In short. EduSquare is school management software. Schools decide what information they keep about their students, parents and staff, and we process it on their behalf to run the service. We don't sell personal data or use it for advertising. WhatsApp messages are sent only to people who have agreed to receive them, and anyone can stop them at any time.
1. Who we are
EduSquare is a school and college management system (ERP) made by Das & Ray Technology, Kolkata, West Bengal, India ("EduSquare", "we", "us").
This policy covers our website (www.edusquare.in), the EduSquare web application used by schools, and the EduSquare mobile app.
2. Schools and EduSquare
When a school, college or other institution uses EduSquare, the institution decides what personal data to enter, why, and who can see it. In the language of India's Digital Personal Data Protection Act, 2023, the institution is the Data Fiduciary for that data and EduSquare is its Data Processor: we handle the data only to provide the service, on the institution's instructions and under our agreement with it.
If you are a student, parent, guardian or staff member of an institution that uses EduSquare, the institution is your first point of contact for questions about your data. We will help the institution answer them.
For information we collect for ourselves — for example when you visit our website, ask for a demo or write to us — EduSquare is the Data Fiduciary.
3. Information we process
Entered by institutions
Depending on which parts of EduSquare an institution uses, this can include:
- Students: name, date of birth, gender, photograph, admission and class details, attendance, marks and report cards, fees and payments, transport details, and records an institution keeps for government reporting (such as UDISE+ details).
- Parents and guardians: name, relationship to the student, mobile number, email address and address.
- Staff: name, contact details, employment and salary details, attendance and leave, bank details for salary payments, and tax and statutory details (such as PF and professional tax).
- Admission applicants: the details entered in an institution's online application form, and documents uploaded with it.
Created when you use EduSquare
- Account details: login name, a securely hashed password (we never store passwords in readable form), and your notification and messaging choices.
- Usage and device information: sign-in times, the device type and app version, a notification token for the mobile app, and technical logs that help us keep the service secure and working.
- Messages: records of the notifications, emails and WhatsApp messages sent to you through EduSquare, whether they were delivered, and any replies you send to our WhatsApp number.
- Bus location: see section 6.
From our website
- Details you give us when you ask for a demo or contact us — such as your name, institution, email address and phone number.
4. How we use it
- To provide EduSquare to institutions and their users — attendance, fees, exams, timetables, communication and the other features an institution switches on.
- To send the notifications, emails and WhatsApp messages an institution sets up, to the people they're meant for (see section 5).
- To keep accounts and data secure, prevent misuse, and fix problems.
- To support institutions and answer questions.
- To meet legal obligations.
- To reply to demo requests and enquiries sent through our website.
We do not sell personal data, and we do not use the data institutions entrust to us for advertising or to build marketing profiles.
5. WhatsApp, email and app notifications
Institutions can send updates through EduSquare by app notification, email and WhatsApp. Each institution chooses which updates are sent, and through which channels.
- WhatsApp messages are sent only to people who have agreed to receive them. You can agree separately to alerts and updates from your institution and to news and events from it. You may be asked in the EduSquare app or on the website, or your institution may record agreement you gave it, for example on a form.
- Messages are sent from EduSquare's WhatsApp Business number and name the institution they come from.
- You can stop WhatsApp messages at any time: reply STOP to our WhatsApp number, or switch them off in the EduSquare app's settings or your profile on the website. Reply START to receive them again.
- If your mobile number changes, we ask for your agreement again before sending WhatsApp messages to the new number.
- Our WhatsApp number only sends updates; replies are answered automatically and aren't read by a person. Please contact your institution directly with questions.
- WhatsApp messages are delivered through Meta's WhatsApp Business Platform, which processes them under WhatsApp's Business Policy and Privacy Policy.
Email and app notifications
- Emails are sent to the address your institution holds for you, for example receipts, notices and one-time verification codes. Verification codes are only ever sent by email.
- App notifications can be turned off in your phone's settings.
6. Bus location
If an institution uses EduSquare's transport features, a bus's location is shared from a GPS device fitted in the bus, or from the driver's or attendant's phone while they are running a trip in the EduSquare app. The location is used to show the bus on a map to the institution and to the parents of children on that route, and to tell them when it is approaching or delayed. The app does not track a driver's or attendant's location outside a trip.
7. Children's information
Much of the data in EduSquare is about students, many of whom are children. Institutions are responsible for having a lawful basis — including any consent required from a parent or guardian — for the student data they enter. EduSquare uses children's data only to provide the service to the institution, never for advertising, behavioural monitoring or targeted marketing.
9. Where it's stored and how it's protected
- EduSquare's data is stored on Amazon Web Services servers in India.
- Data travels over encrypted connections (HTTPS). Passwords are stored as one-way hashes, and sensitive settings such as service credentials are encrypted.
- Databases are encrypted at rest and backed up automatically every day.
- Within the application, access is limited by role, both inside each institution and within our team.
No system is perfectly secure. If a personal data breach affects you, we will inform the institution concerned and the authorities as the law requires.
10. How long we keep it
We keep an institution's data for as long as the institution uses EduSquare and as set out in our agreement with it. When an institution stops using EduSquare, we return or delete its data as agreed, except where we must keep some records for longer by law (for example, financial records). Website enquiries are kept for as long as needed to respond and follow up.
11. Your rights
Under India's Digital Personal Data Protection Act, 2023, you can ask to access the personal data held about you, to correct or complete it, and to have it erased where it's no longer needed; you can withdraw consent you have given (for example, for WhatsApp messages); you can nominate someone to exercise these rights for you; and you can raise a grievance.
If your data was entered by an institution, please contact the institution first — it controls that data, and we will support it. For anything else, contact us (section 14).
13. Changes to this policy
We may update this policy as EduSquare changes. We'll post the new version here with its date, and tell institutions about significant changes.
14. Contact and grievances
Questions about this policy or your data: hello@edusquare.in.
Grievance Officer: Anushri Dutta, Partner, Das & Ray Technology, Kolkata, West Bengal, India — hello@edusquare.in. We aim to respond within 24–48 hours.
If you are not satisfied with our response, you may complain to the Data Protection Board of India.