Privacy Policy

1. Introduction

New Vindhya Niketan Vidhyalaya (operated by Ritika Shiksha Samiti) ("we," "our," "us," or "the School") is committed to protecting the privacy and security of personal information of our students, parents, and visitors. This Privacy Policy explains how we collect, use, disclose, store, and safeguard your information when you:

• Visit our website (https://newvindhyaniketan.in)
• Use our admin portal and digital services
• Communicate with us via WhatsApp, SMS, Email, or Phone
• Enroll your child or interact with our school

By using our services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Student Information

We collect and maintain the following information about students:

• Personal Details: Full name, date of birth, gender, blood group, photograph, Aadhar number (if provided)
• Academic Information: Class, section, roll number, admission number, admission date, academic year, academic performance
• Contact Information: Residential address, city, state, PIN code
• Health Information: Medical conditions, allergies, emergency medical information (if provided)

2.2 Parent/Guardian Information

• Father's Details: Name, phone number, email address, occupation (if provided)
• Mother's Details: Name, phone number, email address, occupation (if provided)
• Guardian Details: Name, relationship, contact information (if applicable)

2.3 Communication Data

• WhatsApp messages and phone numbers
• Email correspondence
• SMS communications
• Phone call records (for administrative purposes)
• Website contact form submissions

2.4 Technical Information

• IP address and browser type (when visiting our website)
• Device information and operating system
• Usage data and analytics (via Google Analytics, if applicable)
• Cookies and similar tracking technologies

2.5 Financial Information

• Fee payment records
• Transaction IDs and payment methods (processed securely through third-party payment gateways)

3. How We Use Your Information

We use the collected information for the following purposes:

3.1 Educational Services

• Processing student admissions and maintaining enrollment records
• Managing academic records, attendance, and performance
• Generating student ID cards and certificates
• Organizing classes, examinations, and academic activities

3.2 Communication

• Sending attendance notifications and absence alerts
• Sharing academic progress reports and exam results
• Communicating fee reminders and payment confirmations
• Notifying about school events, holidays, and important announcements
• Responding to inquiries and providing customer support
• Sending emergency notifications and safety alerts

3.3 WhatsApp Communication

We use WhatsApp Business API (provided by Meta Platforms, Inc.) to:

• Send automated attendance updates
• Share important school announcements
• Provide fee payment reminders
• Respond to parent inquiries
• Send event notifications and updates

Note: We only send WhatsApp messages to phone numbers that have been provided to us with consent. You can opt-out of WhatsApp communications at any time by contacting us.

3.4 Administrative Purposes

• Maintaining student and parent databases
• Generating reports for internal management
• Ensuring compliance with educational regulations
• Improving our services and website functionality

3.5 Safety and Security

• Ensuring student safety on school premises
• Emergency contact and medical response
• Preventing fraud and unauthorized access

4. Legal Basis for Processing (GDPR Compliance)

We process personal data based on the following legal grounds:

• Consent: You have given explicit consent for us to process your data for specific purposes (e.g., WhatsApp communications)
• Contract: Processing is necessary for the performance of a contract (enrollment agreement)
• Legal Obligation: We must process data to comply with legal requirements (e.g., maintaining student records)
• Legitimate Interests: Processing is necessary for our legitimate interests (e.g., improving educational services)

5. How We Share Your Information

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

5.1 Third-Party Service Providers

We share data with trusted third-party service providers who assist us in operating our services:

• WhatsApp/Meta Platforms: For sending messages via WhatsApp Business API
• Google Firebase: For database storage and authentication
• Payment Gateways (e.g., Razorpay): For processing fee payments securely
• SMS Providers: For sending SMS notifications
• Email Service Providers: For sending email communications

These service providers are contractually obligated to protect your data and use it only for the purposes we specify.

5.2 Legal Requirements

We may disclose your information if required by law or in response to:

• Court orders or legal processes
• Government or regulatory authorities
• Law enforcement agencies
• Protection of our rights, property, or safety

5.3 Educational Authorities

We may share student information with:

• Madhya Pradesh Board of Secondary Education (MP Board)
• District Education Office
• Other educational authorities as required for regulatory compliance

5.4 Emergency Situations

In case of medical emergencies or safety concerns, we may share relevant information with:

• Medical professionals and hospitals
• Emergency services
• Parents/guardians

6. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction:

• Encryption: Data transmission is encrypted using SSL/TLS protocols
• Access Controls: Limited access to personal data on a need-to-know basis
• Secure Storage: Data is stored on secure servers with regular backups
• Authentication: Multi-factor authentication for admin portal access
• Regular Audits: Periodic security assessments and updates
• Staff Training: Regular training on data protection and privacy

Note: While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law:

• Active Students: Data is retained throughout the student's enrollment period
• Alumni: Academic records are retained for a minimum of 10 years after graduation/leaving
• Admission Inquiries: Data is retained for 2 years or until consent is withdrawn
• Financial Records: Retained for 7 years as per legal requirements
• Communication Logs: Retained for 1 year for administrative purposes

After the retention period, personal data will be securely deleted or anonymized.

8. Your Rights and Choices

You have the following rights regarding your personal information:

8.1 Right to Access

You have the right to request a copy of the personal information we hold about you or your child.

8.2 Right to Rectification

You can request correction of inaccurate or incomplete personal information.

8.3 Right to Erasure

You can request deletion of your personal data, subject to legal and regulatory requirements.

8.4 Right to Restrict Processing

You can request restriction of processing your personal data in certain circumstances.

8.5 Right to Data Portability

You can request transfer of your data to another organization in a structured, commonly used format.

8.6 Right to Object

You can object to processing of your personal data for certain purposes (e.g., marketing communications).

8.7 Right to Withdraw Consent

You can withdraw your consent for WhatsApp communications or other optional services at any time.

8.8 How to Exercise Your Rights

To exercise any of these rights, please contact us using the details provided in Section 13.

9. Children's Privacy

Our services are designed for educational purposes and involve the collection of information about minors (students under 18 years of age). We collect and process children's data only with parental consent and for legitimate educational purposes. Parents/guardians have the right to:

• Review their child's personal information
• Request correction or deletion of their child's data
• Refuse further collection or use of their child's information

We do not knowingly collect personal information from children for marketing purposes.

10. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance user experience:

• Essential Cookies: Required for website functionality
• Analytics Cookies: Help us understand how visitors use our website (Google Analytics)
• Preference Cookies: Remember your language preferences and settings

You can control cookies through your browser settings. However, disabling cookies may affect website functionality.

11. Third-Party Links

Our website may contain links to third-party websites (e.g., educational resources, payment gateways). We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:

• Posting the updated policy on our website with a new "Last Updated" date
• Sending a notification via email or WhatsApp (for significant changes)

Your continued use of our services after changes constitutes acceptance of the updated Privacy Policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

New Vindhya Niketan Vidhyalaya
Operated by: Ritika Shiksha Samiti

Address:
Kolar Dem Veerpur, Tehsil Ichhawar
District Sehore, Madhya Pradesh - 466111
India

Phone: +91-9098931314
Email: info@newvindhyaniketan.in
Website: https://newvindhyaniketan.in

Data Protection Officer: Principal, New Vindhya Niketan Vidhyalaya
Response Time: We will respond to your inquiries within 7 business days.

14. Governing Law

This Privacy Policy is governed by the laws of India, including:

• The Information Technology Act, 2000
• The Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011
• The Right to Education Act, 2009

Any disputes arising from this Privacy Policy shall be subject to the exclusive jurisdiction of the courts in Sehore, Madhya Pradesh, India.

15. Consent

By enrolling your child, using our website, or communicating with us, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy.

For WhatsApp communications specifically, we will obtain your explicit opt-in consent before sending messages.