Privacy Policy

Privacy Policy

Last Updated: September 6, 2026

AI EDU ERP (“AI EDU ERP”, “we”, “us”, or “our”) respects the privacy of students, parents, guardians, teachers, school administrators, drivers, staff, and other users who use our website, mobile applications, software, and related services (collectively, the “Services”).

This Privacy Policy explains what information we may collect, how we use it, how we protect it, when it may be shared, and the choices available to users.

By using AI EDU ERP Services, you acknowledge that you have read and understood this Privacy Policy.

1. About AI EDU ERP

AI EDU ERP is a school and college management software platform that provides digital services to educational institutions and their authorized users.

Depending on the services enabled by a school or college, AI EDU ERP may provide features including:

Student and parent management
Attendance management
Examination and academic information
Fee management
School communication
Notifications and announcements
Homework and assignments
School transportation management
School bus tracking
Parent mobile applications
Teacher and staff applications
Administrative and reporting features
Other school and college management services

The specific information collected and processed may depend on the features activated by the educational institution.

2. Information We Collect

Depending on the Services used by the school, we may collect or process different categories of information.

2.1 Account and Contact Information

This may include:

Name
Mobile phone number
Email address
Login credentials or authentication information
Parent/guardian information
Teacher or staff information
School/college information
User role and account information

2.2 Student Information

Where provided or managed by the educational institution, the system may process information relating to students, such as:

Student name
Student identification or admission number
Class, section, or grade
Attendance information
Examination and academic information
Fee-related information
Homework and assignment information
Parent/guardian information
Transportation or bus assignment information
Other information necessary for providing educational administration services

Schools and colleges are responsible for determining what student information is entered into the system and for using the Services in accordance with applicable law and their own privacy policies.

2.3 Device and Technical Information

When users access our Services, we may process technical information necessary to operate, secure, and improve the application, including:

Device type
Operating system
Application version
Device identifiers where technically necessary
IP address
Network information
Crash and diagnostic information
Login and security information

2.4 Application Usage Information

We may process information concerning the use of our application, such as:

Login activity
Features accessed
Technical events
Error and diagnostic information
Security-related events

This information may be used to maintain and improve the reliability and security of our Services.

3. School Bus Location Tracking

AI EDU ERP provides an optional school transportation tracking feature that allows authorized parents and guardians to view the location of a school bus assigned to their child.

To provide this feature, the AI EDU ERP mobile application may collect location information from the mobile device used by an authorized school bus driver, bus attendant, or other authorized transportation personnel.

The purpose of this feature is to provide transportation visibility to authorized parents and school personnel and to support school transportation operations and safety.

3.1 What Location Information We Collect

When school bus tracking is enabled, we may collect:

GPS location
Latitude and longitude
Date and time of the location
Bus or vehicle identification
Assigned route or trip information
Location-related technical information required to provide the tracking service

The exact information collected may depend on the device, operating system, application configuration, and transportation features enabled by the school.

3.2 Why We Collect Bus Location Information

Bus location information may be processed for the following purposes:

To allow authorized parents and guardians to view the location of their child’s assigned school bus.
To provide transportation status and bus movement information.
To assist schools in managing transportation operations.
To help authorized school personnel monitor active transportation routes.
To improve transportation coordination and safety.
To investigate transportation-related incidents or technical issues.
To provide and maintain the school bus tracking service.

We do not use school bus location information for unrelated advertising or targeted advertising purposes.

4. When Location Tracking Is Active

Location tracking is intended to operate during an authorized school transportation trip or during a period in which the school has enabled transportation tracking.

The driver’s or authorized transportation personnel’s device may need to provide location information in the background so that the bus location can continue to be updated when the application is not actively displayed on the screen.

The application may therefore request location permissions, including background location permission, where necessary for the bus tracking functionality.

Location tracking should stop when the authorized transportation trip or tracking period has ended, subject to technical requirements, operational records, security requirements, dispute resolution, and applicable legal obligations.

5. Driver and Transportation Staff Privacy

The bus tracking feature is intended to track the school transportation service and not the driver’s private activities.

AI EDU ERP does not intend to use the transportation tracking feature to continuously monitor a driver’s personal activities outside authorized transportation operations.

Schools and transportation administrators are responsible for ensuring that drivers and transportation personnel are appropriately informed about the use of location tracking.

Where technically possible, location tracking should be limited to active transportation trips or other authorized periods.

6. Who Can See the Bus Location?

Bus location information is not intended to be publicly accessible.

Depending on the school’s configuration, location information may be made available to:

Parents or legal guardians whose child is assigned to the relevant bus or route
Authorized school administrators
Authorized transportation coordinators
Authorized school staff
Other users specifically authorized by the educational institution

Access is intended to be restricted according to the user’s role, school, student, bus, route, or transportation assignment.

Parents and guardians should only receive transportation information that they are authorized to access.

7. Parent Access to Transportation Information

Parents or guardians may use the AI EDU ERP mobile application to view information about their child’s assigned school transportation.

Depending on the school’s configuration, this may include:

Bus number
Bus route
Bus status
Approximate/current bus location
Transportation notifications
Other transportation-related information

Parents and guardians must not share, publish, redistribute, or otherwise make bus location information available to unauthorized persons.

Parents and guardians are responsible for maintaining the confidentiality of their AI EDU ERP account and mobile device.

8. Location Accuracy

The bus location shown in the application is generated using the location capabilities of the driver’s or authorized transportation device.

Location information may not always be completely accurate.

Accuracy may be affected by:

GPS signal availability
Mobile network connectivity
Device settings
Battery-saving settings
Indoor or covered environments
Weather or environmental conditions
Device hardware
Operating system restrictions
Internet connectivity
Other technical factors

The displayed location should therefore be considered an approximate indication of the bus’s location.

Parents and guardians should not rely solely on the application for emergency situations.

9. Children’s Privacy

AI EDU ERP recognizes the importance of protecting children’s personal information.

The Services may process information relating to students because such information is necessary for educational administration, communication, school transportation, safety, attendance, examinations, fees, and other services provided by the educational institution.

We do not intend to make children’s personal information or school bus location publicly available.

We do not use children’s information for targeted advertising.

We do not intentionally use school transportation information to create public profiles of children.

Where required by applicable law, appropriate parental or guardian consent and other required safeguards will be implemented.

10. How We Use Personal Information

Information processed through AI EDU ERP may be used to:

Provide the requested Services
Create and manage user accounts
Authenticate users
Provide school and parent communication
Manage student information
Manage attendance
Manage examinations and academic information
Manage fees and payments where applicable
Provide school transportation services
Provide school bus tracking
Send important notifications
Provide technical support
Maintain application security
Detect and prevent unauthorized access
Troubleshoot technical problems
Improve application performance
Maintain service reliability
Comply with applicable legal obligations
Respond to legitimate requests from authorized users or institutions

We will not use personal information for purposes that are incompatible with the purpose for which it was collected, except where permitted or required by applicable law.

11. Notifications and Communications

The application may send notifications relating to the Services, including:

School announcements
Attendance notifications
Examination notifications
Fee notifications
Homework notifications
Transportation notifications
Bus tracking notifications
Emergency or safety notifications
Account and security notifications

Users may be able to control certain notification settings through the application or their device settings.

Some important service or security notifications may be necessary for the operation of the Services.

12. Sharing of Personal Information

AI EDU ERP does not sell personal information.

Information may be shared or made accessible where reasonably necessary to provide the Services.

Educational Institutions

Schools and colleges using AI EDU ERP may access information relating to their students, parents, teachers, staff, and operations according to their authorized roles.

Authorized Parents and Guardians

Parents or guardians may receive information relating to their child through the AI EDU ERP application, subject to the school’s configuration and applicable authorization.

Authorized Transportation Personnel

Bus location and transportation information may be accessible to authorized transportation administrators and personnel.

Service Providers

We may use third-party service providers to support our Services, such as providers of:

Cloud hosting
Data storage
Database infrastructure
Push notifications
Authentication
Application infrastructure
Security services
Analytics or diagnostics
Technical support

Such providers may process information only as necessary to provide the relevant services and subject to appropriate safeguards.

Legal and Regulatory Requirements

We may disclose information where required or permitted by applicable law, regulation, legal process, court order, governmental request, or where reasonably necessary to protect the safety, security, rights, or property of users, students, schools, AI EDU ERP, or others.

13. School and College Responsibility

AI EDU ERP provides technology services to educational institutions.

The school or college may determine:

What student information is entered into the system
Which users receive access
Which parents are associated with which students
Which students are assigned to which buses
Which transportation routes are enabled
Which school staff can access transportation information
How the Services are used within the institution

Schools and colleges are responsible for ensuring that information provided to AI EDU ERP is collected and used lawfully and that appropriate permissions and authorizations are obtained where required.

14. Data Security

We take reasonable technical and organizational measures designed to protect personal information from:

Unauthorized access
Unauthorized disclosure
Unauthorized alteration
Misuse
Loss
Destruction

Security measures may include:

Authentication
Access controls
Role-based permissions
Secure communication
Server security
Restricted administrative access
Monitoring and logging
Backup and recovery procedures
Other reasonable security measures

However, no internet-based service, application, network, or electronic storage system can be guaranteed to be completely secure.

15. Account Security

Users are responsible for keeping their login credentials confidential.

Users should:

Use strong passwords where applicable
Not share passwords or authentication codes
Log out of shared devices
Keep their mobile device secure
Inform the school or AI EDU ERP if they believe their account has been compromised

AI EDU ERP will not be responsible for unauthorized access resulting from a user’s failure to maintain the security of their credentials or device, except where otherwise required by applicable law.

16. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected or processed, including providing Services, maintaining records, addressing security issues, resolving disputes, complying with legal requirements, and enforcing agreements.

Location information associated with school transportation may be retained for a period reasonably necessary for transportation operations, safety, troubleshooting, dispute resolution, security, auditing, or legal requirements.

When information is no longer required, it may be deleted, anonymized, or securely disposed of in accordance with applicable law and our retention practices.

The applicable retention period may vary depending on the type of information and the requirements of the educational institution.

17. Location Permission

The driver’s mobile device may request permission to access location information.

Depending on the device and operating system, the user may be able to select location permission options such as:

Allow while using the application
Allow all the time
Deny

The exact options depend on the mobile operating system.

If the required location permission is denied or disabled, the school bus tracking feature may not function correctly.

The school or transportation administrator may have additional operational requirements for drivers using the transportation tracking feature.

18. Withdrawal of Permission

Where processing is based on consent and applicable law provides a right to withdraw consent, the relevant user may withdraw consent through available mechanisms.

Withdrawal of location permission may prevent the bus tracking feature from operating.

Withdrawal of permission does not necessarily affect processing that is permitted or required under another lawful basis or applicable legal requirement.

Requests concerning personal information may also be submitted using the contact information provided in this Privacy Policy.

19. Data Accuracy

We take reasonable steps to maintain accurate information where appropriate.

However, some information is entered or updated by schools, colleges, parents, teachers, administrators, drivers, or other authorized users.

If you believe that information associated with your account is incorrect, you should contact the relevant school or AI EDU ERP using the available support channels.

20. Children’s Data and Transportation Safety

AI EDU ERP may process transportation-related information because school transportation is an important operational and safety function.

Where applicable, transportation information may be processed by educational institutions and authorized personnel for purposes such as:

Managing school transportation
Assigning students to buses
Managing routes
Monitoring active transportation trips
Providing parents with bus status
Supporting transportation safety
Responding to transportation-related incidents

Such information should only be accessed by authorized persons and should not be publicly disclosed.

21. Third-Party Services

AI EDU ERP may use third-party technologies and service providers to operate parts of the Services.

Examples may include:

Cloud infrastructure providers
Mapping or location services
Push notification services
Authentication services
Analytics and diagnostics services
Security services
Communication services

Third-party services may have their own terms and privacy policies.

Where third-party services process personal information on our behalf, we seek to use appropriate contractual and security measures.

22. Maps and Location Services

The bus tracking feature may use mapping or location technology to display transportation information.

The map may display the approximate location of the bus based on GPS information received from the authorized transportation device.

Mapping information may be provided by third-party mapping providers.

The availability and accuracy of mapping information may depend on the relevant mapping provider, GPS availability, network connectivity, and device conditions.

23. Cookies and Website Technologies

Our website may use cookies or similar technologies to:

Maintain website functionality
Remember preferences
Improve website performance
Understand general website usage
Improve user experience
Maintain security

Users may be able to control cookies through their browser settings.

Disabling certain cookies may affect website functionality.

24. Analytics and Diagnostics

We may use technical analytics and diagnostic information to understand application performance and identify technical problems.

This may include information such as:

Application crashes
Device type
Operating system
Application version
Error information
Performance information

Such information is used primarily for maintaining, securing, and improving the Services.

25. Advertising

AI EDU ERP does not sell personal information.

We do not use school bus location information for targeted advertising.

We do not intentionally use children’s personal information for targeted advertising.

If advertising functionality is introduced in the future, this Privacy Policy will be updated as appropriate and any required permissions or consents will be obtained.

26. User Rights and Requests

Subject to applicable law, users may have rights relating to their personal information, including rights concerning:

Access to information
Correction of inaccurate information
Deletion or erasure
Withdrawal of consent where applicable
Grievance redressal
Other rights provided under applicable law

Because AI EDU ERP operates as a platform used by schools and colleges, some requests may need to be coordinated with the relevant educational institution.

We may need to verify the identity and authority of a person making a request before providing access to or changing personal information.

27. Grievance Redressal

If you have a privacy-related concern, complaint, or question about the processing of personal information through AI EDU ERP, you may contact us using the contact information below.

We will take reasonable steps to review and respond to privacy-related requests in accordance with applicable law.

28. Data Breaches and Security Incidents

If we become aware of a security incident involving personal information, we will take reasonable steps to investigate, contain, mitigate, and respond to the incident.

Where notification is required under applicable law, we will provide notifications to the relevant parties or authorities in accordance with the applicable requirements.

29. International Processing

Depending on the infrastructure and service providers used to operate AI EDU ERP, personal information may be processed or stored in India or other jurisdictions.

Where personal information is transferred or processed outside India, we will take appropriate measures as required by applicable law.

30. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

Changes to our Services
New features
Changes in technology
Changes in applicable law
Changes in our data processing practices
Security or operational requirements

When we make material changes, we may provide notice through the website, application, email, or other appropriate communication methods.

The updated Privacy Policy will include a revised “Last Updated” date.

We encourage users to review this Privacy Policy periodically.

31. Contact Us

If you have questions, concerns, complaints, or requests relating to this Privacy Policy or the processing of personal information through AI EDU ERP, please contact us.

AI EDU ERP

Plot No. 1, 1st Floor,
ST Enclave, Gachibowli,
Hyderabad – 500032,
Telangana, India

Email: info@aieduerp.com

For school bus location tracking questions, users may specifically mention “Bus Location Privacy” in their communication.

32. Consent and Acceptance

By using AI EDU ERP Services, you acknowledge that you have read and understood this Privacy Policy.

Where applicable law requires consent for a particular processing activity, the relevant consent will be obtained through the appropriate mechanism.

For school bus tracking, the use of location information is limited to the purposes described in this Privacy Policy and the transportation services configured by the relevant educational institution.

If you do not agree with the processing described in this Privacy Policy, you should discontinue use of the relevant Services or contact the relevant school or AI EDU ERP regarding available alternatives.

Last Updated: September 6, 2026

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