Summary: DormCircle's hostel management software acts as a Data Processor on behalf of your school. We never sell student or parent data. All data is encrypted, role-based access controlled, and deleted within 90 days of service termination. Compliant with India's DPDPA 2023.
1. Introduction
Welcome to DormCircle ("we," "us," or "our"). We provide a hostel management software and school management solution (the "Service") designed for educational institutions ("Schools") to manage their hostel operations and communicate with the parents and legal guardians ("Parents") of their students through our parent communication app.
We act as a "Data Processor" on behalf of the Schools, who are the "Data Controllers." We do not own, sell, or independently use the personal data of students or parents.
2. Information We Collect
A. Information Provided by the School
- Administrator Data: Names, email addresses and phone numbers of Wardens, Principals and other staff who operate the hostel management software.
- Student & Parent Data: Student's Name, Grade and Room Number; Parent's Name, Email Address and Phone Number.
B. Information Entered by School Staff
- Health Updates: e.g., "Visited doctor," "Medication administered"
- Academic Updates: e.g., "Mid-Term Mark Sheet"
- Activity Updates: e.g., "Won debate competition," photos from events
- Attendance Logs: e.g., "Present," "Absent," "On Leave"
C. Information from Website Visitors
We collect names, email addresses, phone numbers and school names from individuals who fill out our "Request a Demo" form on dormcircle.com.
3. How We Use Your Information
- To provide, operate and maintain our hostel management software and school management solution
- To enable wardens to log updates and parents to receive them via our parent communication app
- To send push notifications and alerts via our student hostel app
- To respond to demo requests, sales inquiries and customer support needs
- To improve the functionality and security of our platform
We will NEVER sell your data or any student data to third-party marketers.
4. Data Sharing and Disclosure
- Service Providers: Third-party vendors for secure cloud hosting and database management — contractually bound to protect your data.
- Legal Compliance: We may disclose information if required by law or a valid court order.
5. Data Security
- Data encryption in transit and at rest
- Strict role-based access controls
- Regular security audits
- Compliance with India's Digital Personal Data Protection Act (DPDPA) 2023
6. Data Retention
We retain all personal data for as long as the School maintains an active subscription. Upon termination, all student and parent data is securely deleted within ninety (90) days.
7. Your Rights
As Data Processor, requests to access, correct or delete personal data must be directed to the School (the Data Controller). We will fully assist the School in fulfilling any valid data request.
8. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you by posting the new policy on this page and updating the "Last Updated" date.
9. Contact Us
Privacy Enquiries — DormCircle
Kahilipara, Guwahati, Assam 781019
📧 info@dormcircle.com
📞 +91 7776812868