At a glance
- The school uses the app to keep student records, parent contacts, teacher details, fee records and announcements.
- Accounts are created by the school. There is no public sign-up.
- No ads, no analytics and no tracking. We never sell personal data or use it for marketing.
- Students and parents can see only their own child's record.
- The app's server and database are hosted in Singapore.
- You can ask to see, correct or delete your child's data through the school office. We act within 30 days.
1 Who we are
UCLPS is the mobile app of UCLP School, Muttungal ("the School", "we", "us"). The School uses it to manage students, teachers, classes, programmes, fees and announcements, and to share information with students and their parents.
The School is the Data Fiduciary for personal data in the app, as defined in India's Digital Personal Data Protection Act, 2023 (the "DPDP Act"). This means the School decides what data is collected and why.
The app is built and maintained for the School by Zetaspace, which acts as a Data Processor and handles personal data only on the School's instructions.
This policy covers the UCLPS app for Android and iOS and the servers it connects to. It does not cover records the School keeps outside the app.
2 Information we collect
What we hold depends on whether you are a student, a parent, a teacher or an administrator. Many fields are optional and are recorded only when the School needs them, so not every student's record contains every item below.
Students
| Category | What it includes |
|---|---|
| Basic details | Full name, gender, date of birth, blood group, nationality, religion, caste or community, mother tongue, photograph, Aadhaar number |
| Address and contacts | Home address, locality, city, state, PIN code, parent phone numbers and email, emergency contact name, relationship and phone number |
| Parents and guardians | Name, occupation, designation, employer, phone number and email of the father, mother and any guardian |
| Academic | Admission number and date, roll number, academic year, class, programmes, previous school, admission category (for example General, RTE or Sibling) |
| Health and medical | Height, weight, vision and hearing screening results, allergies, medical conditions, medications, immunisation records, health insurance details, family doctor's name and phone number |
| Development and wellbeing | Language milestones, toilet-training status, notes on social and emotional development, learning challenges, special needs or disability, teacher and counsellor notes |
| Activities | Interests and hobbies, arts, music and sports participation, awards and certificates, talents and strengths |
| Documents | Copies of the birth certificate, transfer certificate, address proof, parent ID proof, immunisation card, passport or visa |
| Permissions and status | Whether app access is enabled, media consent, field-trip consent, enrolment status (Active, Inactive, Transferred or Alumni) |
| App sign-in | Login email and password. Passwords are stored only in a scrambled (hashed) form that nobody, including the School, can read. |
Sensitive information. Aadhaar numbers, health, development, religion and caste details need extra care. We record them only where the School needs them, for example for admission records, for a child's safety and medical care, or to support their learning.
Fees
Fee type (tuition, bus or other), amount, due date, payment status, payment date, payment method, transaction or receipt number, remarks, any receipt document, and which staff member recorded or approved the entry.
The app does not take payments. Fees are paid to the School separately and recorded in the app by staff. We never collect card numbers, UPI PINs or bank login details.
Teachers and administrators
For teachers: name, login email, phone numbers, address, employee ID, designation, joining date and account status. For administrators: login email. Passwords are stored hashed, as for students.
Announcements
The title and message of each announcement, who posted it, which classes it is for, and when it was posted.
Technical information
When the app talks to our server, the server automatically records your IP address, the type of app or device making the request (the "user agent"), the date and time, and the page of the service requested. A random session token keeps you signed in.
What we do not collect
- Your location, contacts, call logs or SMS messages
- Anything from your camera or microphone (the app never uses them)
- Advertising IDs, or data for analytics, tracking or crash-reporting services
- Card, UPI or bank account details
3 How we collect it
- From parents and guardians, at admission and afterwards. School staff then enter these details into the app.
- From school staff during the school year, such as class assignments, fee records, development notes and announcements.
- From you in the app. Students and parents can update some of their own details and the student's photo.
- Automatically: the technical information described above.
Photos are chosen from your device's photo gallery. The app reads only the photo you pick and does not access the rest of your gallery.
4 How we use it
- To run the school: admissions, enrolment, class lists, programmes and staff records.
- To look after students: health details help staff respond to allergies, medical conditions and emergencies, and development notes help teachers support each child's learning.
- To contact parents and guardians, including in an emergency.
- To manage fees: recording dues and payments, showing families their fee status, and producing receipts.
- To share announcements with the right classes.
- To run the app safely: signing you in, checking what you are allowed to see, preventing misuse and fixing problems.
- To meet our legal obligations.
We do not use personal data for advertising, profiling or marketing, and we never sell it.
5 Children's data and consent
Most students who use the app are under 18. Under the DPDP Act they are children, and their data may be processed only with the consent of a parent or lawful guardian.
- Consent at admission. When a parent or guardian gives the School their child's details at admission, they agree to the School using those details as described in this policy.
- Accounts are created by the School. Children cannot sign up on their own. A student's login is meant to be used by the student together with their parent or guardian.
- No tracking or targeted ads. We do not track children, monitor their behaviour, or show them advertising of any kind.
- Separate permissions. Consent for media (such as photos in school publications) and for field trips is recorded separately. A parent can change either at any time through the school office.
- Withdrawing consent. A parent or guardian can withdraw consent at any time by contacting the school office. This does not affect anything done before the withdrawal. Afterwards, some services in the app may no longer be available, and we will still keep any records the law requires.
6 Who can see it
| Who | What they can see |
|---|---|
| School administrators | All records in the app, to manage the school |
| Teachers | Student records, class lists, fee records and announcements, as needed for their teaching and care duties. Some changes can be made only by a student's class teacher. |
| Students and parents | Only their own profile, fee records and receipts, plus announcements for their class or the whole school |
| Zetaspace (app developer) | Technical access, only to keep the app running and fix problems, and only on the School's instructions |
These rules are checked on our server for every request, not just inside the app.
8 Where data is stored
The app's server and database are hosted in Singapore, so personal data is transferred from India and stored there. Student photos are kept with a cloud storage provider that may also store data outside India.
The DPDP Act allows this kind of transfer unless the Government of India restricts transfers to a particular country. If that happens, we will follow the restriction.
9 Data on your device
- Staying signed in. The app stores your session token and basic account details in its private storage on your phone. Signing out removes them from the phone and ends the session on our server.
- Fee receipts. Receipts are created as PDF files on your phone. They leave your phone only if you tap Share and choose where to send them.
- Permissions. The app needs internet access, plus access to the photo you pick when you choose a student photo. It does not ask for any other permissions.
10 Keeping data secure
- All traffic between the app and our server is encrypted (HTTPS).
- Passwords are stored hashed. Nobody can read them, and forgotten passwords are reset by a school administrator.
- Sign-in sessions expire automatically: after 64 days for students and 365 days for staff, or straight away when you sign out.
- Every request is checked on the server to make sure you are allowed to see or change that data.
- Access to the servers is limited to the people who need it to run the app.
About student photos. Photos are served through unlisted web links. These links are hard to guess and are not published anywhere, but they are not password-protected, so anyone who has the exact link could open the photo.
No system is perfectly secure. If a personal data breach happens, we will inform the Data Protection Board of India and the people affected, as the DPDP Act requires.
11 How long we keep data
- Student records are kept while the student is at the School, and afterwards until a parent or guardian (or the former student, once they are an adult) asks us to delete them.
- Staff records are kept while the person works at the School, and afterwards until they ask us to delete them.
- Records the law requires us to keep, such as admission and fee records, may be kept longer than this, but only for as long as the law requires.
- Sign-in sessions expire as described in section 10.
- Server logs are kept for a limited period for security and troubleshooting and are then overwritten automatically.
- Data on your phone stays there until you sign out or uninstall the app.
12 Your rights
Under the DPDP Act you have the following rights. For a child, a parent or guardian exercises them on the child's behalf.
- Access: get a summary of the personal data we hold, how we use it, and who we have shared it with.
- Correction: ask us to correct, complete or update your data.
- Erasure: ask us to delete your data (see section 13).
- Withdraw consent at any time.
- Grievance redressal: complain to us and get a response.
- Nomination: name someone to exercise these rights for you if you die or become unable to.
To use any of these rights, contact the school office (see section 15). We may need to confirm your identity first. We will respond within 30 days. If you are not satisfied with our response, you can complain to the Data Protection Board of India.
13 Deleting an account or data
The app does not have a delete button. Requests are handled by the school office.
- Contact the school office (see section 15) by email or in person. Give the student's full name and admission number, and say whether you want only the app account closed or the whole record deleted.
- We will confirm that you are the student's parent or guardian, or the account holder.
- Within 30 days we will close the app account, sign it out on all devices, and delete the personal data you asked us to delete, including the profile, photo and documents.
- If the law requires us to keep some records, we will tell you what we kept and why. We will keep them securely and delete them when they are no longer required.
Teachers can ask a school administrator to close their account in the same way. Uninstalling the app does not delete your data from our servers.
14 Changes to this policy
If we change this policy, we will update this page and the "Last updated" date at the top. For significant changes, we will also let you know through an announcement in the app.
15 Contact us
For questions, requests or complaints about your personal data, contact the school office, which handles privacy matters for the School.
School Office, UCLP School, Muttungal Email uclpmuttungal@gmail.com Phone +91-8089770095 Address UCLP School, Muttungal West, Kainatty