Privacy Policy

Last Updated: November 2, 2025 [cite: 52]

1. Introduction

Welcome to DormCircle ("we," "us," or "our")[cite: 52]. We provide a smart platform for student living (the "Service") designed for educational institutions ("Schools") to manage their hostel operations and communicate with the parents and legal guardians ("Parents") of their students[cite: 53]. This Privacy Policy explains how we collect, use, disclose, and safeguard information when a School or Parent uses our Service[cite: 54].

We act as a "**Data Processor**" on behalf of the Schools, who are the "**Data Controllers**"[cite: 55]. We **do not own, sell, or independently use the personal data** of students or parents[cite: 56].

2. Information We Collect

We collect information in three primary ways:

A. Information Provided by the School (The Data Controller):

• **Administrator Data:** Names, email addresses, and phone numbers of Wardens, Principals, and other staff ("School Staff") who will operate the platform[cite: 57].
• **Student & Parent Data:** The School provides us with personal information, including the Student's Name, Grade, Room Number, and the Parent's Name, Email Address, and Phone Number[cite: 58, 59].

B. Information Entered into the Service by School Staff:

School Staff will upload student logs, which may include:

• **Health Updates:** (e.g., "Visited doctor," "Medication administered")[cite: 60].
• **Academic Updates:** (e.g., "Mid-Term Mark Sheet")[cite: 60].
• **Activity Updates:** (e.g., "Won debate competition," photos from events)[cite: 61].
• **Attendance Logs:** (e.g., "Present," "Absent," "On Leave")[cite: 61].

C. Information from Website Visitors:

We collect names, email addresses, phone numbers, and school names from individuals who voluntarily fill out our "Request a Demo" form on our website[cite: 62].

3. How We Use Your Information

Our use of data is strictly limited to providing and improving the Service[cite: 63]. Uses include:

• To provide, operate, and maintain the Service for the School[cite: 64].
• To enable Wardens to log updates and Parents to receive them via the mobile app[cite: 65].
• To send critical push notifications and alerts (e.g., attendance, health, or fee reminders)[cite: 66].
• To respond to demo requests, sales inquiries, and customer support needs[cite: 67].
• To improve the functionality and security of our platform[cite: 67].

We will **NEVER sell your data or any student data to third-party marketers**[cite: 68].

4. Data Sharing and Disclosure

We do not share personal information with any third parties, except in the following limited circumstances:

• **Service Providers:** We may use third-party vendors for secure cloud hosting and database management[cite: 69]. These vendors are **contractually bound to protect your data** and cannot use it for their own purposes[cite: 70].
• **Legal Compliance:** We may disclose information if required by law or in response to a valid request by a public authority (e.g., a court order)[cite: 71].

5. Data Security

We take the security of your data extremely seriously[cite: 72]. We use a variety of industry-standard security measures, including **data encryption (in transit and at rest)**, strict access controls, and regular security audits[cite: 73].

6. Data Retention

We act as a processor for the School[cite: 74]. We will retain all personal data for as long as the School maintains an active subscription with us[cite: 75]. If a School terminates its service, we will **securely delete or anonymize all associated student and parent data** from our production servers within **ninety (90) days**[cite: 76].

7. Your Rights (Parents & School Staff)

Since we are the Data Processor, any requests to access, correct, or delete personal data (of a student or parent) **must be directed to the School** (the Data Controller)[cite: 77]. We will fully assist the School in fulfilling any valid data request[cite: 78].

8. Contact Us

If you have any questions about this Privacy Policy, please contact us:

DormCircle | Kahilipara, Guwahati, Assam | Email: info@dormcircle.com [cite: 80]

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