Legal Center

Privacy Policy

How SquareCampus gathers, safeguards, and shares personal data for schools and colleges.

Effective Date: 27 November 2025
Last Updated: 27 November 2025

1. Information We Collect

1.1 Institution Information

We may collect or receive details about the Institution, including:

  • Institution name, type, and registered address;
  • Administrative contacts, emails, and phone numbers;
  • Billing preferences and subscription configurations;
  • Modules, features, and integrations selected by the Institution.

1.2 User Information

We receive, process, or store data about individual users, such as:

  • Names, contact details, roles (student, parent, educator, staff);
  • Authentication records and hashed login credentials;
  • Academic data, attendance, assignments, assessments, and grades;
  • Messages, notifications, and collaboration history generated inside the Service.

1.3 Technical and Usage Data

Automatic information we collect includes:

  • IP address, device, and browser metadata;
  • Pages, modules, and features accessed with timestamps;
  • Diagnostic logs, error events, and performance telemetry;
  • Cookies or tokens used for authentication and session management.

1.4 Sensitive Data and Minors

SquareCampus may process information about minors (students) and data that may be considered sensitive (photographs, health records, disciplinary notes) strictly under the Institution's instructions.

Institutions are responsible for obtaining any necessary parental or guardian permissions before submitting such data through the Service.

2. How We Use the Information

We use the collected data to:

  • Provide, operate, and improve the SquareCampus Service;
  • Authenticate users, maintain sessions, and secure accounts;
  • Generate attendances, reports, notifications, and academic insights;
  • Facilitate communication between teachers, students, and parents;
  • Analyse usage patterns for reliability, performance, and product planning;
  • Comply with legal obligations and respond to lawful requests;
  • Enforce our Terms of Service and detect abuse.

We do not sell personal data to advertisers or unrelated third parties.

3. Legal Basis for Processing

Our processing is typically governed by performance of an agreement with the Institution, consent where appropriate, compliance with legal duties, or legitimate interests that do not override individual rights.

4. Data Sharing and Transfers

We may share data with:

  • Authorised Institution staff as allowed by internal controls;
  • Third-party providers acting on our behalf (cloud, messaging, analytics);
  • Professional advisers bound by confidentiality obligations;
  • Government or law enforcement authorities when required by law.

When personal data leaves India, we implement appropriate safeguards required by applicable law.

5. Data Security

We deploy administrative, technical, and physical measures such as encryption in transit and at rest, role-based access controls, infrastructure hardening, monitoring, backups, and periodic reviews to limit access to authorised personnel only.

No system is 100% secure, but we continually invest in improving our posture and respond quickly to incidents.

6. Data Retention

Data is retained for as long as necessary to provide the Service, meet legal requirements, or resolve disputes. After an Institution’s subscription ends, we may keep backup or audit data for a limited period before securely deleting or anonymising it.

7. Rights of Institutions and Users

Subject to applicable law and our contracts with Institutions, Users may request access, correction, data export, or deletion, subject to legal and contractual limitations.

Most requests should flow through the Institution, which controls user data. We will collaborate with Institutions to fulfil requests when required.

8. Cookies and Similar Technologies

Cookies and similar identifiers support authentication, session persistence, and preference storage. We do not use third-party advertising cookies in the core academic and administrative areas.

9. Children’s Privacy

SquareCampus is provided to Institutions, not directly to children. Institutions are responsible for ensuring compliance with applicable laws and policies regarding minors.

10. Changes to This Policy

We may update this Privacy Policy occasionally. Updated versions will appear here with a new “Last Updated” date, and we may provide additional notices when appropriate.

Continued use after changes means acceptance of the revised policy.

11. Contact Us

If you have questions or requests, contact:

SquareCampus Private Limited
Email: privacy@squarecampus.com
Website: https://squarecampus.com

This Privacy Policy is intended for transparency and does not constitute legal advice. Institutions should consult legal counsel to confirm compliance with applicable privacy laws.