Privacy Policy

Interpretation and Definitions

Company

("We," "Us," "Our") refers to Campus Final.

Institution / School

refers to the educational institution — school, college, or university — that has subscribed to the Service and enrolled its administrators, teachers, students, and parents as Users.

Account

means a unique login created for an administrator, teacher, parent, or student to access the Service.

Student Data

means any information relating to a student, including but not limited to admission details, attendance records, academic performance, examination results, disciplinary records, fee and payment history, and any photographs or documents submitted as part of enrolment.

Parent/Guardian Data

means information relating to a parent or legal guardian of a student, including contact details, communication history, and payment information.

Personal Data

means any information that relates to an identified or identifiable individual, whether a student, parent, teacher, or administrator.

Service

refers to the Campus Final website, software platform, and mobile applications.

Service Provider

means any third party engaged by the Company to process data on Our behalf — for example, cloud hosting providers, payment gateways, or SMS/communication providers.

You

means the individual using the Service — an administrator, teacher, parent, guardian, or student (where applicable).

Who This Policy Applies To

Campus Final is primarily engaged by educational institutions, which act as the Data Controller for the Student Data and Parent/Guardian Data entered into the Service. Campus Final acts as a Data Processor, processing that data solely on the instructions of, and under agreement with, the subscribing Institution.

This means:

• The Institution is responsible for obtaining any consents required from parents, guardians, or students before entering their data into the Service.
• Campus Final processes this data only to provide, maintain, and support the Service for the Institution — not for its own independent purposes, except as described in this Policy (such as improving the Service or as required by law).
• Requests to access, correct, or delete Student Data should generally be directed to the Institution first, who may then coordinate with Us.

Information We Collect

Account & Contact Information

When an Institution, administrator, teacher, or parent registers on the Service, We may collect:

• Name, email address, and phone number
• Role (e.g., Principal, Teacher, Parent, Institute Admin)
• Institution name and address

Student Data

On behalf of the subscribing Institution, We may process:

• Admission and enrollment details
• Attendance records
• Academic performance, exam results, and report cards
• Fee and payment history
• Photographs submitted for identification purposes (e.g., ID cards)
• Biometric attendance data, only if the Institution has enabled this feature and has obtained appropriate consent.

Communication Data

Messages, notifications, and alerts sent through the Service between teachers, parents, and administrators.

Payment Data

When fees are paid through the Service, payment details are processed via secure third-party payment gateways. Campus Final does not store complete card or bank account numbers on its own servers.

Usage & Device Data

When You access the Service, We may automatically collect:

• IP address, browser type and version
• Device type, operating system, and unique device identifiers
• Pages visited, time spent, and general usage patterns
• Diagnostic and crash data, to help Us maintain and improve the Service

How We Use Your Information?

We use the information collected to:

• Provide and maintain the Service, including attendance tracking, fee management, examination records, and communication tools.
• Enable communication between the Institution, teachers, parents, and students through notifications and alerts.
• Process fee payments securely through integrated payment gateways.
• Generate reports such as report cards, fee receipts, and attendance summaries for the Institution's use.
• Provide customer support and respond to queries from Institutions and Users.
• Maintain security, detect fraud, and prevent unauthorized access to Accounts.
• Improve the Service through aggregated, anonymized usage analysis.
• Comply with legal obligations, including recordkeeping requirements applicable to educational institutions.

We do not sell Student Data or Parent/Guardian Data to third parties, and we do not use Student Data for targeted advertising.

Tracking Technologies and Cookies

We use cookies and similar tracking technologies on our website to improve functionality and understand how the Service is used.

• Essential Cookies — required for login authentication and core functionality of the Service.
• Functionality Cookies — remember preferences such as language or display settings.
• Analytics Cookies — help us understand usage patterns to improve the Service. These are used only with your consent where required by law.

You can control or disable cookies through your browser settings, though some features of the Service may not function properly without them.

Disclosure of Information

We may share information in the following situations:

• With the subscribing Institution — all data entered is accessible to the relevant Institution's authorized administrators and staff, as intended by the Service.
• With Service Providers — such as cloud hosting providers, SMS/WhatsApp communication providers, and payment gateways, solely to operate the Service. These providers are contractually bound to protect your data and use it only for the purposes we specify.
• For legal reasons — if required by law, court order, or valid request from a government or regulatory authority.
• For business transfers — in the event of a merger, acquisition, or sale of assets, with notice provided in advance where Personal Data is involved.
• With Your consent — for any purpose not covered above, with explicit consent from the relevant party (Institution, parent, or User).

We do not disclose Student Data to any third party for marketing or promotional purposes.

Data Retention

We retain Personal Data only for as long as necessary to provide the Service and fulfill the purposes outlined in this Policy.

• Active accounts: Data is retained for the duration of the Institution's subscription.
• After subscription ends: Institution and Student Data is retained for up to 90 days to allow for data export or transition, after which it is securely deleted or anonymized, unless a longer period is required by law or requested by the Institution.
• Support and communication records: Retained for up to 24 months for quality and training purposes.
• Backup systems: Encrypted backups may retain data for a limited additional period as part of routine backup cycles.

Institutions may request earlier deletion of specific records, subject to any legal recordkeeping obligations applicable to educational institutions.

Data Security

We take the security of Student Data and Personal Data seriously and apply reasonable technical and organizational measures, including:

• Encrypted data transmission (SSL/TLS)
• Role-based access controls, so only authorized users can view specific data
• Regular security monitoring and access logging
• Secure, access-controlled cloud infrastructure

While we work to protect Your information, no method of transmission over the internet or electronic storage is 100% secure, and We cannot guarantee absolute security.

Transfer of Data

Your information may be processed on servers located within India or, where applicable, in other jurisdictions where our hosting or Service Providers operate. Where data is transferred outside India, We take steps to ensure it remains protected in accordance with applicable data protection laws.

Children's and Students' Privacy

We recognize that a significant portion of the data processed through the Service relates to students who are minors.

• Student Data is collected and entered into the Service by the subscribing Institution, not directly from the child, and it is the Institution's responsibility to ensure appropriate parental or guardian consent has been obtained in accordance with applicable law, including India's Digital Personal Data Protection Act, 2023.
• We do not knowingly collect Personal Data directly from a student for any purpose outside the intended function of the Service (e.g., academic records, attendance, fee management).
• Parents and guardians may contact their child's Institution, or Us directly, to request access to, correction of, or deletion of their child's data, subject to the Institution's policies and applicable law.
• If We become aware that student data has been collected or processed without appropriate consent, We will work with the Institution to remove or rectify it promptly.

Your Rights

Depending on applicable law, including the Digital Personal Data Protection Act, 2023 (India), You may have the right to:

• Access the Personal Data We hold about you (or, for parents/guardians, about their child, subject to Institution policy).
• Correct inaccurate or incomplete data.
• Request deletion of Personal Data, subject to legal or contractual retention requirements.
• Withdraw consent where processing is based on consent.
• Raise a grievance regarding how your data has been handled.

Requests relating to Student Data should generally be routed through the relevant Institution, who can coordinate with us to full-fill the request.

Links to Other Websites

The Service may contain links to third-party websites or services not operated by Us. We are not responsible for the content, privacy policies, or practices of any third-party sites, and we encourage You to review their policies independently.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email to registered Institutions and/or a prominent notice on the Service prior to the change taking effect. The "Last updated" date at the top of this Policy will reflect the most recent revision.

Contact Us

If you have questions about this Privacy Policy or how Your data is handled, please contact us: