1.Who this policy covers
This policy covers two groups: institutions that use the platform to manage admissions (our customers and their staff), and students, parents and guardians whose enquiries and applications are managed through the platform on behalf of those institutions.
2.Our role
For student and family data, the institution decides what is collected and why. We process that data on the institution's instructions to run its admissions. For institution account data, such as staff logins and billing contacts, we decide how the data is used.
3.Data we process
- Enquiry details: name, phone, email, course of interest, city and the source of the enquiry.
- Counselling records: call logs, WhatsApp and email messages, notes and follow-up tasks recorded by counsellors.
- Application data: academic records, entrance scores, course preferences and declarations entered in application forms.
- Documents: marksheets, ID proof and certificates uploaded for verification.
- Payment records: fee amounts, instalment status and receipts. Card and bank details are handled by the institution's payment gateway, not stored by us.
- Engagement signals: pages visited on the institution's website, brochure downloads and message replies, used for lead scoring.
- Institution account data: staff names, work emails, roles and activity logs.
4.How data is used
- To run admissions for the institution the student enquired with, from enquiry to seat confirmation.
- To rank enquiries by engagement so counsellors can respond to interested families first.
- To send messages the family has requested or that relate to their application.
- To provide reports to the institution about its own admission season.
- To keep the platform secure, prevent misuse and meet legal obligations.
5.What we never do
- We never sell student or family data, and we never share one institution's enquiries with another.
- We never use caste, religion, gender, income guesses or other personal characteristics in lead scoring.
- We never use AI to make admission decisions. Eligibility, merit and reservation rules are applied by the institution's staff.
- We never use student data for advertising or for training models used by other institutions.
6.Contact preferences
Families are contacted only after they enquire. Any family can opt out of calls and messages at any time, and the opt-out applies across every counsellor and channel. Institutions set calling hours, and the platform blocks contact outside those hours.
7.Data of minors
Many applicants are under 18. Institutions are responsible for obtaining consent from a parent or guardian where required by law. We apply the same protections to all applicant data and restrict access to authorised admissions staff.
8.Security
- Data is encrypted in transit and at rest.
- Documents are stored in restricted storage, with access limited by role and logged.
- Staff accounts support strong passwords, OTP sign-in and, on the University plan, single sign-on.
- We review access, monitor for misuse and test our systems regularly.
9.Retention
Student and family data is kept for the period the institution sets, typically one to three admission seasons, and then deleted or anonymised. Institution account data is kept while the account is active and for a limited period afterwards for legal and accounting purposes.
10.Your rights
Students and families can ask the institution they enquired with to access, correct or delete their data, or to stop contact. We support institutions in responding to these requests. Institution staff can contact us directly about their account data.
11.Service providers
We use carefully selected providers for hosting, messaging, telephony and email delivery. They process data only to provide their service to us and are bound by confidentiality and security obligations.
12.Changes and contact
If we change this policy in a way that affects how data is used, we will notify institutions in advance. Questions can be sent through the contact page.