Privacy Policy

SkoolBook is a school-management platform built and operated by Ayva Technologies. This policy explains what information we collect through SkoolBook, why we collect it, who can see it, and the choices available to students, parents/guardians, and school staff.

SkoolBook is used by schools (“institutions”) to manage students, staff, and school operations. Your school is the one that enrols students and invites staff onto the platform; Ayva Technologies operates the software those accounts run on. If you have a question about what a specific school does with your data, your school’s administration is usually the right first contact — this policy covers how the platform itself handles data on their behalf.

What we collect

The categories of information SkoolBook processes, depending on your role:

• Account & identity — name, email address, role, and a securely hashed password (we never store your password in plain text).
• Student records — name, date of birth, admission number, section/grade, guardian contact details, attendance, grades and assessment scores, and homework/timetable data.
• Health information — where a school chooses to record it: blood group, allergies, medical conditions, and discipline records. This is sensitive information, visible only to the roles a school configures (typically nurse, admin staff, and the student’s own parent/guardian).
• Well-being check-ins — mood and optional notes a student or parent submits. Risk flags raised from a check-in are visible only to school staff responsible for student welfare, never to other parents or students.
• Financial records — fee invoices, payment and concession status. Payment processing itself is handled by our payment gateway partner, not stored by SkoolBook.
• Communications — notices and circulars a school publishes, and concerns/tickets a parent or student raises with the school.
• Location data (transport only) — if a school uses SkoolBook’s bus-tracking feature, the vehicle’s GPS position is recorded to show route progress. This tracks the vehicle, not an individual student’s device.
• AI Study Tutor conversations — questions a student asks and the assistant’s replies, stored so a student can resume a past session.
• Technical information — standard device and log information (IP address, app version, timestamps) collected automatically to keep the service secure and reliable.

Children’s data

SkoolBook is used to manage records for students who are minors. A student’s enrolment record is created by their school, which obtains the necessary parental or guardian consent as part of admission. A parent/guardian account is linked to their own child’s record and can only see information relating to their own ward — never other students. We do not knowingly permit a child to independently create an account without a school or guardian relationship in place.

Why we process this information

We process this information to provide the core service a school has engaged SkoolBook to deliver: enrolling and managing students, recording attendance and academic progress, billing fees, communicating with families, and supporting student welfare and safety. Where a school enables an optional feature (AI Tutor, transport tracking, well-being check-ins), the related data is processed only for that feature’s stated purpose.

Who can see your information

Access is scoped by role and by school. A parent sees only their own child’s records; a teacher sees only the sections they are assigned to; a school administrator sees data for their own school only, never another school’s data on the same platform. Ayva Technologies staff do not access individual student or family records except where necessary to provide technical support, investigate a reported issue, or comply with a legal obligation.

Storage, location & security

Data is hosted in India. Access to SkoolBook is protected by authenticated sign-in and role-based access controls enforced at the database level, so a request can only ever return the data that specific account is entitled to see. All traffic between your device and SkoolBook is encrypted in transit (HTTPS/TLS). We continue to invest in strengthening these protections as the platform grows.

Sharing your information

We do not sell your personal information. We share information only with:

• your own school, which owns the records for its students and staff;
• service providers who help us operate SkoolBook — for example, our cloud hosting provider, payment gateway for fee collection, and messaging providers used to deliver notices by email/SMS/WhatsApp — each bound to use the data only to provide that service;
• authorities, where required by Indian law.

How long we keep information

We retain records for as long as a student or staff member is active at a school, and afterwards for as long as the school’s own record-keeping obligations require, or until a deletion request is honoured under applicable law.

Your rights

Under India’s Digital Personal Data Protection Act, you can request access to, correction of, or erasure of your personal data. For a student’s record, this request should typically go through the parent/guardian and the school administration, who can also reach us directly. You can contact us using the details below at any time.

Changes to this policy

We may update this policy as SkoolBook evolves. We will update the date at the top of this page whenever we do, and for material changes we will notify schools through the platform.

Contact us

Ayva Technologies
10-3-789/8, 235/2 Rt, Behind Post Office, Vijaya Nagar Colony, Asifnagar, Hyderabad – 500001
GSTIN: 36ACOFA4730B1ZO
Email: privacy@skoolbook.in