Privacy Policy

This Privacy Policy explains how Pupil (“Pupil”, “we”, “us”), a school management platform operated by TechKnow, collects, uses, and protects information when you use our website at pupilerp.com and our mobile applications Pupil Parent and Pupil Teacher (together, the “Services”). By using the Services you agree to the practices described here.

Who controls your data

Pupil provides the software, but each school that uses Pupil is the controller of the student, parent, and staff records held in its workspace. Schools decide what information to enter and who may access it. We process that information on the school’s behalf as a service provider.

Information we collect

Information you provide

• Account & login details — name, email address, phone number, and password used to sign in.
• School records — student profiles, classes, attendance, fees and payment records, exam and academic data, staff and salary records, announcements, and feedback. These are entered by school administrators and teachers.
• Content you upload — photos or documents you choose to attach (for example, through the image picker in the Pupil Parent app) and questions submitted to the AI homework-help feature.
• Payment confirmations — when a parent pays school fees through the app, the payment itself is completed on our payment processor's secure checkout page. We never receive or store card numbers, UPI PINs, or banking credentials — only the confirmation of the transaction (amount, date, reference number) needed to issue a receipt and update the fee record.
• Communications — messages you send us for support.
• Demo & contact requests — if you use the “Book a Demo” form on our website, we collect the name, email address, and message you submit so our team can respond to your enquiry. This information is used only to contact you about Pupil and is never sold or shared with third parties for marketing.

Information collected automatically

• Basic device and log information (app version, device type, and error diagnostics) needed to operate and secure the Services.
• An authentication token stored on your device to keep you signed in.
• A push-notification token for your device, if you enable notifications, so your school's updates (attendance, fees, announcements) can be delivered to you.

We do not use third-party advertising SDKs, and we do not sell your personal information.

How we use information

• To provide and operate the Services — authentication, displaying records, processing fees, and showing announcements.
• To send notifications and communications you or your school have enabled, including email and WhatsApp messages (for example, fee receipts and school notices).
• To power optional features such as the AI homework-help tool.
• To secure the Services, prevent abuse, and meet legal obligations.

Service providers we share with

We share information only with providers that help us run the Services:

• Amazon Web Services (AWS) — hosting and transactional email delivery (Amazon SES).
• Razorpay — processing of online fee payments. Card, UPI, and banking details are entered directly on Razorpay's PCI-DSS-compliant checkout and are never stored on Pupil's servers.
• Message Central — delivery of one-time SMS login codes to the phone number on your account.
• Expo, Google (FCM) and Apple (APNs) — delivery of push notifications to your device using a push token.
• WhatsApp / Meta — delivery of WhatsApp notifications, where enabled by the school.
• Google (Gemini API) — processing of questions submitted to the AI homework-help feature.

These providers process data under their own terms and only to provide their service to us. We may also disclose information where required by law or to protect the rights and safety of users.

Children’s data

Pupil is used by schools to manage records that may relate to children. This information is provided and controlled by the school and the child’s parents or guardians. The apps are intended for use by school staff and parents, not by young children directly. We do not knowingly collect data directly from children for our own purposes. Schools are responsible for obtaining any consents required under applicable law.

Data retention

We retain information for as long as the school’s account is active or as needed to provide the Services. Schools may request export or deletion of their records, subject to legal retention requirements. When data is no longer needed, we delete or anonymise it.

Security

We use industry-standard measures including encrypted connections (HTTPS), hashed passwords, and access controls so that admins only reach the records they are permitted to see. No method of transmission or storage is completely secure, but we work to protect your information.

Account & data deletion

Parent and teacher accounts are created by the school — there is no self-service sign-up. You can request that your account and its associated personal data be deleted in either of these ways:

• Ask your school administrator to deactivate and remove your record, or
• Email us at [email protected]with the subject “Account deletion request” and the login ID (or registered phone number) of the account. We verify the request with the school and process it within 30 days.

What is deleted: your login account and the personal data tied to it — name, phone number, email, and any content you added (for example, photos you attached or questions you submitted). What may be retained: records the school is legally required to keep (such as academic and fee history), which remain under the school’s control, and anonymised or aggregated data that can no longer identify you.

Your rights

Depending on your location, you may have the right to access, correct, or delete your personal information, or to object to certain processing. Because schools control their records, please direct such requests to your school first; you may also contact us and we will assist the school in responding.

Changes to this policy

We may update this policy from time to time. Material changes will be reflected by the “Last updated” date above and, where appropriate, communicated through the Services.

Contact us

Questions about this policy or your data? Email us at [email protected].