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Privacy Policy

 

Effective Date: 12-01-2026
Last Updated: 25-01-2026

Vidhyasetu Education ERP

Vidhyasetu ERP (operated by Parasmesoft) is committed to protecting the privacy and security of the data entrusted to us by our institutional clients (schools, colleges, universities) and their users (administrators, faculty, parents, and students). This policy outlines how we collect, use, store, and protect the information gathered through the Vidhyasetu Education ERP platform and our public website, https://vidhyasetu.com/.

 

1. Information We Collect

We primarily act as a Data Processor for our institutional clients (the Data Controllers). The data we process falls into three categories:

A. Institutional Data (Client Data)

Information provided by institutions to set up and manage the ERP system, including:

  • Institution name and registration details
  • Administrative contact information
  • System configuration and preferences
  • Billing and subscription information

B. User Data (Student/Staff/Parent PII)

Personally Identifiable Information (PII) processed on behalf of the institution, including:

Crucial Data Points:

  • Student Information: Name, Date of Birth, Admission Number, Academic Grades, Attendance Records, Photographs
  • Parent/Guardian Information: Contact Information (phone numbers, email addresses), relationship to student
  • Faculty/Staff Information: Name, Employee ID, Contact Information, Payroll Details, Attendance Records
  • Academic performance data and assessment records
  • Disciplinary records and incident reports (if applicable)
  • Health and medical information (if provided)
  • Hostel and transportation details

C. Website Data (Public Site)

Information collected from visitors to https://vidhyasetu.com/ (not within the secured ERP environment), including:

  • Browser type and version
  • IP address and device information
  • Pages visited and time spent on the website
  • Cookies and similar tracking technologies
  • Contact form submissions and inquiry details

2. How We Use the Information

We use the collected data strictly for the following purposes:

  • Service Delivery: To provide, operate, and maintain the Vidhyasetu Education ERP features (e.g., running the Exam Module, processing Fees, facilitating Hostel Management, managing Library and Inventory systems, administering Transport and route planning)
  • Communication: To enable seamless communication between users via the Integrated Chat module and notification systems
  • Platform Improvement: To analyze usage trends and improve the functionality, security, and performance of the ERP platform
  • Contractual Obligations: To fulfill contractual obligations with the institution, including billing, support, and service delivery
  • Compliance: To comply with legal and regulatory requirements applicable to educational institutions

3. Data Storage and Security

We employ industry-leading security measures to protect data from unauthorized access, disclosure, alteration, or destruction.

Security Measures Include:

  • Encryption: All data is encrypted both in transit (using SSL/TLS protocols) and at rest (using AES-256 encryption)
  • Data Centers: Our servers are located in secured, certified data centers in Niwaru, India, with 24/7 monitoring and physical security controls
  • Access Controls: Access to data is restricted to authorized personnel only, who are bound by strict confidentiality agreements and undergo regular security training
  • Regular Audits: We conduct periodic security audits and vulnerability assessments to ensure the integrity of our systems
  • Backup and Recovery: Regular automated backups are maintained to ensure data availability and business continuity
  • Authentication: Multi-factor authentication (MFA) is implemented for administrative access

4. Data Sharing and Disclosure

Important: We do not sell, trade, or rent User Data (PII) to third parties.

We may disclose information only in the following scenarios:

A. To the Client Institution

As per our role as a Data Processor, the institution owns and controls its data. We provide the institution with full access to their data upon request.

B. To Sub-Processors

Third-party vendors who assist us in providing services may have access to data, including:

  • Cloud hosting providers (e.g., AWS, Azure, Google Cloud)
  • Online payment gateways for fee processing
  • SMS and email service providers for notifications
  • Analytics and monitoring tools

These vendors are carefully selected and required to maintain the same level of data protection through contractual agreements.

C. Legal Compliance

When required by law, court order, or to respond to valid legal processes, including:

  • Compliance with applicable education regulations
  • Protection of our rights and property
  • Prevention of fraud or security threats
  • Response to lawful requests from public authorities

5. Data Retention

We retain data 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.

  • Student/Staff Records: Retained as per institutional policies and applicable education regulations
  • Financial Records: Retained as per tax and accounting requirements
  • Website Data: Retained for a period of 24 months (or as specified)

Upon termination of service, institutional data will be returned or securely deleted as per the agreement with the institution.

6. Your Choices and Rights

Since the institution is the Data Controller, all requests regarding access, correction, deletion, or portability of Student/Staff/Parent PII must be directed to the respective school or college administration.

Institutional Rights:

  • Access to all data processed on their behalf
  • Correction or updating of inaccurate data
  • Deletion of data (subject to legal retention requirements)
  • Data portability and export options
  • Restriction of processing in certain circumstances

Website Visitors' Rights:

  • Opt-out of cookies and tracking (via browser settings)
  • Request deletion of contact form submissions
  • Unsubscribe from marketing communications

7. Children's Privacy

Our ERP platform is designed for use by educational institutions and may process information about minors. We do not knowingly collect personal information directly from children without appropriate institutional authorization and parental consent as required by applicable laws.

8. International Data Transfers

If your institution is located outside India, please note that your data may be transferred to and processed in India. We ensure appropriate safeguards are in place for such transfers in compliance with applicable data protection laws.

9. Cookies and Tracking Technologies

Our public website (https://vidhyasetu.com/) uses cookies and similar technologies to enhance user experience. You can control cookie preferences through your browser settings. Please note that disabling cookies may affect website functionality.

10. Third-Party Links

Our platform and website may contain links to third-party websites or services. 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.

11. Changes to This Privacy Policy

We reserve the right to update or change our Privacy Policy at any time to reflect changes in our practices, technology, legal requirements, or other factors.

Notification of Changes:

  • Material changes will be posted on this page with an updated "Last Updated" date
  • Institutional administrators will be notified directly via email
  • Continued use of the platform after changes constitutes acceptance of the updated policy

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

12. Contact Us

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

Parasmesoft - Vidhyasetu ERP

📧 Email: privacy@vidhyasetu.com

📧 General Inquiries: info@vidhyasetu.com

📞 Phone: 85628 10272

🏢 Address: SN. 21, Near HDFC Bank, Niwaru Road, Jhotwara, Jaipur, Rajasthan, India

🌐 Website: https://vidhyasetu.com/

13. Grievance Officer

For any grievances related to data privacy or security, you may contact our designated Grievance Officer:

Name: parasmesoft

Email: parasmesoft@gmail.in

Response Time: We will acknowledge your complaint within 48 hours and resolve it within 30 days.

By using the Vidhyasetu Education ERP platform, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

This Privacy Policy is governed by the Information Technology Act, 2000, and applicable Indian data protection regulations.