Privacy Policy

This policy covers this website and the three apps Matrubhawan runs for its school and junior college — the Family Portal, the Staff Portal and the Console.

Matrubhawan — Sri Aurobindo Institute of Higher Studies & Research, Cuttack — decides what is recorded in them and why, and is responsible for it. Under India's Digital Personal Data Protection Act, 2023, that makes the school the Data Fiduciary for everything described here.

It is written for the people whose data this is: the families of children on the roll, the students themselves, and the people who work at the school.

They hold the school's own record and show it to the people entitled to see it — admission details, attendance, examinations and report cards, leave applications, notices from the office, and whether a fee standing has been recorded.

None of it is public. Every screen beyond the sign-in page asks who you are first, and shows you only what your place at the school entitles you to see.

All three apps sign people in with their Google account. This section says exactly what that means, because it is the part people most reasonably want to know.

When you sign in, Google tells the app four things: your name, your email address, your profile picture, and the identifier Google uses for your account. That is the whole of it.

The app asks Google for three permissions and no others — openid, email and profile. It does not ask for, and cannot read, your Gmail, your Drive, your Calendar, your Contacts, your Photos, or anything else held in your Google account. No further permission can be added without Google showing you a new consent screen and you agreeing to it.

Signing in with Google does not create an account here. The school creates the record first — a child admitted to the roll, a member of staff added to the payroll — and records the email address it expects. Google's only job is to prove that the person at the keyboard holds that address. An address the school has not recorded gets no further than the sign-in screen.

What Google sends is used to let you in, and to show your name and picture back to you and to the people at the school who are already entitled to see them. It is used for nothing else. It is not used for advertising, not sold, and not passed to anyone.

Matrubhawan’s use and transfer of information received from Google APIs to any other app adheres to the Google API Services User Data Policy, including the Limited Use requirements.

You can take the app’s access away at any time from your Google account permissions. Doing so ends your ability to sign in. It does not delete the school’s record of you, which the school keeps for its own reasons — see section 11.

Not all of it applies to everyone. A parent has a few lines; a child on the roll has a record that follows them through the school.

A child

Name, date of birth, gender, photograph, admission number, roll number, class and section. Address, village or town, district and PIN code. The previous school and transfer certificate they arrived with. Blood group, height and weight. The PEN and APAAR identifiers the government issues. The name and telephone number of somebody to ring in an emergency who is not a guardian.

A parent or guardian

Name, relation to the child, telephone number and email address, and which guardian the school should ring first.

A member of staff

Name, telephone number, email address, employee code, designation, qualification, the date service began, the department they sit in, the classes and subjects they are responsible for, and the record of any absence or leave.

The school day

Attendance, marks, report cards and the remark a class teacher writes, leave applications and what was decided on them, notices sent by the office, and whether a fee standing has been recorded against a child.

Using the apps

A record of who changed what and when, so that a change to a mark or a record can always be traced to a person. If — and only if — you switch notifications on, the address your browser gives the app to deliver them to.

Aadhaar is not collected and is not stored. The record has no field for it. That is a decision rather than an oversight: the Aadhaar Act restricts holding the number, and the school does not need it to run a school.

Under the DPDP Act, 2023 a child is anyone under eighteen, and their personal data may be processed only with the verifiable consent of a parent or lawful guardian. The school obtains that consent as part of admission: the record exists because a family enrolled a child at this school, and the Family Portal shows that record back to the family it belongs to.

A parent or guardian sees their own children and no other child. There is no list of the school's children anywhere in the Family Portal.

From Class 8 a student may be given a sign-in of their own, with the school's and the guardian's knowledge. It shows that student their own attendance, their own marks and their own notices — nothing about anybody else.

No child is tracked, profiled or monitored for behaviour by these apps, and no advertising of any kind appears in them. The Act forbids it, and so does the build: there is no advertising code, no analytics tracker and no behavioural measurement in any of the three apps or on this website.

A leave application may carry an attachment — usually a photograph of a prescription or a medical certificate. A child's blood group may be recorded so that it is to hand in an emergency.

This is treated as the most private thing the apps hold. An attachment is kept in private storage with no public address at all; viewing one mints a link that expires within a minute, and only for the person who applied, the person deciding the application, and the office. Nobody else can open it, at any level.

Who may read a row is decided by the database itself, not by the screen in front of you. A request for something you are not entitled to returns nothing — it is not merely hidden from view.

• A parent or guardian sees their own children.
• A teacher sees the classes they teach and the children in them.
• A class teacher sees their own class in full.
• The office and the Principal see the school, within the limits the school's own rules set.
• Acts that matter — a mark changed, a result published, a record corrected — are written to an audit log with the name of the person who did them.

The Console has an operator role for the people who look after the platform itself. It can set a school up, attach its addresses, and help an administrator who has lost their second factor get back in. It cannot read a child's record, a mark, an attendance row or a medical certificate, and it cannot sign in as somebody else. Every act it can perform is written to the school's own audit log, where the office reads it without having to ask.

Direct access to the underlying database is limited to the small number of people who maintain the system, is used only to keep it running and to restore it if something breaks, and is not used to read records.

The database, the sign-in system and the files are hosted by Supabase in its South Asia (Mumbai) region. The data stays in India.

This website and the three apps are served by Vercel.

Everything travels over an encrypted connection. Photographs and leave attachments are held in private storage: no public address for them exists, and every view creates a short-lived signed link that stops working shortly afterwards.

• It is not sold, not rented, and not shared with advertisers or data brokers. There is no arrangement of that kind and there will not be one.
• There is no advertising network, no analytics tracker and no behavioural profiling in any of the three apps or on this website.
• It is not used to train any machine-learning or artificial-intelligence system.
• It is not shared outside the school, except where the school's own statutory duties require it — a Board, an examination authority or a government department asking for what the law entitles it to ask for — or where a court or the law otherwise requires it.

A school of this size does not run its own servers. Four services are involved, each doing one job:

Google

Signing in, and nothing else. Google is told that somebody is signing in to this app; it is not told what they do afterwards.

Supabase

The database, the sign-in system and the file storage, in India. This is where the school's records actually live.

Vercel

Serving this website and the three apps to your browser.

Your browser's notification service

Only if you switch notifications on — Google, Apple or Mozilla, depending on your browser. It carries the message to your device; the message itself is encrypted, so the service delivering it cannot read it.

A school keeps records, and is often required to. An admission record and an examination result are kept for as long as the school's own record-keeping duties require, because a certificate or a mark sheet may be asked for years after a child has left.

The audit log cannot be edited or deleted. That is the point of it: it exists to answer the question of who changed something, which it could not do if entries could be removed.

A photograph, a leave attachment or a telephone number can be removed on request where no legal or record-keeping duty requires it to be kept.

Ending your access — leaving the school, or taking the app's permission away in your Google account — does not delete the school's record of you. It is the school's record, not the app's.

Under the DPDP Act, 2023 and as a matter of the school's own practice, you may:

• ask what is held about you or your child, and be given a copy of it;
• ask for something wrong to be corrected, or something incomplete to be completed;
• ask for something to be erased, where no legal or record-keeping duty requires it to be kept;
• withdraw the app's access to your Google account at any time;
• nominate somebody to exercise these rights for you if you are unable to;
• complain — to the school first, and then to the Data Protection Board of India if the school's answer does not satisfy you.

A parent or guardian exercises these rights on behalf of a child. Write to the office using the details in section 16; the school will answer within a reasonable time, and in any case within the time the law allows.

The three apps set one kind of cookie: the one that keeps you signed in. Without it you would have to sign in again on every screen. It is removed when you sign out.

There is no advertising cookie, no tracking cookie and no third-party measurement cookie in any of them. This website sets no cookies at all.

The Family and Staff apps can send a notice to your device — that a leave has been decided, that a notice has gone out. They are off until you switch them on, and nothing about the app depends on them.

Switching them on gives the app an address your browser generates for that device. It is stored against your account and used only to deliver the school's own notices — never anything else, and never by anyone else.

Switching them off inside the app removes that address straight away. Withdrawing the permission in your browser instead stops delivery immediately and the address is discarded the next time a notice fails to reach it.

The date this version came into force is at the top of the page. Small corrections — a clearer sentence, a company renamed — are made as needed.

If something material changes, such as a new kind of data being collected or a new company being involved in running the apps, the school will say so through the apps' own notices before the change takes effect.

Write to the school office about anything in this policy — to ask what is held, to have something corrected, or to complain.