How student data is held, used and given back.

1. Introduction

EduxenOS ("we", "our", "us"), operated by Technical Ventures & Management, is committed to protecting the privacy of students, parents, teachers, administrators, and all users of our education management platform. EduxenOS comprises 38 modules across 7 domain categories, including Academic Operations, Student Lifecycle, Finance & Accounts, Human Resources, Infrastructure (Library, Hostel, Transport), Communication, and Institutional Intelligence. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our web application at eduxen.com and our mobile application ("EduxenOS App").

2. Information We Collect

2.1 Personal Information

• Name, email address, phone number, and profile photo
• Student enrollment details (admission number, class, section, date of birth)
• Parent/guardian contact information
• Teacher and staff employment details
• Address and identity documents (as required by the institution)

2.2 Academic & Operational Data

• Attendance records, exam results, report cards, and certificates
• Fee payment history and financial records
• Library borrowing records, book issue/return history, and knowledge resource access logs
• Transport route assignments and GPS-based vehicle tracking data
• Notification delivery logs and user communication preferences (email, SMS, push, WhatsApp)

2.3 Hostel & Residential Data

• Room allocation records, bed assignments, and occupancy history
• Gate entry/exit logs with timestamps
• Visitor records (name, contact, purpose of visit, check-in/check-out times)
• Mess and meal plan preferences

2.4 Transport Data

• Real-time GPS tracking data for fleet vehicles
• Route and stop information, trip history, and estimated arrival times
• Driver information (name, license details, contact, assignment records)
• Student-to-route and stop assignments

2.5 Notification & Communication Data

• Notification delivery logs (sent, delivered, read status across channels)
• User communication preferences and opt-in/opt-out records
• Push notification tokens and device registration data
• Templated message content and delivery metadata

2.6 Audit Trail Data

• Enterprise-grade audit logs across all 38 modules (who did what, when, and from where)
• Record creation, modification, and deletion history with user attribution
• Login/logout timestamps and session activity

2.7 Technical Data

• Device information, browser type, IP address
• Usage patterns and analytics (pages visited, features used)
• Push notification tokens (mobile app)

3. How We Use Your Information

• To provide and maintain the EduxenOS platform and mobile app
• To manage student admissions, attendance, fees, exams, and academic records
• To facilitate communication between institutions, parents, teachers, and students
• To send OTPs, password reset emails, and system notifications
• To generate certificates, reports, and analytics dashboards
• To process fee payments via integrated payment gateways (Razorpay)
• To improve our services and develop new features

4. Data Storage & Security

All data is stored on secure servers with encryption at rest and in transit. We use industry-standard security measures including HTTPS/TLS encryption, HttpOnly cookies, CSRF protection, and role-based access control. Each institution's data is isolated through multi-tenant architecture with strict tenant-level data separation.

5. Data Sharing

We do not sell, trade, or rent your personal information to third parties. Data may be shared with:

• Payment processors (Razorpay) for fee payment processing
• Email service providers for transactional emails (OTPs, notifications)
• Third-party AI providers (Anthropic, Sarvam AI, Voyage AI) to power the in-app AI assistant — see Section 6 below
• The institution that manages your account (your school/college)
• Law enforcement when required by law or valid legal process

We share data with these processors only to provide the service you requested, under contractual terms that require them to protect your data to a standard equivalent to this policy and to not use it for their own purposes.

6. AI Assistant (“Asha”)

EduxenOS includes an optional AI assistant called Asha. When you choose to use Asha, the following data is sent to third-party AI providers to generate a response:

• What is sent: the messages and questions you type to Asha, and the minimal account context needed to answer them (such as your institution and your role).
• Who it is sent to: Anthropic (language model), Sarvam AI (speech & language), and Voyage AI (search embeddings). These providers process the data solely to return a response and do not use it to train their models on your data or for advertising.
• How consent works: before any data is sent to these providers, the app asks for your explicit permission. You can decline and continue to use the rest of EduxenOS normally; Asha simply stays disabled.

We do not use your conversations with Asha for advertising, and no advertising SDKs are present in the app.

7. Children's Privacy

EduxenOS is used by educational institutions and may contain data of students under 18. Such data is provided and managed by the institution and authorized parents/guardians. We do not knowingly collect data directly from children. All student data is accessible only to authorized personnel within the institution.

8. Your Rights

• Delete your account: you can permanently delete your account and personal data yourself, at any time, from within the mobile app (More → Profile → Delete Account) or on the web from your Profile page (Delete Account). Deletion is immediate and irreversible.
• Access or correct your personal data (in-app, or via your institution administrator)
• Request a copy of your data in portable format
• Withdraw consent for optional data processing, including the AI assistant
• Opt out of non-essential notifications

9. Data Retention

We retain your data for as long as your institution's account is active. If you delete your account, your personal data is anonymized and your login is disabled immediately; residual backups are purged within 90 days. Upon institution account termination, data is retained for up to 90 days before permanent deletion, unless longer retention is required by law.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of significant changes via email or in-app notification. Continued use of EduxenOS after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy Policy, contact us at: