1. Overview
SchoolTracify is a school bus tracking and school management (ERP) platform developed and operated by CViant Technologies, registered in India. We provide real-time GPS bus tracking, student attendance, academic records (marks, results, report cards, homework), fee management, digital ID cards, and in-app communication tools for schools, teachers, parents, and drivers.
By using our services, you agree to the collection and use of information in accordance with this policy. If you do not agree, please discontinue use of the service.
2. Information We Collect
2.1 School Administrators
- School name, address, and contact number
- Administrator email address and account credentials
- Subscription and payment details (processed by Razorpay)
- School logo (if uploaded)
2.2 Drivers
- Name and mobile number
- Vehicle (bus) registration number
- Precise GPS location, collected in the background while a trip is active. Background location is used solely to show the live bus location and arrival alerts to the school and to parents of children on that route. It is collected only while the driver has started a trip, and stops when the trip ends. No location is collected when no trip is running.
- Trip history and route data
2.3 Parents
- Name and mobile number
- Children's names and class (for tracking, attendance, and notifications)
- Assigned driver and route information
2.4 Teachers
- Name and mobile number
- Assigned class/subject and account credentials
- Attendance and leave records (maintained by the school)
2.5 Students
- Name, roll number, and class (provided by parent or school)
- Date of birth and contact details (if added by the school)
- Profile photo (if uploaded by the school or parent)
- RFID card ID, boarding and exit timestamps (for applicable models)
2.6 Academic & Attendance Data (ERP)
- Daily attendance records (present / absent / late) marked by teachers or the school
- Marks, exam results, report cards, and grades
- Homework, timetable, and class assignments
- Leave requests and their approval status
2.7 Fee & Payment Data
- Fee structures, dues, and payment status
- Payment method and transaction / reference numbers
- Payment proof screenshots uploaded by parents for verification
- Card, UPI, and bank details are handled only by Razorpay — we never see or store them
2.8 Communications
- In-app messages exchanged between parents, teachers, and school staff
- Notices, announcements, complaints, and notification history
2.9 Uploaded Media
- Student, parent, and staff profile photos
- Digital ID card photos and QR codes
- Payment proof images and documents uploaded for verification
2.10 Device & Technical Data
- Device type, OS version, app version
- Push notification tokens (for delivering alerts)
- Crash logs and performance data (anonymised)
3. How We Use Information
- Service delivery: Providing real-time bus tracking, attendance, academics, and notifications
- Account management: Creating and managing school, teacher, driver, and parent accounts
- School management (ERP): Recording attendance, marks, results, homework, and report cards; managing fees and payments; enabling parent–teacher–school communication
- Safety alerts: Sending SOS, boarding, arrival, and trip notifications
- Support: Responding to queries and troubleshooting issues
- Billing: Processing subscription and fee payments through Razorpay
- Improvements: Analysing anonymised usage patterns to improve the platform
- Legal compliance: Meeting obligations under applicable Indian law
We do not use your data for advertising or sell it to third parties.
5. Data Retention
- Active accounts: Data is retained as long as your school subscription is active.
- After expiry: Data is retained for 90 days post-subscription expiry, after which it is permanently deleted from our servers.
- GPS location data: Real-time location is not permanently stored. Trip summaries (start/end timestamps, route) are retained for up to 12 months.
- Academic & fee records: Attendance, marks, results, and fee records are retained for the duration of the subscription so the school can maintain its history.
- Messages & notifications: In-app notifications and chat messages are automatically pruned over time (older notifications and inactive chat threads are removed) to keep only recent, relevant data.
6. Security
We implement industry-standard security measures to protect your data:
- All data is encrypted in transit using TLS 1.2+
- Firebase Realtime Database with role-based security rules
- Firebase Authentication for secure login
- No plaintext passwords — all authentication is handled via Firebase Auth
- Payment data handled exclusively by Razorpay (PCI-DSS compliant) — we do not store card details
While we strive to protect your data, no method of transmission or storage is 100% secure. In the event of a data breach, we will notify affected users within 72 hours as required by applicable law.
7. Children's Privacy
SchoolTracify is designed to protect children in school bus environments. We do not knowingly collect personal information directly from children under the age of 13.
Student data — including name, class, attendance, marks, results, fee records, profile photo, and RFID/boarding events — is provided and managed by parents, teachers, or school administrators on behalf of children. This data is used solely to operate the school's bus tracking and management functions, and is accessible only to that child's school and authorised parent.
If you believe we have inadvertently collected personal information from a child without parental consent, please contact us immediately at privacy@schooltracify.in.
8. Your Rights
Under applicable Indian data protection law (IT Act, 2000 and DPDP Act, 2023), you have the right to:
- Access: Request a copy of personal data we hold about you
- Correction: Request correction of inaccurate or incomplete data
- Portability: Receive your data in a structured, machine-readable format
- Withdraw consent: Withdraw consent for data processing where consent is the legal basis
To exercise any of these rights, email privacy@schooltracify.in with your registered email address and school code. We will respond within 30 days.
9. Account & Data Deletion
You have the right to permanently delete your account and all associated personal data from SchoolTracify. Deletion is available to all user types — School Administrators, Drivers, and Parents.
9.1 How to Delete Your Account (In-App)
- School Admin: Open the app → Settings → Privacy & Security → Delete Account
- Driver: Open the app → Settings → Delete Account
- Parent: Open the app → Settings → Delete Account
Follow the on-screen confirmation steps. Deletion is immediate and permanent — it cannot be undone.
9.2 Request Deletion via Email
If you are unable to delete your account through the app, you may submit a deletion request by emailing:
Subject: Account Deletion Request
Include: Your registered email address or phone number and school code (if applicable)
We will process your request within 7 business days and confirm deletion via email.
9.3 What Gets Deleted
- Your account profile and login credentials
- All personal information (name, phone, email)
- Associated data (routes, trip history, notification preferences)
- Academic, attendance, and fee records linked to your account
- Uploaded media (profile photos, ID cards, payment screenshots) and chat messages
- Children's information (for parent accounts)
Note: Aggregated and anonymised analytics data that cannot identify you may be retained for service improvement purposes.
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will:
- Update the "Last updated" date at the top of this page
- Notify registered school administrators via email
- Display a notice in the school admin portal
Continued use of SchoolTracify after changes constitute acceptance of the updated policy.
12. Contact Us
For any privacy-related questions, requests, or concerns, please contact:
Email: privacy@schooltracify.in
Support: support@schooltracify.in
Website: schooltracify.in
We are committed to resolving privacy concerns promptly and transparently.