Privacy Policy

• Full name, date of birth, gender, photograph
• Admission number, class, section and roll number
• Academic, attendance and examination records
• Transfer Certificate / School Leaving Certificate details
• Health or emergency information, where reasonably required for safety

• Name, relationship with the student
• Mobile number, email address, residential address
• Occupation and emergency contact details

• Aadhaar details, where required for legitimate purposes
• UDISE/PEN or other education-related identification numbers
• Government-issued documents submitted during admission or verification

The School will seek to collect only information that is reasonably necessary for the relevant purpose.

• Admission and registration forms, Student/Scholar Registers
• Transfer Certificates and other school records
• School website and online enquiry/admission forms
• School management software, mobile apps or parent portals
• Email, telephone and other official communication
• Attendance and academic systems, school events and activities
• Documents voluntarily submitted by parents/guardians

We may use personal information for admission and registration, maintaining student and school records, academic administration and assessment, attendance management, communication with parents/guardians, transport and emergency communication, issuing certificates, fee and account administration, student safety and welfare, organising examinations and events, compliance with legal requirements, and operating school software and digital services.

The School will not use personal information for unrelated purposes merely because the information is already available to it.

Gyaana International School recognises that students are children and that their personal information requires special care. Information relating to students is handled primarily for legitimate educational, administrative, safety, communication and statutory purposes.

Where consent is required by applicable law for processing a child's personal data, the School follows the applicable requirements relating to consent from the parent or lawful guardian, and takes reasonable measures to prevent misuse, unauthorised disclosure or unnecessary publication of student information.

The School may take photographs and videos during functions, sports, competitions, educational activities, celebrations, assemblies and trips. These may be used for school records, the website, official social media, newsletters, brochures and admission material.

Where specific consent is required, the School will obtain it. Parents/guardians with concerns about the use of a student's photograph or video may contact the School administration.

The School does not sell students' or parents' personal information. Information may be shared, where reasonably necessary, with:

• Government and education authorities
• Examination or regulatory authorities
• School management software / IT service providers
• Payment and transport service providers, where applicable
• Emergency services or medical providers where necessary
• Law-enforcement authorities where legally required

The School takes reasonable technical and organisational measures to protect personal information against unauthorised access, disclosure, loss, misuse, alteration or destruction — including access controls, passwords, restricted administrative access, secure storage and backups. However, no electronic system can be guaranteed to be completely secure.

Personal information is retained as long as reasonably necessary for academic and administrative records, legal and regulatory requirements, student history and certificates, and accounting purposes. Once no longer required, information may be deleted, destroyed or anonymised as per the School's record-retention practices.

Subject to applicable law, parents/guardians may request information about data held, request correction or updates, withdraw consent where processing is based on consent, and raise complaints regarding data handling. Withdrawal of consent will not affect processing the School is otherwise permitted or required to carry out, and may affect the availability of certain optional services.

Our website may use cookies or similar technologies to improve functionality, understand usage, maintain security and remember preferences; users can manage these via browser settings. Our website may also link to third-party sites — the School is not responsible for their privacy practices, and users are encouraged to review their policies separately.

If the School becomes aware of a personal-data security incident, it will take reasonable steps to assess, contain and address it, and make any notifications required under applicable law. This Policy may be updated from time to time to reflect changes in law, school practices or technology, and the updated version will be published through appropriate school communication channels.