Our Privacy Policy,
In Plain Words.
What the Kaympus website and mobile app collect, why we collect it, who we share it with, how long we keep it, and how you can have it deleted.
Who We Are
Kaympus is a school management platform run by Kayease Global Solutions LLP, Jaipur, Rajasthan, India (“Kaympus”, “we”, “us”). This policy covers the Kaympus website (kaympus.com), each school’s Kaympus portal and school website, and the Kaympus mobile app for Android and iOS.
Schools use Kaympus to run their daily work. Most information in Kaympus — student records, attendance, fees and so on — is entered and controlled by your school. For that information the school decides what is collected and why, and we handle it on the school’s behalf and on its instructions. Under India’s Digital Personal Data Protection Act, 2023, the school is the Data Fiduciary and we are its Data Processor. For information we collect for ourselves, such as demo requests on our website or a school’s subscription billing, we are responsible.
If anything here is unclear, contact us at [email protected].
Information We Collect
We collect only what the feature you are using needs. Depending on your role (student, parent, teacher, staff or school administrator) and the features your school has switched on, this can include:
Account details
Name, mobile number, email address, role, school code and employee or admission number. You sign in with your mobile number and a one-time password (OTP) sent by SMS.
Student records
Entered by the school: name, photo, date of birth, gender, class and section, parents’ or guardians’ names and phone numbers, and address. Only if the school records them: Aadhaar number, religion, category, blood group, medical notes and certificates.
Staff records
Entered by the school: name, photo, designation, department, contact details, documents, attendance, leave and payroll information.
School activity
Attendance, timetables, homework and the assignments you submit, exam marks and report cards, notices, messages, consent forms you sign (including a drawn signature), and library, hostel, sports and transport records.
Fees and payments
Fee amounts, due dates, receipts and payment references. Card, UPI and bank details are entered on the payment provider’s own secure screen. Kaympus never sees or stores them.
Face and fingerprint data (staff only)
Photos and face templates for face-recognition attendance, and fingerprint templates where the school uses a fingerprint scanner. See “Face Recognition” below.
Location
Your phone’s location when a staff member marks attendance, and the bus’s location while a driver runs a transport trip. See “Location Data” below.
Wi-Fi access point identifier
When staff mark attendance, the app reads the identifier (BSSID) of the Wi-Fi access point the phone is connected to, so the school can confirm the staff member is on campus. We do not read the network name or anything sent over it.
Device and app information
Device model, operating system version and app version, sent with attendance punches and problem reports. Our servers record your IP address when you use Kaympus. We do not collect your advertising ID, IMEI, phone serial number or contacts.
Photos and files you upload
Documents, assignment PDFs, photos of pickup guardians, and screenshots you attach to support requests.
Cards and codes scanned
When school staff scan a student’s transport card, a gate pass or a library book, we record what was scanned, by whom and when.
Support requests
Messages and screenshots you send through Help & Support, with basic device information that helps us fix the problem.
Website visitors
If you request a demo or contact us: the details you enter (name, school, phone, email, message). Our marketing website also uses Google Analytics, described under “Cookies” below.
Face Recognition
Face-recognition attendance is used only for school staff, and only if the school switches it on. It is never used for students or parents.
Enrolment
The staff member takes four photos in the app. The photos are sent to our servers, where a face template (a set of numbers that describes the face) is made. A school administrator must approve the enrolment before it is used. The photos and templates are stored with the staff member’s record.
Marking attendance
The app first checks on the phone that a real person is in front of the camera, for example by asking you to blink or turn your head. That check runs on the phone and those camera frames are not uploaded. One photo is then sent to our servers to match against your face template, and it is kept with that attendance record as proof of the punch.
Gate kiosks
Some schools set up a shared phone or tablet at the gate. So that it keeps working without internet, that device stores the face templates of the school’s enrolled staff, and holds punch photos until it can upload them.
Fingerprints
Where a school uses a desk fingerprint scanner, fingerprint templates are stored with the staff member’s record and used the same way.
We use face and fingerprint data only to record attendance. We never sell it, use it for advertising, or share it with anyone other than your school. To remove your face or fingerprint data, ask your school administrator or write to us at [email protected].
Location Data
We use your phone’s location in only three situations:
Staff attendance
When a staff member taps to mark attendance, the app reads the location once to check they are on the school campus. The location and its accuracy are saved with that attendance record. If the school has not turned on the campus check, location is not needed.
Bus trips (drivers and attendants)
While a driver or attendant has a bus trip running, the app shares the bus’s location about every 15 seconds so parents and the school can see where the bus is. On Android this keeps working with the screen off and shows a permanent “Bus trip in progress” notification. Tracking stops when the trip is ended or the app is closed. We never track a driver outside a trip.
Placing bus stops
Transport staff can tap “use my location” once to place a bus stop on the map.
We do not collect location from student or parent accounts. Parents see the bus’s position, never their own. Bus location history is deleted automatically after at most 90 days, or sooner if the school chooses.
App Permissions and Why We Ask
The app asks for a permission only when you use a feature that needs it. You can refuse or withdraw any permission in your phone’s settings; only the related feature stops working.
Camera
Face-recognition attendance, scanning QR codes and barcodes (transport, gate passes, library books, kiosk setup), and taking guardian photos for pickup cards.
Location (precise)
Checking that staff are on campus when they mark attendance, and sharing the bus’s location during a transport trip.
Location in a foreground service
Used only by drivers and attendants while a bus trip is running, with a visible notification for the whole trip.
Nearby devices (Bluetooth)
Connecting to the school’s RFID card reader on the bus. The app looks only for that reader and does not use Bluetooth to find your location or other devices.
Wi-Fi state
Reading the Wi-Fi access point identifier during staff attendance, and checking whether you are online.
Notifications
Showing messages, notices, fee reminders and alerts from your school.
Files and photos
Only the files you choose to attach through the system file picker. The app does not scan your storage.
The app does not access your contacts, call logs, SMS messages or microphone.
How We Use Information
We use information to:
Run the service
Sign you in, show you your school’s information, and provide the features your school uses.
Communicate
Send OTPs, notifications, SMS and emails for your school, such as attendance alerts and fee reminders.
Process payments
Create and confirm fee and subscription payments through the payment provider you choose.
Keep Kaympus secure
Detect misuse, investigate problems, and keep an activity log of changes made in each school.
Support you
Answer your questions and fix problems you report.
Meet legal duties
Comply with the law, court orders and lawful requests from authorities.
We do not sell personal data. The app shows no ads, and we never use your data, or your child’s data, for advertising or to build marketing profiles.
Children’s Data
Many Kaympus users are students under 18. Student accounts are created by the school, not by the child, and parents usually sign in to their child’s account with their own mobile number.
The school is responsible for getting a parent’s or guardian’s consent before adding a child’s information to Kaympus, as the Digital Personal Data Protection Act, 2023 requires. We use children’s data only to provide the school’s services. We do not show children ads, track them for advertising, or monitor their behaviour beyond the school’s own records, such as attendance.
A parent who wants to see, correct or delete their child’s data can ask the school, or write to us at [email protected].
How Long We Keep It
We keep information only as long as it is needed:
School records
Kept while the school uses Kaympus, unless the school deletes them sooner. The school decides how long to keep student and staff records, and may have to keep some (such as fee receipts and leaving certificates) by law.
When a school leaves
If a school’s account is deleted, it can be restored for 30 days. After that its records are permanently deleted from our database. The school can download a full copy of its data before then. Uploaded files such as photos and documents are deleted when the school or a user asks us to.
Bus location history
Deleted automatically after at most 90 days.
One-time passwords
Expire within minutes and are deleted once used.
Activity logs
Deleted automatically after 365 days.
Server logs
Technical logs, which include IP addresses, are rotated and deleted after about 14 days.
Notifications
In-app notifications are deleted 90 days after you read them.
Demo and contact requests
Kept while we are in touch with you. You can ask us to delete them at any time.
How We Protect It
We take reasonable technical and organisational steps to protect your information, including:
Encrypted connections
All traffic between the app or browser and our servers uses HTTPS (TLS).
Separate school databases
Each school’s data is kept in its own database, and every request is checked against the user’s school and role.
Secure sign-in
OTP sign-in with limited attempts and a short expiry. Your sign-in token is kept in your phone’s secure storage (Android Keystore or iOS Keychain).
Protected credentials
Payment-gateway keys and other service credentials are stored encrypted.
Activity logging
Changes made in each school are recorded in an activity log the school can review.
No system is perfectly secure. If a breach affects your personal data, we will tell the affected school, and the Data Protection Board of India where the law requires.
Your Choices and Rights
Under the Digital Personal Data Protection Act, 2023 you have the right to:
Access
Get a summary of the personal data held about you and how it is used.
Correction
Have wrong or incomplete data corrected. You can change your email and emergency contact in the app; your school updates other details.
Erasure
Ask for your data to be deleted when it is no longer needed, except records your school must keep by law.
Withdraw consent
Withdraw consent you gave, for example by turning off a permission or asking for your face data to be removed.
Grievance
Complain to us and get a reply. If you are not satisfied, you can complain to the Data Protection Board of India.
Nominate
Name someone to use these rights for you in case of death or incapacity.
Because your school controls most of your data, asking the school is usually quickest. You can also write to us at [email protected]. We will check your identity, involve your school where needed, and reply within 30 days.
Deleting Your Account and Data
Kaympus accounts are created by your school, so your school can deactivate or delete your account at any time. You can also ask us directly:
Step 1
Email [email protected] with the subject “Delete my Kaympus account”.
Step 2
Include your school’s name or school code, your registered mobile number, and whether you are a student/parent, teacher or staff member.
Step 3
We confirm the request with you and tell your school, delete your account within 30 days, and email you when it is done.
What is deleted: your sign-in account, profile and contact details, notification tokens, the photos and documents you uploaded, and, for staff, face photos, face templates and fingerprint templates.
What may be kept: records your school must keep by law, such as fee receipts, attendance registers and leaving certificates. These are kept only as long as the law requires and are no longer linked to an active account.
Changes and Contact
We may update this policy as Kaympus changes. We will change the date at the top of this page, and tell schools about important changes.
Kayease Global Solutions LLP, Jaipur, Rajasthan, India. Privacy and grievance contact: [email protected], phone +91 98876 64666.
Want to see, correct or delete your data?
Ask your school, or write to us at [email protected]. We answer every privacy request within 30 days.
Contact us about privacy