may also block or report the sender within WhatsApp. Because we act for the school, we cannot unilaterally remove a contact number from a school's records.

8. Who we share information with

We share information only with the service providers needed to run SchoolerHub. Each is bound by contract to protect the data and to use it only for the purpose we specify.

We may also disclose information where we are legally required to — for example in response to a valid order from a court, regulator or law enforcement authority with jurisdiction.

If our business is ever restructured, merged or acquired, school data may transfer as part of that transaction. We would notify affected schools in advance and the receiving party would remain bound by this policy.

9. How information is stored and protected

Application data is hosted on cloud infrastructure located in India. We apply the following measures:

• Per-school separation. Every record is scoped to a single school. Staff accounts can only reach data belonging to the school they were invited to, enforced in the application layer on every request.
• Role-based access. Super administrator, school administrator, staff, teacher and parent roles each see only the modules and records appropriate to that role.
• Encryption in transit. All traffic to schoolerhub.com and app.schoolerhub.com is served over HTTPS/TLS.
• Private document storage. Uploaded documents are stored on a private disk, never in a publicly served directory. They are delivered only through authenticated, authorisation-checked download routes.
• Password protection. Passwords are stored as salted one-way hashes. Neither we nor your school administrator can read them.
• Activity logging. Significant actions are recorded with the acting user and timestamp, providing an audit trail.
• Reversible deletion. Most records use soft deletion, so accidental removal can be reversed during the retention window.
• Backups. Databases are backed up on a regular schedule and stored encrypted at rest.

No system can be guaranteed completely secure. We do not claim to be ISO certified, SOC 2 compliant or “100% secure”. We describe here only the controls we actually operate. If we become aware of a personal data breach affecting a school's data, we will notify that school without undue delay and support its own notification obligations.

10. Cookies

Public website. The marketing website uses no advertising or cross-site tracking cookies. If we enable privacy-respecting analytics, it will be limited to aggregate page-view measurement.

Application. The application sets only the cookies required for it to function:

• A session cookie that keeps you signed in
• A CSRF token cookie that protects forms against cross-site request forgery
• An optional “remember me” cookie, if you choose that option at sign-in
• A preference cookie storing your light or dark theme choice

These are strictly necessary cookies. Blocking them will prevent the application from working.

11. How long we keep information

• While your subscription is active, we retain school data so the school has continuous access to its academic and financial history.
• After termination, we retain the school's data for 30 days so it can be exported, then delete it from active systems on request or at the end of that window.
• Backups containing deleted data age out on our normal backup rotation, within 90 days of deletion from active systems.
• Website enquiries are kept for up to 24 months from your last contact with us.
• Invoices and accounting records relating to our own business are retained for the period required by Indian tax and companies law.

12. Deleting your data

A school may ask us at any time to delete its data, or a specific record within it, by writing to [email protected] from a registered school administrator account. We action verified deletion requests within 30 days.

Parents, guardians and staff should direct deletion requests to their school, which decides what records it must retain — for example, statutory academic and financial records that a school is legally required to keep. If you contact us directly, we will forward your request to the school and tell you that we have done so.

13. Your rights

Under the Digital Personal Data Protection Act, 2023, you have the right to:

• Access a summary of the personal data being processed about you
• Have inaccurate or incomplete data corrected or updated
• Have data erased where it is no longer needed for the purpose it was collected
• Nominate another person to exercise your rights in the event of death or incapacity
• Raise a grievance and have it addressed

How to exercise them. If your data is in the SchoolerHub application, contact your school first — it is the data fiduciary and holds the relationship with you. For data we hold as fiduciary, such as a website enquiry, contact us directly using the details below.

14. Grievance redressal

If you have a concern about how information is handled in SchoolerHub, write to us and we will acknowledge your grievance within 7 working days and aim to resolve it within 30 days.

• Email: [email protected]
• Phone: +91 99650 90877
• Post: Grievance Officer, Intrithm Technologies Private Limited, 4-2/2, Teachers Colony, Vilangudi, Madurai, Tamil Nadu 625018, India

15. Transfers outside India

Application data is hosted in India. Two exceptions may involve processing outside India: WhatsApp message delivery, which is carried out by Meta on its global infrastructure, and transactional email delivery, depending on the provider we use. In both cases the data involved is limited to what is described in section 7 and the sub-processor table above.

16. Changes to this policy

We may update this policy as the product or the law changes. The effective date at the top of this page always reflects the current version. For material changes affecting how school data is handled, we will notify school administrators by email at least 14 days before the change takes effect. Continuing to use SchoolerHub after that date means you accept the updated policy.

17. Contact us

Intrithm Technologies Private Limited
4-2/2, Teachers Colony, Vilangudi, Madurai, Tamil Nadu 625018, India

Email: [email protected]
Phone: +91 99650 90877
CIN: U72900TN2021PTC147290