Privacy Policy

1 Overview & Application Purpose

Welcome to AIEC One (also referred to as "the Application", "we", "us", or "our"), published by AIEC in partnership with JHR Tech.

AIEC One is an all-in-one educational institution resource planning and learning management software. It is deployed exclusively for authorized educational institutions (schools, colleges, academies, and coaching centers) to securely manage:

• Student attendance, timetables, and academic schedules
• Examinations, grade cards, and marksheets
• Homework assignments and curriculum study material
• Institutional fee invoices, payments, and receipts
• Teacher-student-parent communication and announcements

2 Information We Collect

We only collect information necessary to facilitate school operations and deliver application features. This information includes:

A. Information Provided by Your Institution or You

• Account Credentials: Full name, institutional email address, phone number, and encrypted authentication tokens.
• Student & Guardian Profiles: Student Roll number, Admission ID, Grade/Class, Division, Guardian name, contact details, and emergency contacts.
• Academic Information: Daily attendance records, examination marks, grading reports, teacher remarks, homework submissions, and performance points.
• Financial Information: Fee invoice details, receipt numbers, concession categories, and payment confirmation status. (Note: We do not store raw credit card numbers or banking passwords; all online payments are processed through certified third-party payment gateways.)
• User-Generated Content: Homework files, documents, doubts submitted in classroom channels, and voice notes.

B. Information Collected Automatically

• Device Diagnostics: Device model, operating system version, screen resolution, app version code, and language preferences.
• Crash & Performance Logs: Anonymous stack traces and stability logs provided via Firebase Crashlytics to diagnose errors and prevent downtime.
• Push Notification Tokens: Firebase Cloud Messaging (FCM) device registration tokens required to deliver urgent school alerts, attendance notices, and homework updates.

3 Photos, Videos & Media Access Policy

To fully protect user privacy and comply with Android 13+ (API 33+) standards, media selection in AIEC One operates strictly through the official Android Photo Picker (System PickVisualMedia contract / Storage Access Framework):

• User-Initiated Selection Only: The application can only access individual images or videos that you explicitly tap and select via the system picker dialog.
• No Broad File Browsing: The app has zero visibility into your private gallery, camera roll, albums, or non-selected media files.
• Purpose of Selected Photos: Media is selected solely for:
  1. Updating student or staff profile avatars
  2. Submitting homework photos and assignment attachments
  3. Teachers uploading instructional video tutorial thumbnails or learning clips
  4. Generating student recognition posters (e.g., Monthly Star)

4 Device Permissions & Usage Rationale

The application requests only the minimum runtime permissions essential for legitimate educational functions:

5 How We Use Information

We use the data collected strictly for educational and administrative operations:

• To verify authorized student, guardian, teacher, and administrative access.
• To generate grade sheets, progress cards, and attendance logs.
• To allow parents to monitor their child's academic performance and fee history.
• To distribute lesson videos, assignments, and study materials.
• To detect security breaches, unauthorized logins, and protect institutional data.
• To provide customer support and troubleshoot technical bugs.

6 Data Sharing & Third-Party Services

We share data only with trusted infrastructure providers required to operate the service under strict confidentiality agreements:

• Google Firebase / Google Cloud: Secure cloud hosting, database synchronization (Cloud Firestore), encrypted media storage (Firebase Storage), user authentication, and push notifications (Firebase Cloud Messaging).
• Educational Institution Administrators: Designated school principals, HODs, and office clerks have administrative access strictly over students and staff enrolled in their own institution.
• Legal Obligations: We may disclose data if required by enforceable court order, law, or to protect the vital safety of students and staff.

7 Children's Privacy (COPPA & FERPA Compliance)

Because AIEC One is used by K-12 educational institutions, protecting student and children's privacy is of utmost importance:

• School-Mediated Consent: In accordance with the Children’s Online Privacy Protection Act (COPPA) and Family Educational Rights and Privacy Act (FERPA), student accounts are provisioned exclusively by authorized schools and guardians.
• No Public Profiles: Student data is locked within the institution's private tenant and cannot be indexed by search engines or viewed by external third parties.
• Parental Rights: Parents and legal guardians have the right at any time to inspect their child's academic and personal data, request corrections, or request deletion through their school administration.

8 Data Security & Storage

We employ enterprise-grade technical and organizational safeguards:

• Encryption in Transit: All data exchanged between your device and our servers is secured using modern Transport Layer Security (TLS 1.3 / HTTPS).
• Encryption at Rest: Database records and uploaded educational assets are stored with AES-256 encryption.
• Role-Based Access Control (RBAC): Strict security rules enforce that students only view their own records, teachers view their assigned classes, and administrators view their own institution.

9 Data Retention & Account Deletion Policy

We retain academic records for the duration prescribed by the educational institution and applicable academic retention laws.

How to Request Account & Data Deletion

Users have the right to request the deletion of their personal account and associated data:

1. Via School Administration: Contact your school or institution's administrative office. Admins can archive or permanently erase student and staff profiles directly from the administrative portal.
2. Direct Developer Request: You may send an email to support@aiec.in with the subject "Account Deletion Request - AIEC One" including your registered email ID, institution name, and student/staff ID.

Upon verification, non-essential personal identifiers and media files will be deleted or irreversibly anonymized within 30 days, subject to statutory academic audit requirements.

10 Your Rights & Choices

Depending on your jurisdiction, you have the following rights regarding your personal information:

• Access: The right to request a copy of the personal data we hold about you.
• Rectification: The right to correct inaccurate or incomplete school records.
• Revocation of Permissions: You can revoke camera, notification, audio, or location permissions at any time through your Android or iOS device settings.
• Complaint: The right to lodge a complaint with an applicable privacy or data protection authority.

11 Contact & Grievance Officer

If you have any questions, concerns, or requests regarding this Privacy Policy or our security practices, please reach out to our dedicated privacy desk:

We reserve the right to periodically update this Privacy Policy to reflect app enhancements or legal changes. Any material updates will be signaled with a renewed "Last Updated" date and a notification within the application.