📘 School-Level Privacy Policy for NextGen Pro School Solutions & Mobile Apps

Last Updated: December 2025

This School-Level Privacy Policy describes how your School manages, protects, and controls student, teacher, staff, and parent data while using the NextGen Pro School ERP System and Mobile Applications Service.

NextGen Pro School provides the technology platform, but the School is the primary owner and controller of all student and staff data.

Use of the Service indicates the School’s agreement to this Policy.

🔑 1. Data Ownership

✔ All data entered into the ERP or mobile apps—including student records, staff information, assignments, attendance, announcements, images, documents, and communication logs—belongs to the School.

✔ NextGen Pro School processes data only on behalf of the School, according to School instructions.

✔ Personal data is never shared, sold, or used by NextGen Pro School for advertising or unrelated purposes.

📂 2. Categories of Data the School Manages

The School may upload or manage the following information:

Student Data:

– Name, roll number, class, section

– Date of birth, gender

– Parent/guardian details

– Attendance records

– Homework & assignment submissions

– Exam scores & report cards

– Transport route information

– Uploaded documents (ID cards, certificates, assignments)

– Communication with teachers

Parent/Guardian Data:

– Name

– Mobile number

– Email address

– Relationship to student

– Communication logs

Teacher/Staff Data:

– Name

– Email & mobile number

– Job role & department

– Class or subject assignments

– Uploaded lesson materials

– Attendance or academic inputs

– Announcements or messages sent to parents/students

Administrative Data:

– School policy documents

– Fee records (if used)

– Timetables

– Event calendars

– Transport plans

🛠️ 3. How the School Uses This Data

The School uses the ERP / apps to:

✔ Maintain academic records

✔ Track attendance and performance

✔ Communicate with parents & students

✔ Upload assignments, homework, and study materials

✔ Manage school transport (if enabled)

✔ Monitor classroom activities

✔ Issue announcements, notices & circulars

✔ Manage fees and transactions (optional module)

All data usage must comply with School policy and applicable laws.

🛡️ 4. Data Security Responsibilities

School Responsibilities:

– Limit ERP access to authorized staff only

– Manage teacher and admin account permissions

– Ensure staff follows secure data-handling practices

– Train staff on privacy and digital safety

– Respond to parent/student data concerns

– Request data deletion when required

NextGen Pro School Responsibilities:

🔒 Secure hosting of all data

🔒 Encrypted transmission (HTTPS / SSL)

🔒 Encrypted data storage where applicable

🔒 Firewalls & threat monitoring

🔒 Regular vulnerability assessments

🔒 Role-based access controls

🔒 Backup and recovery systems

We process data only under the School’s instructions.

⚖️ 5. Student Privacy & Legal Compliance

The system is designed to support compliance with:

✔ COPPA (Children’s Online Privacy Protection Act):

The app collects data only from schools or parents, not directly from children.

✔ FERPA-like Protections:

Although FERPA applies to US schools, we follow similar principles:

– Student records belong to the School

– Parents have the right to view student records

– Data must be kept secure

✔ GDPR Guidelines for Minors (where applicable):

– Data processing must be lawful and appropriate

– Sensitive information is protected

– Only required data is stored

🤝 6. Data Sharing

Data may be shared only in the following cases:

With Parents:

– Student performance, attendance, homework, and announcements

With Staff:

– Information relevant to their assigned classes or duties

With Technology Partners (Secure Only):

Used solely for app functionality:

– Firebase Authentication

– Firebase Cloud Messaging

– Firebase Analytics (anonymized)

– Hosting & cloud storage

– Payment gateway (if enabled)

❌ No data is shared with advertisers

❌ No data is sold

❌ No third-party marketing

⏳ 7. Data Retention

The School determines how long data is retained.

Typical retention:

– Academic and attendance records: as per School’s academic policy

– Communication logs: as needed for audit or safety

– Documents and uploads: until removed by School staff

If a school terminates its subscription, data can be:

✔ Exported by the school

✔ Deleted securely upon official request

🗑️ 8. Data Deletion Requests

Parents, students, or staff may request deletion of personal information.

Requests must be submitted to the School administration first, because:

✔ The School controls all records

✔ Certain academic data cannot be deleted (e.g., attendance, marks)

Schools can forward requests to:

📧 [email protected]

Deletion is completed within 7–30 business days, depending on School policy.

👤 9. User Responsibilities

Users (teachers, parents, students) must:

– Use the app for school-related purposes only

– Not upload harmful, obscene, or illegal content

– Not share login credentials

– Follow School’s acceptable use policy

💬 10. Communication & Messaging Safety

The School may enable messaging features.

To maintain safety:

✔ Schools may moderate or review messages

✔ Users may be blocked for misuse

✔ Inappropriate content may be removed

Messaging is for educational communication only.

🚌 11. Transport & Location Data (If Enabled)

The School may use transport features to:

– Display bus routes

– Mark pickup or drop-off checkpoints

– Notify parents of bus arrival

The system does NOT track live GPS location of students.

🔗 12. External Links

If the app links to external websites, the School must ensure they comply with privacy policies.

📢 13. Policy Updates

This policy may be updated. Schools will be notified via:

– Website update

– Admin dashboard

– Email notice

Continued use of the system indicates acceptance.

📞 14. Contact Information

NextGen Pro School – Support & Administration

📧 Email: [email protected]

🌐 Website: https://nextgenproschool.com

📞 Phone (India): +91 98880 40444

🌍 Phone (International): +1-613-518-8710

📍 Address: Vijay Market, Dasuya, Hoshiarpur, Punjab, India – 144205