Privacy Policy
Tinytots Educational Academy ("School", "we", "our", or "us") respects the privacy of students, parents, guardians, staff, applicants, visitors, and other individuals who interact with the School.
This Privacy Policy explains how we collect, use, store, protect, and disclose personal information through our school website, admission systems, student/parent portals, mobile applications, school ERP, communication systems, and other digital services operated by the School.
1. Information We Collect
1.1 Student Information
We may collect:
- Student name
- Date of birth
- Gender, where required
- Photograph
- Student identification details
- Admission and enrollment information
- Class, section, house, and academic information
- Attendance records
- Examination results and academic performance
- Certificates and documents submitted to the School
- Transportation information
- Library information
- Discipline and participation records
- School activity and event participation
- Emergency contact information
- Other information reasonably required for providing educational services
1.2 Parent or Guardian Information
We may collect:
- Parent/guardian name
- Relationship with the student
- Mobile number
- Email address
- Residential or correspondence address
- Identification information where required
- Occupation or other information where required for school administration
- Communication preferences
- Parent portal account information
1.3 Admission Information
When applying for admission, we may collect information required to process the application, including:
- Applicant and parent/guardian details
- Academic records
- Birth certificate and other supporting documents
- Photographs
- Contact information
- Address information
- Admission preferences
- Assessment or interaction information
- Other information required by the School for admission
1.4 Staff Information
For employees, teachers, and other staff, we may collect information necessary for employment, payroll, administration, attendance, identity verification, statutory compliance, and school operations.
1.5 Payment Information
When fees or other payments are made, we may process information relating to:
- Payment amount
- Transaction reference
- Payment date
- Payment status
- Student/account reference
- Limited payment-related information provided by the payment service provider
Where online payment services are used, payment card, banking, or other payment credentials may be processed directly by the authorized payment service provider.
1.6 Website and Technical Information
When you use our website or online services, we may automatically receive:
- IP address
- Browser type
- Device type
- Operating system
- Approximate usage information
- Pages visited
- Login activity
- Date and time of access
- Security and audit logs
2. How We Use Personal Information
We may use personal information for legitimate school and educational purposes, including:
- Processing admissions and enrollment
- Providing educational services
- Managing student records
- Managing attendance
- Managing examinations and academic results
- Managing school fees and payments
- Providing transportation services
- Communicating with parents, guardians, students, and staff
- Sending important school announcements
- Managing school events and activities
- Providing student and parent portal services
- Managing library and other school facilities
- Providing technical support
- Maintaining school security and safety
- Preventing fraud, misuse, and unauthorized access
- Maintaining records required for administrative or legal purposes
- Complying with applicable laws and regulations
- Improving our website, ERP, and digital services
We aim to collect and process only information that is reasonably necessary for the relevant purpose.
3. Student and Children's Personal Data
Our services may involve personal information relating to children and students.
We take additional care when handling children's information and use such information only for appropriate educational, administrative, safety, legal, and school-related purposes.
Where consent or authorization is required for processing a child's personal data, the School will obtain it from the appropriate parent or lawful guardian in accordance with applicable law.
We do not knowingly use children's personal information for unrelated commercial purposes.
4. Photographs, Videos and School Activities
The School may photograph or record students, teachers, staff, and visitors during:
- School events
- Sports activities
- Cultural programs
- Competitions
- Educational activities
- Celebrations
- School functions
- Other school-related activities
Such photographs or recordings may be used for legitimate school purposes, including school publications, newsletters, annual reports, displays, the official website, and official social media channels, where permitted and appropriately authorized.
Where separate consent is required, the School will obtain such consent.
5. School Virtual Assistant
Our website may provide a School Virtual Assistant to help visitors find information.
The Virtual Assistant may process questions submitted by users and may use:
- Administrator-approved predefined questions and answers
- Published school website content
- Information made available through the School's digital services
The Virtual Assistant is intended to provide general information and should not be relied upon as a replacement for official communication from the School.
Users should not submit confidential student information, passwords, payment credentials, government identification numbers, or other sensitive information through the Virtual Assistant unless specifically required through an authorized School service.
6. Communication
The School may communicate with students, parents, guardians, and staff through:
- SMS
- WhatsApp or other approved messaging platforms
- Phone calls
- Mobile applications
- Parent/student portals
- School website notifications
- Other official communication channels
These communications may relate to:
- Attendance
- Fees
- Examinations
- Academic activities
- School events
- Holidays
- Emergency notifications
- Transportation
- Administrative matters
- Other important school information
7. Sharing of Personal Information
The School may share personal information with authorized parties where reasonably necessary for school operations or where required or permitted by applicable law.
These parties may include:
- Authorized school employees
- Teachers and administrators
- Parents or lawful guardians where appropriate
- Educational service providers
- School ERP and technology providers
- Cloud hosting providers
- Payment service providers
- Communication service providers
- School transportation service providers
- IT and cybersecurity service providers
- Professional advisors
- Government or regulatory authorities where legally required
- Emergency services where necessary for safety
We expect service providers processing information on behalf of the School to maintain appropriate confidentiality and security measures.
We do not sell student personal information.
8. Third-Party Services
Our website or digital systems may integrate with third-party services, such as:
- Payment gateways
- Cloud hosting providers
- Email providers
- SMS providers
- WhatsApp or messaging providers
- Analytics services
- Video-conferencing services
- Maps and location services
- Authentication services
- Security services
When you use a third-party service, that service may process information in accordance with its own privacy policy and terms.
9. Cookies and Similar Technologies
Our website may use cookies and similar technologies to:
- Maintain login sessions
- Remember user preferences
- Improve website functionality
- Maintain security
- Understand website usage
- Diagnose technical problems
- Improve our services
Some cookies may be necessary for the website to function properly. Where applicable, users may control certain cookie preferences through their browser or the cookie controls provided by the website.
10. Data Security
We use reasonable technical and organizational safeguards designed to protect personal information against unauthorized access, unauthorized disclosure, accidental loss, destruction, alteration, or misuse.
Security measures may include:
- Access controls
- Authentication
- Role-based permissions
- Encryption where appropriate
- Secure transmission protocols
- Password protection
- Audit logging
- Backups
- Security monitoring
- Administrative controls
However, no internet-based system can be guaranteed to be completely secure.
11. User Accounts and Passwords
Users are responsible for maintaining the confidentiality of their login credentials.
Parents, students, and staff should:
- Keep passwords confidential
- Avoid sharing login credentials
- Use strong passwords
- Log out from shared devices
- Immediately report suspected unauthorized access
12. Data Retention
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing educational services, maintaining student and administrative records, meeting legal requirements, resolving disputes, maintaining financial records, protecting system security, and exercising or defending legal rights.
Different categories of records may have different retention periods. When information is no longer required, we will take reasonable steps to delete, anonymize, or otherwise dispose of it, subject to applicable legal and operational requirements.
13. Accuracy of Information
Parents, guardians, students, and staff should provide accurate and up-to-date information.
If information is incorrect or has changed, users should contact the appropriate School office or update the information through the authorized portal where such functionality is available.
14. Your Rights
Subject to applicable law and the circumstances of the processing, individuals may have rights relating to their personal information, including rights to:
- Obtain information about the processing of their personal data
- Request access to applicable personal information
- Request correction of inaccurate information
- Request deletion where applicable
- Withdraw consent where processing is based on consent
- Exercise other rights available under applicable data protection law
- Raise a grievance or complaint regarding the processing of personal information
Requests should be submitted using the contact details provided in this Privacy Policy.
15. Parent or Guardian Requests Regarding Student Data
Where a request concerns a student's personal information, the School may require the requester to establish that they are the student's parent, guardian, or otherwise authorized person.
The School may decline or limit a request where doing so is permitted or required by applicable law or where fulfilling the request could adversely affect another person's rights or the safety or welfare of a student.
16. Withdrawal of Consent
Where processing is based on consent, an individual may request withdrawal of consent using the available communication or consent mechanisms.
Withdrawal of consent may not affect processing that occurred before withdrawal, is required or permitted by applicable law, or is necessary for certain legitimate school or administrative purposes.
17. Data Breach and Security Incidents
If the School becomes aware of a personal data breach or security incident, we will assess and respond to it in accordance with applicable law and our internal incident-response procedures.
Where notification is legally required, the School will provide the required notifications to the appropriate individuals or authorities within the applicable timeframe.
18. Children's Safety and Privacy
The School recognizes that student information requires particular care. We take reasonable measures to:
- Restrict access to authorized personnel
- Protect student records
- Avoid unnecessary disclosure
- Protect student login accounts
- Limit public exposure of personal information
- Handle student photographs and media appropriately
- Provide appropriate controls for parent/guardian access
19. External Links
Our website may contain links to external websites or services. The School is not responsible for the privacy practices, content, or security of websites operated by third parties.
20. International Data Transfers
Some technology or service providers used by the School may process information on infrastructure located outside India.
Where applicable, the School will take reasonable steps to ensure that such processing is carried out in accordance with applicable contractual, security, and legal requirements.
21. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in school operations, digital services, technology, applicable laws, regulations, or data-processing practices.
The updated version will be published on the School website with a revised "Last Updated" date.
22. Contact and Privacy Grievances
For questions, requests, corrections, privacy concerns, or complaints relating to personal information, please contact:
Tinytots Educational Academy
Privacy Contact / Grievance Officer: Santosh E
Email: tinytotscbse@gmail.com
Phone: +91 827 3838 827
Address: School road, Krishnareddi Thagelu, Sullurupeta, Andhra Pradesh 524121
23. Consent and Acknowledgement
By using the School's website or digital services, users acknowledge that they have had an opportunity to read this Privacy Policy.
Where applicable, the School will obtain consent or other required authorization before processing personal information for purposes requiring such consent.
For children, the School will follow the applicable requirements relating to parental or lawful guardian consent and children's personal data.