Privacy Policy

1. Introduction

St Dominic Savio School ("the School", "we", "us") is committed to protecting the privacy and personal data of all users of the School Management System ("the System"). This Privacy Policy explains how we collect, use, store, and protect your personal information.

By using the System, you consent to the data practices described in this policy.

2. Information We Collect

The System collects and processes the following categories of personal data:

Data Category	Examples	Purpose
Identity Data	Full name, username, gender, date of birth	Account identification and management
Contact Data	Email address, phone number, physical address	Communication, SMS notifications, password recovery
Academic Data	Examination results, class assignments, grades	Academic record management and reporting
Health Records	Medical conditions, emergency contacts	Student health management and safety
Discipline Records	Disciplinary cases, actions taken, dates	Behavior tracking and parent notification

Additionally, we collect login history and activity logs to help maintain system security.

3. How We Use Your Information

We use your personal information for the following purposes:

Account Management: To create and manage user accounts
Academic Operations: To record, process, and report academic results and performance
Communication: To send important notifications regarding discipline, academics, and account security
Security: To protect the System against unauthorized access and abuse
Compliance: To comply with legal obligations and educational regulations
Support: To provide technical support and resolve issues

4. Information Sharing

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

Internal Access: Authorized school staff with appropriate permissions may access data relevant to their duties
SMS Service Providers: Phone numbers and message content are transmitted to our SMS gateway provider solely for sending notifications
Legal Compliance: When required by law or government authority
Safety: In emergencies where disclosure is necessary to protect the safety of students or staff

                 Access Control: The System ensures that users can only view data appropriate to their role. For example, teachers see their students' data, while administrators have access to school-wide information.
            

5. SMS Notifications

The System sends SMS notifications through a third-party gateway provider. This includes:

Discipline notifications to parents/guardians
Academic result notifications
One-time passwords (OTPs) for password reset requests
Security alerts

                 Password Reset OTP: When you request a password reset, a one-time OTP code is sent to your registered phone number. This code expires after 10 minutes and should never be shared with anyone.
            

6. Data Security

The School implements appropriate measures to protect your personal data, including:

Password Protection: All passwords are securely stored using industry-standard encryption
Access Control: Role-based access ensures users only see what they need to see
Login Security: Accounts are locked after multiple failed login attempts to prevent unauthorized access
Audit Logging: All login attempts and key actions are logged for security purposes

Despite these measures, no system can be 100% secure. If a data breach occurs, affected users will be notified in accordance with applicable laws.

7. Data Retention

Personal data is retained for the following periods:

Student Records: Maintained for the duration of enrollment and archived as required by educational regulations
Activity Logs: Retained for security and audit purposes for a minimum of 12 months
Password Reset Tokens: Automatically expire after 15 minutes
OTP Codes: Expire after 10 minutes
SMS Logs: Retained for delivery verification for 6 months

8. Your Rights

Depending on applicable data protection laws, you may have the following rights regarding your personal data:

Right to Access: Request a copy of the personal data we hold about you
Right to Rectification: Request correction of inaccurate or incomplete data
Right to Object: Object to certain processing of your data
Right to Deletion: Request deletion of your data in certain circumstances

To exercise any of these rights, please contact the School administration office.

9. Cookies

The System uses cookies for authentication and security purposes. These cookies:

Are necessary for logging in and maintaining your session
Do not track your browsing behavior outside the System
Are automatically deleted when you log out or the session expires

A "Remember Me" option is available at login, which keeps you logged in for 30 days. You can revoke this by logging out.

The System does not use third-party advertising or tracking cookies.

10. Children's Privacy

The System manages data about students who may be under the age of 18. This data is collected and processed with the consent of parents/guardians and in accordance with applicable education laws and regulations.

Student data is accessible only to authorized school staff. Parents/guardians may contact the School administration regarding their child's data.

11. Changes to This Policy

The School may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. We encourage you to review this policy periodically.

Significant changes will be communicated through the System or via SMS notification.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact:

School: St Dominic Savio School
Department: System Administration Office
Email: Contact the school administration directly
Phone: Contact the school administration directly

For technical issues related to your account, please report to the system administrator during school hours.

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