Klasverse privacy policy

1. Who we are and who is responsible

Klasverse is software that educational institutions (“institutions”) use to run their daily work. It is provided by Klasverse, operated by Bharath Varma (“we”, “us”).

The institution decides who gets an account and what is recorded about its students, parents and staff. For that information the institution is responsible (it is the “data fiduciary” under India's Digital Personal Data Protection Act, 2023), and we process it on the institution's behalf and on its instructions. For information we handle for our own purposes, such as security logs, website enquiries and support e-mails, we are responsible.

2. Who can use Klasverse

You cannot sign up by yourself. Accounts are created by your institution (or by us at the institution's request) for administrators, teachers, staff, parents, students and bus drivers. Each person sees only what their role and their own institution, branch, class and family link allow. These rules are checked on our server for every request, not only in the app.

3. Information we handle

• Account details: name, mobile number, e-mail address, role (for example administrator, teacher, parent, student or bus driver), institution, branch and class or section, and an optional profile photo.
• Student records entered by the institution: name, date of birth, gender, parents' names, address, admission details and documents, photo, class and section, attendance (by day and by period), timetable, exams and marks, fees due and payments recorded by the institution, growth notes, and learning progress (videos watched, test answers, scores and certificates).
• Staff records: staff attendance and leave requests.
• Content people add: chat and group messages, posts and comments, institution updates, complaints, support messages to the Klasverse team, class materials, and the photos, videos and documents attached to them.
• Bus location (bus drivers only): while a driver has started a trip, the driver's phone sends its location about every 35 seconds, including when the app is in the background or the screen is locked. A notification stays visible on the driver's phone for the whole trip. Sharing stops when the driver taps Stop, signs out, loses the bus assignment, or after 3 hours unless the driver extends it. Parents and students of that bus see the latest position. No other user's location is collected.
• Device and security records: sign-in sessions (a device label such as the phone model, browser details, the network (IP) address used to sign in, and sign-in times), notification tokens if notifications are turned on, and security logs used to stop password-guessing.
• Records of important actions: for example who recorded a payment, changed marks or moved a student, so the institution can check changes.

4. What we do not do

• No advertising, no advertising identifiers, and no tracking across other companies’ apps or websites.
• No analytics or crash-reporting service is built into the app or the websites, and no tracking cookies.
• No contacts, calendar, microphone recordings or health data.
• No card, bank-account or UPI PIN details. Payments are not made inside Klasverse; the institution records payments it has received.
• The camera is opened only when you tap “Take photo”. Photos are uploaded only when you choose to send them.

We do not sell personal information and we do not use it for advertising or marketing profiles.

5. Why we use it

• To sign you in, keep your account secure and show you the right information.
• To provide the features your institution turns on: attendance, timetable, marks and exams, fees, admissions, materials, video learning and tests, posts, chats, updates, complaints, leaves, transport and support chat.
• To send sign-in codes, password-reset messages and (if turned on) notifications.
• To prevent misuse, investigate problems and keep records of important actions.
• To answer support, privacy and demo requests.

6. Who receives information

Inside your institution: only the people whose role allows it. For example, a parent sees only their own children, a student sees only their own records, and a teacher sees the classes assigned to them. One institution never sees another institution's records. Support chat messages are seen only by you and the Klasverse platform team.

Our service providers, only to run Klasverse and under their own security commitments:

• Amazon Web Services (AWS), Mumbai region (India): servers, the database and file storage, and the hosting of this website. Stored files and the database use encrypted storage.
• Mux, Inc.: prepares and streams learning videos uploaded to Video Learning. The video files are processed and delivered from Mux's servers, which can be outside India. Videos are private and played only through short-lived signed links.
• An e-mail delivery service (Amazon Simple Email Service): sends sign-in codes and password-reset messages to your e-mail address.
• Notification services (only when notifications are turned on): Expo, Google Firebase Cloud Messaging and Apple Push Notification service for phones, and your browser maker's push service for the website. Notification text is kept short; full messages stay inside Klasverse.
• Google Maps: if you tap “Open in Google Maps” on a bus, the bus position is handed to Google Maps on your device, and Google's own privacy policy applies there.
• Cloudflare: answers the address look-up (DNS) for klasverse.com. It does not receive the content of your visits.

Authorities, only when the law requires it.

7. Students and children

Klasverse holds records about students, many of whom are under 18, and students can have their own accounts. Student records are entered by the institution. Under Indian law the institution is responsible for obtaining any consent required from a parent or guardian before it records a child's information or gives a child an account. We do not show advertising to anyone, do not track children and do not use their information for any purpose other than providing Klasverse to their institution.

A student account can see only that student's own records. Students cannot use Leaves, Complaints or the People directory. A parent or guardian can ask the institution, or us, to see, correct or delete a child's information. See also Child safety.

8. How long information is kept

• Records that belong to an academic year (for example attendance, marks, fees, messages, posts, uploaded files and trip locations) are kept until the institution deletes that academic year; they are then permanently removed. Learning courses, tests, scores and certificates are kept when a year is deleted, because they are not tied to one year.
• Expired sign-in sessions, old security logs and notification tokens of signed-out devices are removed automatically after a limited period.
• When an institution stops using Klasverse, we delete or return its data as agreed with that institution.
• If you ask us to delete your account, see the Delete account page: we complete deletion within 30 days, except records the institution must keep by law, as explained there.

9. Security

All traffic between the app or the websites and our servers is encrypted (HTTPS). Passwords are stored only in hashed form. Stored files and the database are on encrypted storage. Access is checked on the server for every request. You can end your sign-in on other devices from “My devices”. No system is perfectly secure; if a breach affects personal information we will inform the affected institution and, where the law requires, the authorities and affected people.

10. Your choices and rights

• You can turn notifications and location permission off in your phone settings at any time. The rest of the app keeps working (a bus driver cannot share a trip without location).
• You can ask to access, correct or delete your information, or withdraw a consent you gave. Ask your institution, or write to us; we will pass institution records to the institution, which decides what it must keep.
• You can nominate another person to exercise these rights for you in case of death or incapacity, as allowed by the DPDP Act, 2023.
• You can complain to our Grievance Officer (below) and, if not satisfied, to the Data Protection Board of India.

We reply within 30 days.

11. This website (klasverse.com)

• Nothing through forms. The demo request form does not send your details to us. It only prepares a WhatsApp message in your browser; you review it and decide whether to send it in WhatsApp.
• WhatsApp, phone and e-mail. If you contact us by WhatsApp, phone or e-mail, we receive what you send (for example your name, number, institution and message) and use it only to reply and discuss your requirements. We keep enquiries while we discuss your requirements and for as long as needed for any agreement that follows; ask us at any time to delete them. WhatsApp's own privacy policy applies to messages sent through WhatsApp.
• Technical logs. Our servers record basic technical details (such as your network address, browser type and the pages requested) to deliver the site and protect it from attacks. These logs are kept only for a limited period.

12. Grievance Officer

Name: Bharath Varma
E-mail: support@klasverse.com
Under the Information Technology Rules, 2021 we acknowledge a complaint within 24 hours and resolve it within 15 days.

13. Changes to this policy

We will publish changes on this page and update the date above. For important changes we will inform institutions before they take effect.