1. Information We Collect
We collect the following categories of personal data when you use the LMS:
- Identity data: Full name, date of birth, gender, profile photo, admission number.
- Contact data: Email address, phone number, residential address.
- Guardian data: Parent/guardian name, email, phone for student accounts.
- Academic data: Grades, marks, attendance records, homework submissions, exam results, lesson plans.
- Financial data: Fee payment records, receipts, due amounts.
- Usage data: Login timestamps, pages visited, actions taken within the platform.
2. How We Use Your Information
- To provide and maintain the LMS service for your institution.
- To track and report academic progress, attendance, and fee status.
- To send notifications — homework reminders, exam alerts, fee dues, announcements.
- To enable parent portals to view their child's academic activity.
- To generate reports and analytics for institution administrators.
- To verify email addresses before linking them to accounts (OTP verification).
- To recover accounts and respond to support requests.
3. Role-Based Data Access
Access to data is strictly role-limited within the platform:
- Students can view their own academic records, timetable, and notifications.
- Parents can view only their linked children's records.
- Teachers can access records for their assigned classes and sections.
- Branch administrators can access all data within their branch.
- Institution administrators have access to all data within their institution.
4. Data Sharing
We do not sell or rent your personal data. Data may be shared only in the following circumstances:
- With authorised institution staff as required for academic operations.
- With email/SMS service providers solely for sending system notifications.
- With payment gateways for processing fee transactions.
- Where required by applicable law or court order.
5. Data Retention
Academic records are retained for the duration of a student's enrollment plus an additional period as required by the institution or applicable educational regulations. Staff records are retained for the duration of employment plus any statutory period. You may request deletion of non-mandatory data by contacting your institution administrator.
6. Data Security
- Passwords are stored as one-way cryptographic hashes (bcrypt) — never in plain text.
- API access uses short-lived JWT tokens with separate refresh tokens.
- Email addresses are verified via OTP before being linked to any account.
- All data is transmitted over encrypted HTTPS connections.
- Access is enforced server-side by role and institution scope on every request.
7. Your Rights
Subject to applicable law, you have the right to:
- Access the personal data held about you.
- Request correction of inaccurate data.
- Request deletion of data where no legal retention requirement applies.
- Object to processing in certain circumstances.
To exercise these rights, contact your institution administrator.
8. Children's Privacy
The LMS is used by educational institutions and may process data of minors. Student data for minors is collected under the authority of the institution and with the consent of parents or guardians at the time of admission. Parents can review their child's data via the parent portal.
9. Changes to This Policy
We may update this Privacy Policy periodically. Significant changes will be notified via the platform or email. Continued use after changes constitutes acceptance of the updated policy.
10. Contact
For privacy-related questions or data requests, contact your institution administrator or email us at privacy@360solve.com.