Terms and Conditions and Data Policy

Part A: Terms and Conditions

Please read these terms before you use schoolapp.tech. They are an agreement between your school and us.

1. About these terms

1.1 These Terms and Conditions (the "Terms") apply when a school, or a person acting for a school, signs in to, uses or pays for schoolapp.tech. "We", "us" and "our" mean DMSync Infotech, which runs schoolapp.tech. "You" and "the school" mean the school, institution or organisation that uses schoolapp.tech.

1.2 By asking for a demo, creating or receiving a login, using schoolapp.tech or paying for it, you accept these Terms and the Data Policy in Part B. If you do not accept them, please do not use schoolapp.tech.

1.3 The person who accepts these Terms for a school confirms that they are allowed to bind the school (for example the owner, principal, trustee or an authorised manager).

1.4 A written quotation, order form or agreement signed with us can add to or change these Terms for that school. If they conflict, the signed document wins for that point.

2. Words we use

• schoolapp.tech, the Service: the school management software, website, mobile and application programming interfaces (APIs), reports and related support we provide.
• School Data: everything the school and its users put into schoolapp.tech or collect through it, such as records of students, parents, staff, fees, attendance, exams, transport, hostel, library, enquiries and leave.
• Users: the people the school lets use schoolapp.tech: administrators, sub admins, staff, teachers, students and others the school gives a login to.
• Plan: the set of modules, limits (for example number of students or staff logins) and price the school has agreed to.
• Third-party services: services run by others that schoolapp.tech works with, such as payment gateways, WhatsApp, SMS and email providers, map services, biometric machines and GPS devices.
• Personal data: any data about an identifiable person.

3. The service

3.1 We give the school a right to use schoolapp.tech, for its own school operations, for as long as these Terms apply and the school keeps to them. The right is not exclusive and cannot be transferred.

3.2 Which modules the school can use depends on its Plan. Modules include students, fees, attendance, homework, notices, exams, timetable, transport, scholarships and schemes, hostel, library, staff and payroll, accounts, GPS tracking, biometric attendance, mobile app attendance, online payments, WhatsApp, SMS and email messages.

3.3 We keep improving schoolapp.tech. We may add, change or remove features. If we remove a feature that the school pays for, we will give reasonable notice and a fair alternative or a fair refund for the unused part.

3.4 We may do maintenance that makes schoolapp.tech unavailable for a short time. We try to do it at quiet hours and, where we can, to tell the school beforehand.

3.5 schoolapp.tech helps the school keep records and do calculations (for example fee balances, attendance counts, salary slips and report cards). The school remains responsible for checking that the records and results are right before it relies on them, and for its legal duties as a school and employer.

4. Your account and logins

4.1 The school decides who gets a login and what each person may see and do (role-wise access). The school must give access only to people who need it for their work, and take it away when they leave or change work.

4.2 Each login belongs to one person. Users must not share passwords. Passwords must be kept secret. If a password may be known to someone else, it must be changed at once.

4.3 The school is responsible for everything done through its logins, including by its staff, sub admins and students, unless it was caused by our mistake.

4.4 When the school sets a password for someone (for example a student, a staff member, a driver or a helper), that person must choose their own password at first sign in. The password shown to the school at that moment is shown once only.

4.5 We may use security checks such as limits on sign in tries, signing a user out of their devices, and blocking suspicious use.

4.6 Our support staff may, to help the school, open the school's account as an administrator. Every such access is recorded. We do this only to give support, to keep the Service safe, or when the law requires.

4.7 The school must tell us at once if it learns of any unauthorised use of its account.

5. Plans, charges and payment

5.1 The charges for schoolapp.tech depend on the Plan, for example the modules chosen and the number of students. They are stated in the quotation, order form or invoice we give the school. Amounts are in Indian rupees unless the document says otherwise.

5.2 The charge for a Plan is the price per student of the Plan multiplied by the number of students, plus, where the Plan has a price for staff logins, that price multiplied by the number of staff logins, plus GST at the rate in force (now 18%). The numbers are the school's active students and active logins on the day the invoice is made, or the numbers we have agreed with the school. Both are shown on the invoice. Other taxes are added where the law requires. The school gives us correct billing details (including GSTIN, if any).

5.3 A Plan is billed yearly, or monthly where the Plan has a monthly price, as agreed with the school. A yearly Plan is paid for the whole year in advance; a monthly Plan is paid for each month in advance and carries on from month to month until it is cancelled. Charges are payable in advance for the period on the invoice, by the method on the invoice, by its due date. Charges for messages (WhatsApp, SMS, email) or other usage that is billed by use are billed as stated in the Plan.

5.4 Plan limits (for example the number of active students or staff logins, and the modules switched on) are applied by the system. If the school needs more, it must change its Plan.

5.5 Payments to schoolapp.tech are made online through a payment gateway we use (Razorpay, Cashfree or PayU), by UPI, card, net banking or wallet where the gateway offers it, or by bank transfer when we agree. A payment counts only when the gateway confirms it, and then the school's subscription is extended for the period on the invoice. We do not see or keep card, UPI or bank login details.

5.6 If a payment is late, we may remind the school, then limit or suspend the Service after reasonable notice (see section 15). The records stay safe during a suspension for non-payment, and the school can still download its data.

5.6 We may change prices or Plans for a future period by giving at least 30 days' notice. The change will not apply to a period already paid.

5.7 Refunds of what the school pays us are governed by our Refund Policy.

6. Free demo and trial

6.1 A free demo or trial is given to let a school try schoolapp.tech. It has no charge. We may limit its features, number of students or length of time. We may end a trial at any time if it is misused.

6.2 Data a school enters in a trial may be kept for it if the school buys a Plan. If it does not, section 15 applies to the data.

7. What the school must do

7.1 True and lawful data. The school must give correct information, and must have the right to collect, use and put in schoolapp.tech all the School Data, including personal data of children, parents and staff.

7.2 Consent and notice. The school must give the notices and obtain the consents the law requires for the data it collects. For a child (a person under 18), this includes the consent of a parent or lawful guardian, as the law requires, before using the child's personal data in ways that need it. The school must not use schoolapp.tech for tracking, behavioural monitoring or advertising aimed at children.

7.3 Sensitive data. The school must collect an Aadhaar number, caste, category, religion, health or other sensitive detail only when it is needed and allowed by law, and must give such details only to users who need to see them. Where the law restricts how an Aadhaar number may be collected or shown, the school must follow it.

7.4 Staff and location. If the school uses staff attendance by phone, biometric machines, or GPS on buses or drivers' phones, it must tell the staff, drivers and others concerned, and must use the information only for the purpose of the school's work.

7.5 Messages. The school is responsible for the content of messages it sends to parents, students and staff, for having a lawful reason to send them, for the sender registrations, templates and permissions that telecom and messaging rules require (for example for SMS and WhatsApp), and for stopping messages to a person who asks to stop.

7.6 Own accounts with third parties. The school must keep to the terms of the third-party services it connects, such as its own payment gateway account, WhatsApp number, SMS or email service, and keep their keys secret.

7.7 Checking. The school must check receipts, fee balances, salary slips, attendance and reports, and tell us quickly if something looks wrong.

7.8 Records the law requires. The school must keep any record the law requires it to keep (such as accounts, fee receipts, and staff records) and must not rely on schoolapp.tech as its only copy. It should download backups regularly (see section 13).

8. Acceptable use

The school and its users must not:

• break any law, or help someone else do so, or infringe anyone's rights;
• enter or send false, misleading, abusive, obscene, defamatory or hateful content, or spam;
• try to see data of another school, or reach parts of schoolapp.tech they are not allowed to use;
• test, scan or probe the Service for weaknesses, or try to get round limits, role-wise access, or security, without our written permission;
• copy, resell, sub-license, rent, or offer schoolapp.tech to other schools or third parties, unless we have agreed in writing;
• take apart, decompile, or reverse engineer the software, or copy its design, except as the law allows;
• send harmful code, overload the Service, or use automated tools to take data out of it in bulk (other than the exports and APIs we provide);
• pretend to be another person or school;
• use schoolapp.tech to collect data from children for advertising or profiling.

9. Fees collected from parents

9.1 schoolapp.tech records the fees a school bills and collects. When the school switches on online payment, the parent pays through the school's own payment gateway account (for example Razorpay), and the money goes to the school's account, not to us.

9.2 We are not a bank, payment aggregator or payment gateway, and we do not hold, receive, or settle the school's fee money. The agreement for payments is between the school and its gateway, and between the parent and the school.

9.3 schoolapp.tech creates a receipt only when it can confirm the payment with the gateway's signed proof. If the proof cannot be confirmed, or the dues changed before the payment came, the payment is kept in a record for the school to look at, and the school must refund or adjust it with the parent through its gateway.

9.4 The school decides its own fee amounts, discounts, late fees, scholarships and refund rules, and is responsible for dealing with parents' disputes, chargebacks and refunds.

9.5 We are not responsible for delays, failures, charges or limits of the gateway, a bank or a card network.

10. Messages and third-party services

10.1 schoolapp.tech can send WhatsApp, SMS, email and app notifications, show maps, work with GPS devices and biometric machines, and connect to payment gateways. These are run by others. They have their own terms, prices, limits and risks.

10.2 We do not control third-party services. We do not promise that a message will be delivered, read, or delivered on time, or that a map, device or gateway will always work.

10.3 Message quotas, sender settings and message costs depend on the Plan and on the provider. If the school uses its own WhatsApp number, SMS or email service, the provider's charges and rules apply to the school.

10.4 When the school connects a third-party service, it allows schoolapp.tech to send that service the data needed to do the job (for example a phone number and a message text to a messaging provider).

11. Mobile app, API and devices

11.1 Mobile apps and the API connect to schoolapp.tech with signed-in sessions. A session may be ended by the user, the school, or us, for example after many tries or on a security reason. The number of devices a person can sign in on at once may be limited.

11.2 GPS and biometric devices and driver apps connect with a secret key for the school. The school must keep these keys secret and ask us to change them if they may be known to others.

11.3 Phones, devices and network connections are the school's own. The school is responsible for them, including keeping them charged, connected and updated.

12. Ownership of data and software

12.1 The school's data. The school owns its School Data. We do not claim ownership of it. The school gives us a limited right to store, process, copy, back up and show the School Data only as needed to run schoolapp.tech for the school, to keep it safe, to give support, and as the law requires.

12.2 Our software. schoolapp.tech, its design, code, texts, logos and documents belong to us or our licensors. These Terms do not give the school any ownership of them. The schoolapp.tech name and logo may not be used without our written permission.

12.3 Feedback. If the school gives us ideas or suggestions, we may use them to improve schoolapp.tech without paying for them.

12.4 Statistics. We may use totals and statistics that do not identify any school, person or child, to run and improve the Service.

13. Backups and exports

13.1 We take reasonable steps to keep copies of the Service's data so that it can be recovered after a fault. We cannot promise that every record can be recovered after every kind of failure.

13.2 The school can download a copy of its records (a zip of CSV files, and reports as Excel, CSV and PDF) from schoolapp.tech. The school should do this regularly and keep the copy safe, because it holds names and phone numbers. Passwords and Aadhaar numbers are not included in the backup file.

14. Availability and support

14.1 We work to keep schoolapp.tech available, but we do not promise that it will always work without a break or fault.

14.2 Support is given through the Support page inside schoolapp.tech and through the contact details on this website, in the working hours we state there. We do not promise a particular response time unless the Plan says so.

15. Suspension and ending

15.1 By the school. The school may stop using schoolapp.tech at any time. To stop being charged for a future period it must tell us before that period starts (see the Refund Policy).

15.2 By us. We may suspend or end the Service, with notice where reasonable, if the school (a) does not pay on time, (b) breaks these Terms in a serious way, (c) uses schoolapp.tech in a way that harms others or the Service, (d) is required by law or a government or court order, or (e) gives us false information. If the problem can be fixed, we will ask the school to fix it first.

15.3 Data after ending. After the Service ends, the school can download its data for 90 days. After that, we delete the school's data from the live system, and from backups within a further 30 days, except where we must keep something by law or for a legal claim, or to keep a record of the school's acceptance and payments. The school may ask us in writing to delete earlier.

15.4 Sections that by their nature should continue (for example ownership, liability, indemnity, confidentiality, law and disputes) continue after the Terms end.

16. No other promises

16.1 We give schoolapp.tech "as it is" and "as available", with the care of a good software provider. To the fullest extent the law allows, we do not give any other promise, whether stated or implied, such as that it will be free of errors, interruptions or harmful code, that it will meet every need of the school, or that it will suit a particular purpose.

16.2 Nothing in these Terms takes away rights that the school has by law and that cannot be taken away.

17. Limit of our responsibility

17.1 To the fullest extent the law allows, we are not responsible for indirect or consequential loss, or for loss of profit, goodwill, savings, or data that is caused by something other than our own serious fault.

17.2 To the fullest extent the law allows, our total responsibility to the school for all claims about the Service in any 12 months is limited to the amount the school paid us for the Service in the 12 months before the event that led to the claim.

17.3 We are not responsible for loss caused by the school's own mistakes, wrong data, shared passwords, third-party services, devices, networks, or events in section 20.

17.4 Nothing in these Terms limits responsibility that cannot be limited by law, such as for fraud, or for death or personal injury caused by negligence.

18. If a claim is made against us

The school will protect us against losses, costs and claims (including reasonable legal fees) made by a third party because of School Data the school had no right to use, the school's misuse of schoolapp.tech, the school's breach of these Terms, or the school's breach of a law. We will tell the school promptly of such a claim and let it help deal with it.

19. Confidentiality

Each side will keep the other's confidential information (for example School Data, prices, and non-public technical details) secret, use it only for these Terms, and share it only with people who need it and are bound to keep it secret. This does not cover information that is public, that the receiver already had or got lawfully elsewhere, or that must be shown by law or by order of a court or authority.

20. Events beyond our control

Neither side is responsible for a delay or failure caused by something beyond its reasonable control, such as natural disaster, fire, flood, war, strike, power or internet failure, failure of a telecom, cloud, hosting or payment provider, government order, or a cyber attack that could not reasonably have been stopped. This does not excuse a payment already due.

21. Changes to these terms

We may change these Terms, for example for new features or new laws. We will show the new Terms on this page with a new "last updated" date, and tell the school by email or inside schoolapp.tech at least 15 days before a change that reduces the school's rights or increases its duties, unless a law or an urgent security need requires faster action. If the school keeps using schoolapp.tech after the change starts, it accepts the new Terms. If the school does not accept a change, it may stop using schoolapp.tech (see section 15).

22. Notices

22.1 We may give notices by email, by a message inside schoolapp.tech, or by post to the contact details the school gave us. The school must keep its contact details up to date.

22.2 The school may give us notice through the contact details on our Contact page.

22.3 These Terms and notices are electronic records under the Information Technology Act, 2000 and need no signature to be valid.

23. Law and disputes

23.1 These Terms are governed by the laws of India.

23.2 If there is a dispute, both sides will first try to settle it by talking in good faith for at least 30 days after one side writes to the other about it.

23.3 If it is not settled, the courts where our registered office is , India, have the sole right to decide it, unless a signed agreement with the school says otherwise.

24. General

• Whole agreement. These Terms, the Data Policy, the Refund Policy, and any signed order form are the whole agreement about schoolapp.tech. They replace earlier talks about it.
• If a part fails. If a part of these Terms is found invalid, the rest stays in force.
• No waiver. If we do not enforce a right at once, we do not lose it.
• Transfer. The school may not transfer these Terms without our written consent. We may transfer them to a company that takes over schoolapp.tech, and will tell the school.
• No partnership. Nothing here makes the school and us partners, agents or employer and employee.
• Language. These Terms are in English. If they are translated, the English text decides.

Part B: Data Policy

This policy says what personal data schoolapp.tech handles, why, who sees it, how it is protected, how long it is kept, and what rights people have. It is part of the Terms.

B1. Who this policy is for

B1.1 The school's data. A school puts data about its students, parents, guardians, staff, drivers, applicants and others into schoolapp.tech. For this data the school decides why and how the data is used (in law, the school is the "data fiduciary" or "controller"), and we work for the school and handle it only on the school's instructions and as these Terms say (in law, we are the "data processor").

B1.2 Our own data. For data about visitors to this website, people who ask for a demo or write to us, and the people who sign in and are billed for a school's account, we decide why and how it is used.

B1.3 A student, parent or staff member who wants to know about their data should ask the school first, because the school is responsible for it. We help the school to answer. You may also contact us (section B17).

B2. The data we handle

We do not store card numbers, UPI PINs, net banking passwords or full bank account numbers.

B3. Children and sensitive data

B3.1 Most students are children. The school is responsible for having the consent of a parent or lawful guardian where the law requires it before it handles a child's personal data. We handle children's data only to give the school the Service.

B3.2 We do not track or monitor children's behaviour for advertising, we do not show advertising to children, and we do not build profiles of children for any purpose other than the school's own records.

B3.3 Aadhaar numbers, caste, category, religion, blood group and similar details are sensitive. They are optional in schoolapp.tech. A full Aadhaar number is shown only to users with a special permission, each time it is opened to view it is recorded, and it is left out of backups and exports.

B4. How we use data

• To provide, run, secure and support schoolapp.tech for the school, as the school instructs.
• To send messages the school asks for, such as fee receipts, reminders, absence alerts, notices and exam alerts.
• To keep records of who did what, to find and fix faults, and to stop misuse and fraud.
• To bill the school and to answer its questions.
• To answer demo requests and messages, and to follow up on them.
• To keep to the law and to protect our legal rights.
• To improve schoolapp.tech, using totals and statistics that do not identify a person.

B5. Consent and the law

B5.1 We handle School Data on the instructions of the school, which is responsible for having a lawful basis and any consent needed for the data it collects. We handle our own data (visitors and enquirers) with the consent of the person who gives it, or for a lawful purpose the law allows.

B5.2 We follow the laws that apply in India to the handling of digital personal data, including the Information Technology Act, 2000, the rules under it for reasonable security practices and handling of sensitive personal data, and the Digital Personal Data Protection Act, 2023 as it comes into force.

B5.3 A person may withdraw consent at any time (see section B13). Withdrawal does not undo what was done lawfully before it. The school may be unable to give a service that needs the data.

B6. Who we share data with

We share data only as needed to run the Service, only with people who are bound to protect it, and only as follows:

Within a school, what each user can see is decided by the school through role-wise access.

B7. Payment data

When a parent pays online, the payment is made on the payment gateway's own secure window. We never see or keep the card number, UPI PIN or bank login. We keep the amount, the order and payment reference, the date and status of the payment, and the receipt that is made from it. For staff, schoolapp.tech may show only the last four digits of a bank account, to tell accounts apart.

B8. Location data

Location is collected only if the school switches on a feature that needs it: staff attendance by phone within the school area, driver phones or GPS devices on buses, and pick-up points for students. Staff location is used only for the attendance check. Bus positions are used for live tracking, trip records and pick-up reports. When the school sends parents the "bus is near the stop" message, it holds a link that shows the bus of that one student on a map, with the student's first name, and stops working after 12 hours. The school must tell the people concerned (see section 7.4). A person who does not want their location used should talk to the school, which can use another way to mark attendance.

B9. Cookies

B9.1 schoolapp.tech uses only the cookies it needs to work: a session cookie that keeps a user signed in and a security cookie that protects forms from forgery, and where the user selects a language, the choice. These are strictly necessary and are not used to track people.

B9.2 We do not use advertising cookies. We do not use analytics or tracking tools on this website. If we add any in future, we will say so here and, where the law needs it, ask for consent.

B9.3 A user can block or delete cookies in the browser, but schoolapp.tech cannot keep a person signed in without its necessary cookies.

B10. How we protect data

• Each school apart. Every record belongs to one school, and the system shows a school only its own records.
• Role-wise access. The school decides who can see and do what. Some things (such as full Aadhaar numbers, reversing a payment, settings and integrations) need special permissions or are only for the school administrator.
• Passwords. Passwords are stored only in a protected (hashed) form, never in plain text. School-made passwords must be changed at first sign in. Sign in tries are limited.
• Secrets. Keys and secrets for payment gateways, messaging and devices are stored encrypted.
• Mobile app. The app talks to the server using encrypted, signed requests and sessions that can be ended.
• Records of actions. Important actions (for example payments, changes to students, access by support, backups and password changes) are written to an audit log.
• Safe connections. We expect schoolapp.tech to be used over secure (HTTPS) connections.
• Limits and care. We limit requests to stop misuse, keep software up to date, and give our staff only the access they need.

No system is perfectly secure. We cannot promise absolute security, but we work to protect data with reasonable safeguards. The school must also keep its own devices, passwords and logins safe.

B11. Where data is kept

schoolapp.tech's data is kept on servers of the hosting provider we choose. We will tell a school where its data is kept if it asks. Messaging, map and payment providers may handle data in other places as part of their own services. We transfer data outside India only where the law allows.

B12. How long we keep data

• While the school uses schoolapp.tech: School Data is kept until the school deletes it or asks us to. A school may keep student and staff records as long as it needs, and as the law requires.
• After the Service ends: the school can download its data for 90 days. After that we delete it from the live system, and from backups within a further 30 days (see section 15.3).
• Audit and security records: kept for as long as needed to keep the Service safe and to meet the law, then deleted or made anonymous.
• Billing and tax records: kept for as long as the law requires.
• Demo requests and messages to us: kept for as long as needed to answer and follow up, and normally not longer than 24 months after the last contact, unless the person becomes a customer.
• Enquiries a school records (admission enquiries): kept by the school as long as it chooses.

B13. Your rights

Under the law, a person whose data is handled can ask to:

• know what personal data is held about them and how it is used;
• have wrong or incomplete data corrected, and out-of-date data updated;
• have data deleted when it is no longer needed or when consent is withdrawn (subject to records the law requires to be kept);
• withdraw consent;
• get their grievance heard and answered;
• name another person to use these rights for them if they cannot (for example because of death or incapacity); and for a child, a parent or lawful guardian exercises these rights.

How to ask: contact the school first, because it controls the data. You can also contact us (section B17). We will help the school to answer, and answer our own data requests within 30 days. We may need to check who you are before we share or change data. A complaint can also be made to the authority the law provides.

B14. If something goes wrong

If we find that School Data has been seen, changed, lost or shared in a way that was not allowed, we will tell the school without undue delay (our aim is within 72 hours of being sure), say what happened and what we are doing about it, and help the school meet its duty to tell the authority and the people affected where the law requires.

B15. Visitors to this website

The demo and contact forms ask for your school name, your name, mobile number, city, email (optional) and a message. We use them only to answer you and follow up on your request, and keep them as in section B12. We keep a hidden field and request limits to stop spam. Our server records technical details such as network address and browser type to keep the website safe and working. We do not share these details with others except as in section B6. This website has links to other sites that we do not control, and this policy does not cover them.

B16. Changes to this policy

We may update this Data Policy when our Service or the law changes. We will put the new policy on this page with a new "last updated" date, and tell schools of important changes as in section 21.

B17. Contact and grievance

For any question, request or complaint about data, use the "My data, privacy or a complaint" topic on our Contact page or write to info@dmsyncinfotech.com. We acknowledge a complaint within 3 working days and try to settle it within 30 days. Our address: DMSync Infotech, 6th Floor, Office 604, Merry Gold Square, 150 Ft Ring Road, near Madhapar Circle BRTS, Madhapar, Rajkot, Gujarat 360006.