Privacy Policy
Introduction
Edcato operates as a School ERP and LMS platform, accessible via web and mobile applications, designed to enhance school operations. This privacy policy applies to all users, including clients, and ensures protection against misuse and unauthorized access to client information. Financial data, such as credit card details, is not stored on our servers.
Services
At Edcato, we prioritize your privacy concerning any data collected during your use of our software applications, which include various modules collectively referred to as “Services.” This Privacy Policy governs your interaction with these Services.
Edcato provides a web-based and mobile application as part of our service offerings.
Data Controller and Data Processor
We handle four primary categories of user data:
Customer Data: Personal information provided by customers and their end-users to utilize our services.
Other Data: Personal data collected from visitors and others for marketing purposes.
Edcato uses customer personal information solely to deliver services as agreed in contracts. Customers control Customer Data, while we act as processors of Customer Data and controllers of Other Data.
What Information Do We Collect?
Customers using the Edcato platform provide data (e.g., for students, parents, staff, visitors) for processing. When customers or end-users upload files or submit information, we process Customer Data on their behalf. Examples include:
Personal Information: Name, email address, user IDs, and address for creating an Edcato account.
Location: Geolocation data to enable location-based features in our mobile app.
Photos and Videos: Media used in user account creation or interactions with our features.
Files and Documents: Documents required for platform functionalities.
App Activity: Data on feature usage, frequency, duration, and actions taken within our mobile app or linked websites.
Device or Other IDs: Device information required for account signup and login.
User Data Policy: User images are collected ephemerally for app functionality, with user consent, and are not shared.
Additional Data: Information related to fee collection, admissions, hiring, payroll, employee records, bank accounts, and tax records.
\We also automatically collect data like IP addresses, mobile platform details, and unique device identifiers (UDID) when customers or end-users access our services.
Usage of Client Data:
How we use your personal data depends on the Services you use and your interactions with them.
Edcato processes Customer Data based on customer instructions, the Customer Agreement, and applicable laws. Customers control their data, while we act as processors. Other Data is used for sending newsletters and responding to inquiries, comments, or other correspondence.
Legal Bases for Processing User Data
We process personal data with a legal basis, such as legitimate interest or your consent. Customer Data is processed to fulfill contractual obligations, while Other Data is processed based on legitimate interest or consent. In rare cases, we may process data to comply with legal requirements.
You may withdraw consent for specific processing at any time.
How Do We Use Customer Data?
We use your data to authenticate and grant access to our services, enhance user experience, and provide support. Edcato collects only necessary data to fulfill the purpose of your interaction with our services.
Service Delivery: We process Customer Data to provide services via our ERP and LMS platform.
Communication: We send emails, messages, or other communications about services, technical updates, or administrative matters. These are integral to the Services and cannot be opted out of unless you stop using our services.
Customer Support: We respond to your inquiries or feedback to resolve issues efficiently.
How Do We Use Other Data?
Other Data may be used to send corporate updates, promotional materials, product demo invitations, or event notifications. Direct marketing occurs only with your consent, and you can limit how your data is collected or used.
Data Retention Policy
We retain personal data only as long as necessary for the purposes outlined in this policy, unless longer retention is required or permitted by law.
Customer Data: Retained as long as your Services account is active, or longer if required by law. Upon termination of services, we delete or return Customer Data per your instructions and applicable laws.
Other Data: Kept as needed to fulfill the purposes in this policy.
Cross-Border Data Transfers
We may transfer your personal data to countries outside your residence for purposes outlined in this policy. These countries may have less stringent data protection laws. Transfers are conducted with appropriate safeguards, such as standard data protection clauses adopted by the European Commission.
Customer Rights
You have rights to access, update, correct, or object to the processing of your personal data, including for direct marketing. Under laws like the EU GDPR, you may also request data portability, deletion, or restriction of your data.
Customer's Rights to Control Data
We aim to provide easy ways to manage your personal data:
Right to Correct: Edit your data through your account or request corrections, especially for inaccurate information.
Right to Erase: Request deletion of your data if it’s no longer needed for services.
Right to Limit or Object: Request we stop using some or all of your data, unless legally required to continue.
Right to Access and Portability: Obtain a machine-readable copy of your data.
Rights Regarding Automated Decisions: Rights related to profiling or automated decisions.
You can exercise these rights by contacting us with specific requests.
How Do We Share Your Data with Third Parties?
To provide services, we may share your data with select recipients, such as:
Third-party services like payment gateways, VTS vendors, content partners, SMTP servers, email providers (e.g., SendGrid), SMS providers (e.g., SMSCountry), or WhatsApp service providers.
To comply with legal obligations or in case of asset sales or change of control transactions.
We minimize data sharing and only work with service providers necessary for delivering our services.
Our Measures to Protect Your Data
We implement reasonable security measures to protect your data from loss, theft, unauthorized access, disclosure, alteration, or destruction. These include physical access controls, HTTPS, restricted data access, and monitoring for threats and vulnerabilities.
Only personnel with a legitimate need-to-know access your data. We maintain safeguards to ensure data privacy and integrity throughout its lifecycle.
Contact Information
For questions or to exercise your rights, contact us through the Edcato application or our support channels.
Your Acceptance of These Terms
By using Edcato’s ERP and LMS applications, you agree to this policy and our terms of service. If you disagree, please refrain from using our services. Continued use after policy updates implies acceptance of changes. Providing accurate data is necessary for us to deliver services fully.
Changes to the Privacy Policy
Edcato may update this policy at our discretion. Updates will be posted on our website with a revised “Last Modified” date.
We encourage you to check this page regularly. Significant changes will unilateral be communicated via email or upon login to our Services. Continued use of our services after changes indicates your acceptance of the updated policy.
Last Modified: 13th June 2025