Privacy Policy

Last updated: 8 October 2026

Administo School OS ("the Service") is a school management platform operated by Equantra ("we", "us"). Schools use it to run admissions, attendance, exams, fees, timetables and payroll. Parents and teachers use the Administo School OS mobile app, and school staff use the web portal.

This policy explains what personal data the Service handles, why, who it is shared with, and the choices you have.

1. Our role and your school's role

Your school decides which information about students, parents and staff is entered into the Service and what it is used for. For those school records, the school is responsible for the data, and we process it on the school's behalf and on its instructions. Requests about a student's school records (for example correcting a mark or an address) are usually best made to your school, which can act on them directly. You can also contact us using the details at the end of this policy.

2. Information we collect

Account information

• Your name and mobile number.
• Your email address and Google account identifier, if you sign in with Google.
• Your role (for example parent or teacher), the schools you belong to, and your language preference.
• Sign-in and session records, used to keep your account secure.

Student records entered by the school

• Name, admission number, date of birth, gender, blood group and address.
• Class and section, attendance, exam marks, results and report cards, and scanned exam answer sheets.
• Fee invoices, payments and waivers.
• Notes and remarks written by teachers, identity card details, and admission and withdrawal records including supporting documents.

Staff information

• Teacher profile details such as qualifications, experience and photo.
• Government ID numbers (such as Aadhaar) and ID documents submitted for verification.
• Timetables, salary structures and payslips.

Content you create

• Messages exchanged between teachers and parents in the app.
• Conversations with the in-app AI assistant.
• Files you upload, such as scanned exam copies.

Device and technical information

• A push notification token, your device platform and app version, and when the app last connected.
• Error reports, which can include device or browser details and IP address, used to find and fix problems.

What we do not collect

The app does not collect your location, contacts or advertising ID, and it contains no advertising or analytics SDKs. The camera and photo library are only used when you choose to take or attach a picture or document.

3. How we use information

• To provide the Service: signing you in with a one-time code or Google, and showing you the records your role allows you to see.
• To send notifications about attendance, fees, exams, results and messages, in the app and by WhatsApp or push notification.
• To answer questions you ask the AI assistant (see section 4).
• To keep the Service secure, prevent misuse, and diagnose errors.
• To meet legal obligations.

We do not sell personal data, show advertising, or use school data to build marketing profiles.

4. The AI assistant

When you use the AI assistant, your message and the school records needed to answer it are sent to a third-party AI model provider (such as Google Gemini) to generate a reply. The assistant can only use information your role can already see in the app. Your school can choose to turn the assistant off.

5. Who we share information with

We share personal data only as needed to run the Service:

• Your school and its authorised staff, according to their roles.
• Service providers that process data on our behalf:
  • Google Cloud, for hosting and file storage;
  • Google (Firebase Cloud Messaging), to deliver push notifications;
  • Meta (WhatsApp Business Platform), to send WhatsApp notifications to your mobile number;
  • an AI model provider, for the AI assistant;
  • Sentry, for error monitoring;
  • Google Sign-In, if you choose to sign in with Google.
• Authorities, when required by law.

6. Children's information

Student information is entered and managed by the school. The app is intended for parents and school staff, not for direct use by children. A parent can only see the records of the children linked to their account by the school.

7. Security

• Data is sent over encrypted connections (HTTPS).
• Each school group's data is kept in its own separate database schema.
• Access is limited by role, so for example a teacher only sees their own classes.
• Sensitive documents are kept in private storage and are only available through short-lived download links.
• Changes to records are kept in an audit log.

No system is completely secure, but we work to protect your information.

8. How long we keep information

We keep information for as long as your school uses the Service. School records such as attendance, results, fees and payroll are kept for as long as your school needs them for its own records. When you ask us to delete your account, we delete your account information as described on our data safety and account deletion page.

9. Your rights

Under applicable law, including India's Digital Personal Data Protection Act, 2023, you can ask to access, correct or erase your personal data, raise a grievance about how it is handled, and nominate someone to exercise these rights on your behalf. Contact your school or email us at equantra.studio@gmail.com.

10. Deleting your account

See Data safety and account deletion for how to request deletion and what is deleted or kept.

11. Changes to this policy

We may update this policy. The date at the top shows when it last changed. If the changes are significant, we will let you know through the app or your school.

12. Contact us

Equantra
Email: equantra.studio@gmail.com

Questions, requests and grievances about your personal data can be sent to this address.