Privacy policy

This policy explains what Batchly does with the information you and your students' guardians give us. It is written to describe the software as built, so where it says we do not do something, the software does not do it.

Who is responsible for what

Your institute decides what student data to collect and why — you are the data controller for it. We store and process that data on your instructions so the software can work, which makes us the processor. We do not decide what to collect, and we do not use your students' data for our own purposes.

What we store

• About your institute: name, address, contact details, GSTIN, branding, your staff accounts and their roles.
• About your students: whatever you enter — name, contact details, date of birth, guardians, admission details, fees, attendance, exam results, and any documents you upload.
• About usage: sign-in times, IP addresses on sensitive actions, and an audit trail of changes to money, access and student records.
• About payments: amounts, dates and gateway reference ids. Card and bank details are handled by Razorpay and never reach our servers.

What we never do

• Sell or rent your data, or your students' data, to anyone.
• Use your institute's data to train models or to build other products.
• Show one institute another institute's records.
• Contact your students or their guardians for our own marketing.

Keeping institutes separate

Every record in the database carries the institute it belongs to, and every query the application makes is restricted to one institute before it reaches the database. That restriction is enforced in a single place rather than remembered in each feature, and it is covered by automated tests that run against a real database.

Who else processes your data

• Razorpay — online fee payments and our own subscription billing.
• Your chosen email and WhatsApp providers — to deliver the messages you send. The recipient's email address or phone number and the message body are shared with them, and nothing else.
• Object storage and hosting — where uploaded documents, logos and generated PDFs are kept.

Where your data lives

On servers we operate, in the region configured for your deployment. Backups are encrypted. If your institute requires data to stay within India, that is a deployment option — ask us before you sign up rather than afterwards.

How long we keep it

For as long as your account is active. If you stop paying, your account becomes read-only and everything is kept for 60 days so you can come back or export it. After that the account is suspended; the data is still not deleted, and you can ask us to export or erase it at any point.

Your rights

You can export everything your institute holds, as CSV, from Settings → Export data, at any time — including while your account is read-only. To correct or erase data, or to ask what we hold about you personally, email hello@batchly.in. Guardians should contact their institute first, since the institute controls their child's record.

Security

• Passwords are stored as bcrypt hashes, never in a readable form.
• Integration keys and secrets are encrypted at rest.
• All traffic is served over HTTPS.
• Sensitive actions — sign-ins, fee collection, role changes, exports — are recorded with who did them and from where.

Children's data

The software holds records about students who are often minors. Those records are entered by your institute under the relationship you have with their parents or guardians; we rely on you having that permission. Students never create their own accounts without your institute inviting them.

Changes to this policy

If we change anything that affects how your data is handled, we will email the billing address on your account before the change takes effect, not after.

Contact

Questions about this policy go to hello@batchly.in.