01 · Introduction
Who We Are & What This Policy Covers
PAIRLMS Technologies Pvt. Ltd. ("PAIRLMS", "we", "our", or "us") operates the PAIRLMS school management platform, including our website at pairlms.com and all associated mobile applications and services (collectively, the "Platform"). This Privacy Policy explains how we collect, use, disclose, and protect information about schools, administrators, teachers, students, and parents ("Users") who use our Platform.
This policy is compliant with the Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, and the Digital Personal Data Protection Act, 2023 (DPDP Act) of India.
For Schools: When a school subscribes to PAIRLMS, the school acts as the Data Fiduciary for student and staff data. PAIRLMS acts as a Data Processor on the school's behalf. Schools are responsible for obtaining appropriate consents from parents, guardians, and staff.
02 · Data We Collect
Information We Collect
Information Provided Directly
- School registration details — name, address, UDISE code, affiliation board, contact details
- Administrator and teacher profiles — name, employee ID, designation, contact details, subject expertise
- Student records — name, date of birth, class, roll number, parent contact details, attendance history
- Financial information — fee structure, payment records (we do not store card numbers; payments are processed via RBI-compliant payment gateways)
- Communication data — messages sent via the Parent Portal, PTM notes, diary entries
Information Collected Automatically
- Device information — IP address, browser type, operating system, device identifiers
- Usage data — pages visited, features used, time spent, click patterns
- GPS/location data — only when GPS Transport Tracking is enabled, limited to bus location data
- Log data — error reports, performance metrics, session data
Information from Third Parties
- Google OAuth data (if the school uses Google SSO for login)
- Payment confirmation from payment gateway partners (Razorpay, PayU)
03 · How We Use Data
How We Use Your Information
- To provide, operate, and maintain the PAIRLMS Platform and all its modules
- To send attendance alerts, fee reminders, diary updates, and timetable notifications to parents
- To generate academic reports, progress cards, and performance analytics for teachers and administrators
- To process fee payments and issue digital receipts
- To provide GPS-based transport tracking to parents in real time
- To improve platform features through aggregated, anonymised usage analytics
- To respond to support requests, complaints, or legal inquiries
- To comply with applicable Indian laws, court orders, or regulatory requirements
We never sell your personal data to third parties. We never use student data for advertising or profiling purposes.
04 · Data Sharing
When We Share Information
We share data only in the following limited circumstances:
- Within the Platform: Teachers see their assigned students' data; parents see their own child's data; administrators see school-wide data based on role permissions.
- Service Providers: Trusted third-party vendors who process data on our behalf (cloud hosting on AWS/Azure India regions, payment gateways, SMS providers) under strict data processing agreements.
- Legal Obligations: When required by law, court order, or government authority under Indian law.
- Business Transfers: In connection with a merger, acquisition, or sale of assets, subject to confidentiality obligations.
05 · Data Retention
How Long We Keep Your Data
- Student academic records are retained for the duration of the school's active subscription plus 3 years after termination, to allow for transcript generation.
- Financial and fee records are retained for 8 years to comply with Indian accounting and GST law.
- Communication logs (diary, PTM notes) are retained for 2 years.
- Usage and log data are retained for 90 days.
Schools may request earlier deletion of specific data by submitting a request to [email protected]. Deletion requests are processed within 30 days.
06 · Your Rights
Your Rights Under Indian Law
Under the DPDP Act, 2023, you (and parents on behalf of their children) have the following rights:
- Right to Access: Request a copy of the personal data we hold about you or your child.
- Right to Correction: Request correction of inaccurate or incomplete data.
- Right to Erasure: Request deletion of your data, subject to legal retention requirements.
- Right to Grievance Redressal: Lodge a complaint with our Data Protection Officer.
- Right to Nominate: Nominate another individual to exercise rights on your behalf.
To exercise these rights, contact our Data Protection Officer at [email protected] or write to us at our registered office address.
07 · Security
How We Protect Your Data
- AES-256 encryption for all data at rest; TLS 1.3 for all data in transit
- ISO 27001 certified data centres located within India
- Role-based access controls with multi-factor authentication for administrators
- Regular third-party penetration testing and security audits
- GDPR-aligned data processing agreements with all sub-processors
08 · Contact
Contact & Grievance Officer
For privacy concerns, data requests, or complaints, contact our Data Protection Officer:
- Name: Grievance Officer, PAIRLMS
- Email: [email protected]
- Phone: +91 1800-123-456 (Mon–Sat, 9 AM – 7 PM IST)
- Address: 4th Floor, Tower B, DLF Cyber Hub, Gurugram, Haryana — 122002, India
We aim to resolve all privacy complaints within 30 days of receipt.