Effective date: 28 May 2026 ·
Last updated: 28 May 2026
This Privacy Policy explains how Shemford School ("we", "us", "our",
"the School") collects, uses, stores, shares and protects personal information when you
use the Shemford School mobile application (the "App"). The App is a
school-management tool intended for the School's administrators, teachers, non-teaching
staff, students and parents/guardians.
Please read carefully. By creating an account, logging in, or using the
App, you agree to the collection and use of information as described in this policy. If you
do not agree, please do not use the App.
1. Who we are (Data Fiduciary)
The entity responsible for your personal data ("Data Fiduciary" under the Indian Digital
Personal Data Protection Act, 2023, and "Data Controller" generally) is:
Shemford School
Address: Tikarkhnaji, Sudpur, Katwa, Purba Bardhaman, 713150, West Bengal
Contact email: shemfordkatwa@gmail.com
Phone: +91-8649844075
2. Information we collect
The App is operated by the School. Most personal data is entered and managed by School
staff on behalf of students, parents and employees. Depending on your role, we may
collect and process the following categories of data:
Category
Examples of data
Account & login
Email address, password, user role (admin / teacher / parent / student), authentication session token.
Student records (may relate to children)
Name, gender, date of birth, blood group, photograph (if added), phone, email, residential address,
admission number, roll number, class & section, emergency contact.
Parent / guardian details
Father's and mother's / guardian's name, phone number, occupation and email address.
Academic data
Attendance records, marks/grades, examination results, syllabus and report data.
Name, employee ID, designation, department, phone, email, address, gender, date of birth, emergency contact.
Staff financial & payroll data
Bank name, bank account number, IFSC code, base salary, allowances (e.g. HRA), and payroll records.
Communications
Messages exchanged within the App, including text and voice notes recorded using your
device microphone.
Operational / audit data
Actions performed in the App (e.g. records created or modified) recorded in an audit trail for security and
accountability.
We do not use any third-party advertising networks, and the App does
not contain analytics, tracking or advertising SDKs. We do not sell your
personal data.
3. Device permissions
The App requests the following device permissions, used only for the stated purpose:
Microphone — to record voice notes that you choose to send in Messages. Audio is only
captured while you are actively recording a voice note.
Storage / Files — to download and share documents you request, such as PDF fee receipts.
You can revoke these permissions at any time in your device settings; some related features may then stop
working.
4. How we use your information
To authenticate you and provide secure, role-based access to the App.
To manage student admissions, profiles, attendance, marks and academic reports.
To manage and record fee collection and generate receipts.
To manage employee records, attendance and payroll.
To enable in-App messaging and notices between authorised users.
To send fee receipts and fee reminders to parents/guardians (see Section 5).
To maintain an audit trail for security, accountability and to prevent misuse.
To operate, maintain, troubleshoot and improve the App.
To comply with legal, regulatory and educational record-keeping obligations.
5. How we share information
We share personal data only as needed to operate the App and run the School:
SMS / email delivery: When a fee payment is recorded or a fee reminder
is sent, a receipt or reminder may be delivered to the parent/guardian by SMS and/or
email through a messaging/email service provider acting on our behalf.
Within the School: Authorised staff can access data relevant to their
role (for example, a teacher can view their class's records; an administrator can view
school-wide records).
Service providers: Our hosting/infrastructure provider stores data on
our behalf under appropriate confidentiality obligations.
Legal requirements: Where required by law, regulation, legal process
or a governmental request, or to protect the rights, safety and security of the School,
its users or the public.
We do not sell or rent personal data, and we do not share it for
third-party advertising.
6. Children's privacy
The App processes information about children (students who may be under
18, and under 13). The App is intended to be used by the School and by adults
(administrators, teachers, staff and parents/guardians) — it is not
directed to children for independent sign-up.
Student data is provided and managed by the School and/or the parent/guardian.
Where required by applicable law (including the Indian Digital Personal Data
Protection Act, 2023), processing of a child's personal data is carried out on the basis
of consent from a parent or lawful guardian, obtained and maintained by the School.
We do not knowingly use children's data for tracking, advertising or any purpose other
than the School's legitimate educational and administrative functions.
Parents/guardians may contact the School to review, correct or request deletion of
their child's data, subject to the School's lawful record-keeping obligations.
7. Legal basis for processing
Where applicable law requires a legal basis, we rely on one or more of the following:
Consent of the individual or, for children, of the parent/guardian.
Performance of the School's functions and the educational/administrative
relationship between the School and students, parents and staff.
Compliance with legal obligations applicable to educational
institutions and employers.
Legitimate interests in operating, securing and improving the App.
8. Data retention
We retain personal data for as long as necessary to fulfil the purposes described in this
policy, to maintain academic and financial records, and to comply with applicable legal,
accounting and regulatory requirements. When data is no longer needed, it is deleted or
anonymised. Audit-trail records may be retained for a longer period for security and
accountability.
9. Data security
Authentication tokens are stored on your device using the operating system's secure,
encrypted storage (Keychain on iOS / Keystore on Android).
Access to data within the App is restricted by role-based permissions.
The App applies on-screen protections for certain sensitive screens.
We apply reasonable administrative, technical and organisational safeguards to protect
personal data against unauthorised access, loss, misuse or alteration.
No method of transmission or storage is completely secure, and we cannot guarantee
absolute security. Please keep your login credentials confidential and notify the School
immediately if you suspect any unauthorised access.
10. Your rights
Subject to applicable law, you may have the right to:
Access the personal data we hold about you.
Request correction of inaccurate or incomplete data.
Request deletion of your data, subject to the School's legal record-keeping obligations.
Withdraw consent where processing is based on consent.
Raise a grievance about how your data is handled.
To exercise any of these rights, contact us using the details in Section 12. We may need
to verify your identity before acting on a request. Because the School manages most data,
some requests may be fulfilled through the School's administration.
11. Account & data deletion
Accounts are created and managed by the School. If you wish to deactivate your account or
request deletion of your personal data, please contact the School using the details below.
We will action such requests in accordance with applicable law and our record-keeping
obligations.
12. Contact us
For any questions, requests or grievances regarding this Privacy Policy or your data:
Shemford School
Email: shemfordkatwa@gmail.com
Phone: +91-8649844075
Address: Tikarkhnaji, Sudpur, Katwa, Purba Bardhaman, 713150, West Bengal
13. Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will revise the
"Last updated" date above and, where appropriate, notify users within the App. Continued
use of the App after changes take effect constitutes acceptance of the updated policy.