InstituteERP - Privacy Policy

Privacy Policy

Last updated: 14 April 2026

InstituteERP (the “App”) is provided by [InstituteERP] (“we”, “us”, or “our”). This Privacy Policy explains how we collect, use, store, and protect information when you use the App.

The App is designed to support educational institution workflows such as login and account access, attendance, notifications, messaging, assignments, materials, profile management, and related academic or staff functions. The App is typically used under the direction of an educational institution or organization that manages user accounts and related records.

1. Information We Collect

We may collect the following categories of information depending on how you use the App and how your institution configures it:

A. Account and profile information

When you sign in or use institution-related features, we may collect:

Full name
Email address
Phone number
Role or account type (such as student, teacher, or staff)
User ID, student ID, teacher ID, institute ID, department ID, class ID
Profile details such as designation, qualification, class, department, institute name, gender, address, joining/admission details, and similar institution records
Parent/guardian contact details where provided by the institution

B. Login and authentication information

We may collect and process:

Login credentials such as email and password
Authentication token/session token
Password reset or consent status
Device-linked identifiers used for attendance or account linking
Push notification token (such as Firebase Cloud Messaging token)

If you choose “remember me” or similar convenience features, the App may store your login details locally on your device for faster sign-in.

C. Attendance and location information

The App may collect location information when required for attendance-related features, including:

Precise location (GPS), when you grant permission
Approximate location
Attendance scan time
Device identifier used for attendance validation
Device type or operating system information related to attendance submission

Location is used only when needed for attendance verification or attendance session creation, as configured by your institution.

D. Camera and QR scan data

The App may access your device camera for features such as:

QR code scanning for attendance
Device linking or verification workflows

We use the camera to scan codes and enable app functionality. We do not collect or store camera recordings or image content on our servers unless explicitly stated by your institution’s backend configuration.

E. Messages, files, and media

If you use chat, assignments, or materials features, we may process:

Message content
Conversation metadata (such as sender, receiver, timestamps)
Uploaded images
Uploaded documents or attachments
File names, file types, and related metadata

F. Notifications and device information

To provide alerts and messages, we may collect:

Push notification token
Basic device information such as platform/OS type
App usage events related to notification delivery or opening

G. Local device storage

The App may store some information locally on your device, such as:

Session and login state
Saved preferences
Remembered credentials if you enable that option
Offline attendance records pending sync
Device-generated identifiers used for attendance or continuity of service

H. Biometric authentication

If your device supports biometric authentication and you enable or use it, the App may use device-level biometric authentication to confirm your identity on the device. We do not collect or store your fingerprint, face scan, or biometric template on our servers. Biometric data is handled by your device operating system.

2. How We Use Information

We use collected information to:

Authenticate users and provide access to the App
Maintain your account and institution profile
Enable attendance features, including QR-based attendance and location-based attendance validation
Deliver push notifications and important academic or operational updates
Support chat, messaging, and communication features
Allow file, image, assignment, and materials uploads where applicable
Improve performance, reliability, and security of the App
Detect misuse, prevent fraud, and protect institution systems and users
Maintain offline functionality and sync records when connectivity is restored
Comply with legal, contractual, educational, or administrative obligations

3. Data Sharing and Disclosure

We do not sell or rent your personal information to third parties.

We may share information in the following limited situations:

With your educational institution or organization that provides you access to the App, so that they can manage academic, administrative, and operational activities.
With service providers and vendors who perform services on our behalf (such as hosting, messaging, storage, analytics, or customer support), and who are bound by appropriate confidentiality and security obligations.
When required to do so by law or in response to valid legal requests, court orders, or regulatory requirements.
When necessary to protect and defend our rights or property, or the rights, safety, and security of users, institutions, or the public.
In connection with a merger, acquisition, restructuring, or sale of all or part of our business, subject to continuing protection of personal information.

4. Third-Party Services

The App may use third-party services or SDKs to support its functionality. These providers may process information in accordance with their own privacy policies. Depending on your institution’s setup, such services may include:

Firebase Cloud Messaging / Firebase

Used for push notifications and related messaging services.

Google Play Services

Used for core Android service support and app functionality on supported devices.

If additional third-party tools are used in production, such as analytics, crash reporting, storage, or customer support tools, they may receive certain information as part of providing their services. Their use of information is governed by their own privacy policies. Your institution or administrator may also specify additional third-party integrations.

5. Data Retention

We retain information only for as long as necessary to provide the App and fulfill legitimate educational, operational, security, and legal purposes, or as required by your institution’s policies.

In general:

Account and profile data may be retained while your account remains active and as required by your institution.
Attendance, messaging, academic, and operational records may be retained according to institutional or legal retention requirements.
Push notification tokens may be retained until they are refreshed, invalidated, or no longer needed.
Locally cached or offline data may remain on your device until it is synced, cleared, or the App is uninstalled or reset.
Saved login details stored for convenience remain on your device until you remove them, log out, clear app storage, or uninstall the App.

6. Security

We use reasonable technical and organizational measures to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure. These measures may include encryption in transit, access controls, logging, and other safeguards appropriate to the data and context.

However, no method of electronic storage or transmission over the internet is completely secure, and we cannot guarantee absolute security.

7. Children’s Privacy

The App is intended for use by educational institutions and their authorized users, which may include students. The App is not intended for general public use by children without authorization from the relevant institution, parent/guardian, or other lawful basis where required.

Where required by applicable law, the collection and use of children’s personal information will occur under the direction of the educational institution or with appropriate consent from a parent or guardian. If you believe that personal information of a child has been provided inappropriately or unlawfully, please contact us so we can review and take appropriate action.

8. Your Rights and Choices

Depending on your location and applicable law, you may have rights to:

Access your personal information
Request correction of inaccurate information
Request deletion of your information, where applicable
Withdraw consent where processing is based on consent

You may also:

Disable permissions such as camera, location, or notifications through your device settings.
Remove locally stored data by logging out, clearing app storage, or uninstalling the App.

For account correction, deletion, or other privacy requests, you may contact us using the details below. In some cases, we may need to coordinate with your educational institution or organization that administers your account.

9. International Data Transfers

Your information may be stored and processed on servers located in regions or countries other than your own, where data protection laws may differ. Where required by law, we take steps to ensure appropriate safeguards are in place to protect your information when it is transferred across borders.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date at the top of this page. Continued use of the App after changes become effective means you accept the updated Privacy Policy, to the extent permitted by law.

11. Contact Us

If you have questions, requests, or concerns about this Privacy Policy or your data, contact us at:

Developer / Organization: InstituteERP
Email: kadam.gourav2001@gmail.com

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