Privacy & trust
Privacy built in, not bolted on
A school holds some of the most sensitive data there is: children’s records, family phone numbers, fees. Acadvio is built so each person sees only what their role needs, every sensitive view leaves a trace, and nothing ever stands between a teacher and an emergency call.
Privacy by design
Six things that are true in every Acadvio school
Parents never get staff numbers
Parents don’t see a teacher’s phone number or email. They reach the school inside the app, so a teacher’s personal number stays personal.
Parents’ numbers are masked
Teachers see a parent’s number as 98•••••210. “Show number” reveals it whenever it’s needed, with no limit for emergencies, and every reveal is logged.
One year of history, for their own pupils
A teacher sees a child’s record from the previous year only, and only for children they teach now. Never contact details, documents or older years.
Every sensitive view is logged
Exports, bulk prints, documents opened, ID numbers shown, profiles viewed, long lists and contact reveals. The log keeps counts, not the data itself.
Privacy flags that never block work
Unusual patterns, like hundreds of profiles opened in an hour, raise a flag for the school. Limits are high and each school can tune them; only the organisation admin can relax a rule.
A language filter on every message
Messages, homework, notices and remarks are checked for abusive words in English, Hindi and Hinglish. The sender is asked to rephrase and keeps the draft; there is no lockout.
Access log and privacy flags
A trace for every sensitive view, a flag for anything unusual
The access log records who did what, and how many, without copying the data itself: no names, phone numbers or ID numbers end up in the log. It is kept for one year.
What is logged
- Exports and downloads
- Bulk prints
- Documents opened
- ID numbers shown
- Student profiles viewed
- Long lists opened
- Parents’ contacts revealed
Parents’ own activity in the app is not logged.
How privacy flags work
- A flag is raised when activity crosses a limit, such as more than 100 contact reveals in a day, or more than 500 student profiles in an hour
- Limits are set high on purpose, and each school can tune them
- A school can only make its rules stricter. Relaxing a rule needs the organisation admin
- The school is alerted; the person the flag is about is not emailed
- Nothing is ever blocked. A flag asks someone to look; it never stops a teacher reaching a parent
Where your data lives
Kept apart, kept safe, and kept off the server
A database for each school
Each school’s records (students, attendance, exams, fees and more) live in that school’s own database, separate from every other school’s. Data is stored in India: the database in Mumbai, and hosting and files at DigitalOcean in Bengaluru.
Nightly, encrypted backups
Every night every database and the uploaded files are backed up and encrypted (AES-256-GCM) before they leave the server, then kept in a separate private store. We keep 7 daily and 4 weekly copies, about five weeks. One school can be restored on its own.
Private documents
Documents and photos sit in private storage and open through links that expire after a few minutes (files from before October 2026 are being moved there). Aadhaar numbers show only their last four digits.
Sign-in and errors
Connections are encrypted and passwords are stored only as hashes. Error reports have names, emails and phone numbers removed before they are sent.
Email that behaves
Emails have no reply-to address, so replies don’t scatter into personal inboxes. The delivery log stores addresses hashed, and bounced addresses are not mailed again.
Consent, decided by parents
A parent gives or declines consent in the app or through an emailed link. We record who decided, when, how and on which version of the notice. Staff can ask for consent, but can never record it for a parent.
DPDP Act, 2023
Clear roles under India’s data protection law
Under the Digital Personal Data Protection Act, 2023, your school (or the trust or society that runs it) is the Data Fiduciary: it decides what personal data to collect and why. Acadvio is its Data Processor: we process that data for the school, on its instructions.
This is a plain-language summary, not legal advice. For visitors to this website and people who request a demo, Acadvio is the Data Fiduciary; see our Privacy Policy.
What we commit to
- Your organisation admin accepts the agreement in Acadvio, with the signatory’s name and designation
- We process school data only on the school’s instructions, to run the service; it is not sold or used for advertising
- Our Data Processing Addendum commits us to tell you about a personal data breach within 24 hours of becoming aware of it
- When the agreement ends, we give you an export of your school records, without private details such as contacts and ID numbers, and delete your data within 90 days after you confirm it; backup copies age out within about five weeks
- Parents can delete their own parent account from the app
Questions from your board or your parents?
We’re happy to walk your trustees or parent body through how Acadvio handles data. Concerns about personal data go to our grievance officer.