Shanti Devi Memorial Public School, shahdol

1 Scope & Applicability

This policy applies to all users of the Shanti Devi Memorial Public School, shahdol ERP system, including:

• Students and their parents / legal guardians
• Teaching and non-teaching staff members
• School administrators and management personnel
• Any visitor accessing sdmpschool.org

This policy covers all services offered through the ERP platform, including the fee payment gateway, student portal, attendance system, result management, and communication modules.

2 Information We Collect

We collect the following categories of personal information:

Student & Guardian Information

• Full name, date of birth, gender, and photograph
• Admission number, class, section, and roll number
• Parent / guardian names, relationship, and contact details
• Residential address and emergency contact information
• Academic records, attendance, examination results, and progress reports

Financial Information (Payment Gateway)

• Fee payment details, transaction IDs, and payment history
• Bank/UPI/card identifiers processed securely via our payment gateway provider
• Note: We do not store full card numbers or CVV details on our servers.

Technical Information

• IP address, browser type, and device information
• Login timestamps and session activity logs
• Cookies used to maintain your session on the ERP portal

3 How We Use Your Information

The information collected is used solely for legitimate educational and administrative purposes:

• Managing student admissions, records, and academic progress
• Processing fee payments and generating digital receipts
• Sending notifications, circulars, and academic updates to parents
• Generating attendance and performance reports for students and staff
• Ensuring the security and integrity of our ERP platform
• Complying with government regulations and statutory requirements
• Communicating school events, examinations, and important announcements

4 ERP Platform & Incrypt Infosoft

Our ERP system is developed and maintained by Incrypt Infosoft. As our technology service provider, Incrypt Infosoft processes data on behalf of Gomti Nandan Public School in accordance with a data processing agreement. They are bound to:

• Process data only as instructed by the school
• Maintain appropriate technical and organisational security measures
• Not use school or student data for any independent purpose
• Assist in fulfilling data subject rights requests

5 Payment Gateway & Financial Data

Online fee payments made through our ERP portal are processed via a third-party payment gateway integrated into sdmpschool.org. Please note:

• Payment transactions are encrypted end-to-end using industry-standard SSL technology
• Card and banking details are processed directly by the payment gateway provider and are not stored on school servers
• Transaction records (amounts, dates, receipt numbers) are retained for accounting and audit purposes
• In case of payment disputes, transaction IDs are shared with the gateway provider to resolve issues

6 Data Sharing & Disclosure

We may share your information only in the following limited circumstances:

• Government & Regulatory Bodies: As required by law (e.g., CBSE/MP Board, RTE compliance, RTI requests)
• Service Providers: Incrypt Infosoft (ERP) and the payment gateway provider, solely for operational purposes
• Legal Obligations: When required by a valid court order or law enforcement request
• Safety: When disclosure is necessary to protect the safety of students, staff, or the public

All third-party service providers are contractually obligated to maintain the confidentiality and security of your data.

7 Data Retention

We retain personal data for as long as necessary to fulfil the purposes described in this policy:

• Student academic records are retained for a minimum of 10 years after leaving the school, as required by educational regulations
• Financial and payment records are retained for 7 years for audit and legal compliance
• Staff records are retained for the duration of employment plus 5 years
• Login and system logs are retained for up to 12 months

Upon expiry of the retention period, data is securely deleted or anonymised.

8 Data Security

We take the protection of your personal information seriously. Security measures include:

• SSL/TLS encryption for all data transmitted through the ERP portal
• Password hashing and secure authentication mechanisms
• Role-based access control — staff and parents see only data relevant to their role
• Regular security assessments by Incrypt Infosoft
• Physical security measures at the school's administrative offices

9 Cookies & Tracking

The ERP portal at sdmpschool.org uses session cookies to:

• Keep you logged in during your session
• Remember your preferences within the portal
• Ensure secure navigation between portal pages

We do not use cookies for advertising or cross-site tracking. You may disable cookies in your browser settings, but this may affect the functionality of the ERP portal.

10 Your Rights

As a user of our ERP system, you have the right to:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of data no longer required (subject to legal retention obligations)
• Objection: Object to processing of your data in specific circumstances
• Portability: Receive your data in a structured, commonly used format

To exercise any of these rights, please contact the school administration using the contact details provided below.

11 Children's Privacy

As a school, we necessarily collect data of minors (students under 18 years of age). All such data is collected only with the consent of parents or legal guardians at the time of admission. We:

• Collect only the minimum information required for educational purposes
• Do not allow minors to independently register or create accounts on the portal
• Never use student data for advertising or profiling
• Notify parents/guardians of any significant change in how student data is handled

12 Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. When we do:

• The "Last Updated" date at the top of this page will be revised
• Significant changes will be communicated via the ERP portal notice board or email
• Continued use of the portal after changes constitutes acceptance of the updated policy

We encourage you to review this policy periodically.

13 Contact Us

For any questions, concerns, or requests regarding this Privacy Policy or your personal data, please reach out to us: