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Privacy Policy

How Kohin AI TechK collects, uses and protects data across our school SaaS platform.

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Last updated: August 17, 2026

1. Overview

Kohin AI TechK ("we", "us", "our") provides a multi-tenant SaaS platform for QR-based attendance, digital ID card management, fee payments, transport tracking and related school administration services (the "Service"). This Privacy Policy explains what data we collect from Schools, Sub Admins, Teachers, Parents, Students and Transporters, how we use it, and the choices you have.

By using the Service, you agree to the collection and use of information in line with this policy. If you do not agree, please do not use the Service.

2. Data We Collect

Depending on your role, we may collect:

  • Account & profile data: name, email, phone number, role, school/organization details.
  • Student data: name, class/section, photo, ID card details, QR code identifiers, attendance records, guardian/relative pickup authorizations.
  • Payment data: fee invoices, transaction references and payment status processed via our payment partner (Razorpay). We do not store full card or bank details on our servers.
  • Transport & location data: real-time vehicle location, pickup/drop timestamps, route data, shared only with authorized school staff and the relevant parent.
  • Device & usage data: IP address, browser/app type, log data, offline-sync logs, and general usage analytics to improve the Service.

3. How We Use Data

  • To operate core features: attendance scanning, ID card generation, payments, transport tracking and notifications.
  • To send real-time alerts to parents (pickup/drop, attendance, payment reminders).
  • To generate reports and analytics for School Admins and Sub Admins.
  • To maintain platform security, prevent fraud, and enforce our Terms & Conditions.
  • To provide customer support and respond to inquiries.

4. Student & Children's Data

Our Service is designed to be used by schools on behalf of students, including minors. Student data is entered and managed by authorized School Admins/Teachers under agreement with the school, which acts as the data controller for student records. We process this data only as instructed by the school and use it solely to deliver the Service — never for advertising to children. Schools are responsible for obtaining any parental consent required under applicable law before onboarding student data.

5. Location & Transport Data

Real-time transport location data is collected only while the transport-tracking feature is active on a trip, and is visible solely to the school's transport coordinators and the parents of students on that specific route. Location history is retained only as long as necessary for safety reporting and is not sold or shared with third parties for marketing purposes.

6. Data Sharing

We do not sell personal data. We may share data with:

  • Payment processors (e.g., Razorpay) to complete fee transactions.
  • Cloud infrastructure and storage providers (e.g., AWS S3) that host the Service under contractual confidentiality obligations.
  • Notification providers (e.g., Firebase FCM, Twilio, SendGrid) to deliver SMS/email/push alerts.
  • Law enforcement or regulators when required by law.

7. Data Security

Each school's data is logically isolated using school-scoped identifiers within our shared infrastructure. We use encryption in transit (HTTPS/TLS), access controls, and rate limiting to protect data. While we work hard to protect your information, no method of transmission or storage is 100% secure.

8. Data Retention

We retain data for as long as a school's account is active, or as needed to comply with legal, accounting or reporting obligations. Schools may request export or deletion of their data at any time, subject to legal retention requirements. See our Delete Account page to initiate an account deletion request.

9. Your Rights

Depending on your role and jurisdiction, you may have the right to access, correct, export or request deletion of your personal data. School Admins can manage most student/staff data directly within the platform; individual users may contact us using the details below for further assistance.

10. Cookies

Our web admin panel uses essential cookies/local storage to keep you signed in and remember preferences. We do not use third-party advertising cookies.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be notified via the platform or email. Continued use of the Service after changes take effect constitutes acceptance of the updated policy.

12. Contact Us

For privacy-related questions or requests, contact us at support@kohinaitechk.com or call +91 80826 65479.