Important for schools: Schools and other organisations are responsible for ensuring that they have the appropriate authority to provide personal information to SchoolSolution and to configure their use of our products lawfully. Please do not submit sensitive information unless it is necessary for the service.
1. Scope and responsibility
In this Policy, “SchoolSolution”, “we”, “us” and “our” refer to the SchoolSolution service and its website at https://schoolsolutions.in. “You” refers to a website visitor, customer, authorised school representative, app user, or other person interacting with our services.
This Policy applies to our website, enquiries and support channels, school management software, web portals, digital tools, products, and the Smart Bell Automation System, including its Android application, administration panel, API, licensing and device activation features, where applicable.
Some products may have additional product-specific terms or notices. If a product presents a separate privacy notice, that notice should be read together with this Policy. The exact information processed depends on the product, its settings, and how the school or customer uses it.
2. Information we may collect
2.1 Information you provide
- Contact and account details: name, email address, telephone number, organisation or school name, designation, and account credentials or authentication details.
- School and product setup: school profile, configuration preferences, bell schedules, period timings, holiday calendars, announcement settings, and other settings required by the selected product.
- Support and communications: messages, support requests, feedback, and information you choose to provide when contacting us.
- Commercial records: order, subscription, licence, billing and transaction references, where applicable. Payment card, bank or UPI details should be handled by the relevant payment provider; we do not intend to collect full payment credentials through this Privacy Policy page.
- Uploaded content: files, audio clips, announcements, or other materials you upload to a product that supports those features.
2.2 Information collected through use
Depending on the service and configuration, our systems may process technical logs, IP address, browser type, device and operating-system information, app version, timestamps, sign-in events, error reports, API request metadata, and basic usage or diagnostic information needed to operate, secure and troubleshoot the service.
2.3 Information provided by a school
A school or authorised organisation may enter information about its staff, students, parents or other users into school software. We process that information only as needed to provide the configured service, support the customer, maintain security, or comply with applicable law and the relevant agreement. Schools should provide only the information they are authorised to share.
2.4 Information we do not ask for by default
Unless a specific feature expressly requires it and provides an appropriate notice, do not submit government identity numbers, financial account credentials, precise location data, biometric data, health information, or other sensitive personal information through our general contact forms or support channels.
3. Smart Bell Automation System and Android application
Smart Bell is one product within the SchoolSolution ecosystem. The following provisions describe data handling relevant to its features; not every item applies to every installation.
3.1 Schedules and school settings
The system may process period schedules, lunch and assembly times, exam schedules, holiday dates, special announcements, emergency alarm configurations, and other settings entered by an authorised school user. These settings are used to prepare, synchronise and run the bell schedule.
3.2 Account, API key and licence information
Where enabled, the application or administration panel may process account identifiers, API-key validation data, licence status, activation records, app version and device-related identifiers needed to authenticate requests, authorise access, enforce licence limits, prevent misuse and provide technical support. API keys and access tokens should be treated as confidential secrets. We should not need to display a complete secret key in ordinary logs or support messages.
3.3 Device information
The service may process limited device information such as device model, Android version, application version and a device or installation identifier, if implemented, for compatibility, licensing, security and troubleshooting. We do not claim to collect GPS location, contacts, call logs, SMS, microphone recordings or other device data unless a specific feature actually requests and uses that permission with an appropriate explanation.
3.4 Audio files and announcements
When audio upload or selection is supported, uploaded audio may be stored or downloaded to the authorised device so the configured bell or announcement can play. If the product is configured to restrict uploaded audio to the account or school that supplied it, access should be enforced through server-side permissions. Users should upload only audio they are authorised to use and should avoid recordings containing unnecessary personal information.
3.5 Offline operation and synchronisation
Some Smart Bell features may continue to operate offline after required schedules and audio resources have been downloaded. Information saved locally may remain on the device until it is removed by the app, the user, or a device reset. When a network connection is available, the app may synchronise supported settings, licence status, or diagnostics with the service. Offline operation does not mean that all data is automatically backed up or remotely erasable.
3.6 Notifications, announcements and emergency alarms
School users are responsible for entering appropriate announcements and configuring emergency features carefully. An emergency alarm or announcement feature should not be treated as a replacement for official emergency services or a school's documented emergency procedures.
3.7 Permissions
App permissions depend on the Android version and the features installed. Where a permission is requested, the app should use it only for the disclosed purpose. You can review or revoke permissions through Android settings, but doing so may affect the relevant feature.
4. How we use information
Subject to applicable law, information may be used to:
- create and administer accounts, verify authorised users and provide requested products;
- configure, synchronise and operate school software, Smart Bell schedules, audio resources and licence features;
- respond to enquiries, deliver support, troubleshoot errors and communicate important service notices;
- process orders, subscriptions, invoices and related customer-service matters;
- maintain availability, prevent unauthorised access, detect abuse, investigate security incidents and protect our systems;
- understand service performance and improve usability, reliability and accessibility;
- meet legal obligations, enforce applicable terms and establish or defend legal claims; and
- carry out another purpose disclosed when information is collected or otherwise permitted by law.
We do not intend to sell personal information to third parties. We do not use school or student data for targeted advertising to children.
5. Legal grounds for processing
Where applicable privacy law requires a legal basis, we process information on one or more grounds, such as providing a requested service or performing a contract, complying with a legal obligation, pursuing legitimate interests in operating and securing our services, or obtaining consent where consent is required. The relevant ground depends on the data and circumstances.
Where consent is the basis, you may withdraw it where permitted by law. Withdrawal does not make prior processing unlawful and may affect a feature that depends on the relevant information.
7. Children’s privacy and school-managed information
Some SchoolSolution products may be used by schools that educate children. We aim to support responsible handling of school information and do not intend for children to provide personal information directly through general marketing or enquiry forms.
Schools and authorised customers are responsible for determining the lawful basis for collecting and entering student information, providing notices to parents or guardians where required, obtaining any legally required consent, limiting access to authorised personnel, and configuring retention appropriately. We process school-managed data according to the service being provided and the applicable customer arrangements.
If you believe a child’s personal information has been submitted to us improperly, contact info@schoolsolutions.in. We will review the request and take appropriate steps as required by applicable law. Do not email unnecessary sensitive student records as proof.
8. Data security
We aim to apply reasonable technical and organisational safeguards appropriate to the information and service, which may include access controls, authentication, secure transmission where supported, software updates, backups, logging, and restricted administrative access.
No website, network, storage system or electronic transmission can be guaranteed to be completely secure. Customers should use strong, unique passwords, keep API keys and licence credentials confidential, limit administrator permissions, update devices and applications, and notify us promptly if they suspect unauthorised access.
If a personal data breach occurs, we will assess it and take steps required by applicable law and relevant agreements, which may include notifying affected customers, individuals or authorities where required.
9. Data retention and deletion
We retain information for as long as reasonably necessary for the purpose for which it was collected, including to provide the service, maintain accounts and licences, resolve disputes, preserve security records, meet legal or accounting requirements, and enforce agreements.
Retention periods can vary by product, customer configuration, data type, backup cycle and legal obligation. When information is no longer required, we will take reasonable steps to delete it, anonymise it, or securely dispose of it, subject to lawful retention requirements and technical backup cycles.
For Smart Bell, schedules and audio resources downloaded to a device may remain locally stored until deleted through the app, removed from the device, or otherwise cleared. Deleting server-side data may not automatically delete copies already downloaded to a device.
10. Your choices and privacy rights
Depending on applicable law and your relationship with the service, you may be entitled to request access to personal information, correction of inaccurate information, deletion, restriction or objection to certain processing, a copy of information, or withdrawal of consent where processing is based on consent.
To submit a request, email info@schoolsolutions.in using the subject “Privacy Request”. Please identify the product or school account involved and describe your request. We may need to verify your identity or authority before acting. We may decline or limit a request where the law permits or requires us to do so.
If the information is managed by a school, we may refer you to the relevant school administrator or work with the school to handle the request. We will respond within the period required by applicable law.
You may also control certain app permissions through your device settings and manage cookies through your browser, where those controls are available.
12. Data location and international transfers
Information may be processed in the country where our systems or service providers operate. If information is transferred across borders, we will take steps required by applicable law to protect it. Data location and transfer arrangements may depend on the hosting provider, product deployment and customer configuration.
13. Third-party websites and services
Our website or products may link to third-party websites, app stores, payment services, hosting platforms or other external services. Those services operate under their own terms and privacy notices. We encourage you to review them before providing information. A link does not mean that SchoolSolution controls or endorses the third party’s privacy practices.
14. Changes to this Privacy Policy
We may update this Policy to reflect changes in our products, practices, technology or legal requirements. The “Last updated” date at the top indicates the latest revision date. Where required by law, we will provide additional notice or seek consent for material changes. Continued use of a service after an updated policy takes effect is subject to applicable law and any required consent.
15. Contact SchoolSolution
For privacy questions, data requests, Smart Bell application privacy concerns, or requests concerning school software and products, contact us using the details below.
SchoolSolution — Privacy Support
Suggested email subject: Privacy Request / Smart Bell Data Request
Notice: This template is intended as a practical starting point, not legal advice. Before publishing, confirm that it matches your actual data flows, permissions, hosting providers, analytics, retention periods, school contracts and applicable legal obligations. Remove or revise any statement that does not match the live product.