1. Introduction
EduPilotPro is an AI-powered School Operating System that helps educational institutions manage students, staff, attendance, fees, scheduling, and communications from a single cloud platform. Each school operates in a fully isolated, subdomain-based workspace (e.g., yourschool.edupilotpro.com).
We are committed to responsible data stewardship. This policy applies to all data processed through the EduPilotPro platform, including data submitted by school administrators ("School Operators"), staff members, parents, guardians, and students. By using our platform you agree to the practices described below.
Where EduPilotPro acts as a data processor on behalf of a School Operator, that school is the data controller and is responsible for ensuring its own compliance obligations are met (including obtaining appropriate consent from parents and students).
2. Information We Collect
2.1 School & Workspace Data
- Institution name, registered address, and official contact details
- Subdomain and workspace configuration settings (school code, academic year, fee structure, etc.)
- Billing and subscription information (plan tier, billing contact email)
- Custom academic structure — subjects, classes, sections, courses defined by the school
2.2 User Account Data
- Full name, email address, and hashed authentication credentials (managed by Supabase Auth)
- User role within the workspace (Super Admin, Admin, Teacher, Finance, Parent)
- Login timestamps, session identifiers, and IP addresses for security audit purposes
- Profile preferences and notification settings configured by the user
2.3 Student & Family Data
This data is entered by School Operators and their authorised staff. EduPilotPro processes it solely to provide the platform's functionality.
- Student profiles: legal name, auto-generated student code, date of birth, gender, enrolment status, class/section assignment, and CNIC/passport number (where provided by the school)
- Family records: guardian names, contact numbers, email addresses, home address, and family code
- Attendance records: daily presence/absence/late status per student, timestamped and associated with the marking teacher
- Financial records: fee structure assignments, invoice history, payment records, outstanding balances, and applied discounts
- Academic records: assessment scores, GPA calculations, report card entries, and enrolment history
- Communication logs: records of WhatsApp or email notifications dispatched on behalf of the school (no message content is stored beyond delivery metadata)
2.4 Technical & Usage Data
- IP addresses, browser type, operating system, and device identifiers
- Page views, feature usage events, and session duration — collected in aggregate via Google Analytics
- Error logs, API response times, and server-side performance metrics used for platform stability
- Request identifiers (
x-request-id) for tracing and debugging
3. How We Use Your Information
We use collected information only for the purposes described below. We do not sell, rent, or trade your personal information to any third party.
3.1 Providing & Operating the Platform
- Provisioning and managing isolated school workspaces
- Authenticating users and enforcing role-based access control
- Generating reports, invoices, attendance records, and report cards on behalf of the school
- Delivering scheduled fee reminders and parent notifications via email and WhatsApp
- Storing and retrieving student, family, and academic data at the school's direction
3.2 Platform Improvement & Analytics
- Analysing aggregated, anonymised usage data to improve feature design and performance
- Detecting and resolving bugs, errors, and performance bottlenecks
- Training and improving AI models using only de-identified, aggregated data — never raw student records
3.3 Security & Fraud Prevention
- Monitoring for unauthorised access, brute-force attempts, and suspicious activity
- Maintaining immutable audit logs for all data modifications within a workspace
- Verifying workspace ownership and billing contact identity
3.4 Legal Compliance
- Fulfilling our obligations under applicable data protection laws (GDPR, PDPA, POPIA, and equivalents)
- Responding to lawful requests from government authorities where required
- Enforcing our Terms of Service and resolving disputes
4. Multi-Tenancy & Data Isolation
Every school on EduPilotPro is assigned its own isolated workspace. Data separation is a core architectural guarantee — not an optional feature.
- Subdomain isolation: each school operates on a dedicated subdomain (e.g.,
lincoln.edupilotpro.com). Requests are routed and scoped to that workspace exclusively - Database-level scoping: every record — student, attendance, fee, grade — is associated with a
schoolIdfield and every query is scoped to it. Cross-tenant data access is architecturally prevented - No shared data pools: student records, family data, fee history, and academic records are never visible across school boundaries — even to EduPilotPro staff, except under formal support procedures with School Operator authorisation
- Role-based access within a workspace: users within a school can only access data permitted by their assigned role (Super Admin, Admin, Teacher, Finance, or Parent). Each role has a strictly scoped permission set enforced server-side
- AI inference isolation: AI features (attendance parsing, fee recovery scoring) run within the context of the requesting workspace only and return results scoped to that workspace
5. Data Security
We implement layered technical and organisational controls to protect your data from unauthorised access, disclosure, alteration, or destruction.
5.1 Encryption
- All data in transit is encrypted using TLS 1.2 or higher. HTTPS is enforced across all endpoints
- Data at rest is encrypted using AES-256 encryption managed by our cloud infrastructure provider (Railway)
- Authentication credentials are never stored in plaintext. Password hashing and token management are handled by Supabase Auth using industry-standard algorithms
5.2 Access Controls
- Server-to-server API requests are authenticated via a server-side token (
x-api-token) injected by the proxy and never exposed to the browser - Public API features (such as AI assistant) may send a public token (
X-API-Token) from the browser — this token is intentionally public and only grants access to non-sensitive data - Role-based access control (RBAC) is enforced at the API layer — every request is validated against the authenticated user's role before data is returned
- Internal EduPilotPro staff access to production databases is restricted to authorised personnel only and requires multi-factor authentication
5.3 Audit Logging
- All data modification events (create, update, soft delete) are logged with a timestamp, user identity, and change description
- Audit logs are immutable and cannot be altered by workspace users
- Logs are retained for a minimum of 12 months to support compliance and dispute resolution
5.4 Infrastructure Security
- The platform is hosted on Railway's cloud infrastructure, which provides DDoS protection, network isolation, and automated security patching
- File assets (documents, uploads) are stored in S3-compatible object storage with access restricted to pre-signed URLs with short expiry windows
- We conduct periodic security reviews and respond promptly to identified vulnerabilities
6. Data Retention
6.1 Active Workspace Data
- All school, student, family, and operational data is retained for the duration of the active subscription
- Records are soft-deleted by default (
enabled: false) and can be restored by School Operators — they are not immediately purged from the database - Attendance and financial records are retained for a minimum of 7 years in line with standard accounting and educational record-keeping requirements, unless the School Operator requests earlier deletion
6.2 Post-Cancellation Retention
- Upon subscription cancellation, workspace data is retained for a grace period of 30 days to allow for data export or reactivation
- After the grace period, all workspace data — including student records, family data, fee history, and attachments — is permanently deleted from our systems within 30 additional days
- School Operators can request a full data export (JSON and CSV format) at any time during the subscription or grace period by contacting [email protected]
6.3 Backup Retention
- Automated database backups are retained for up to 35 days. Backups are encrypted and stored in geographically redundant storage
- Backup data is used solely for disaster recovery purposes and is not accessible to workspace users directly
7. Third-Party Services
EduPilotPro uses a small number of carefully selected third-party service providers to operate the platform. Each provider processes data only to the extent necessary to deliver their specific service.
| Provider | Purpose | Data Shared |
|---|---|---|
| Supabase | User authentication & session management | Email addresses, hashed passwords, session tokens |
| Railway | Cloud hosting, PostgreSQL database, S3-compatible object storage | All platform data (encrypted at rest) |
| Prisma Accelerate | Database connection pooling & query caching | Database query traffic (no persistent data storage by Prisma) |
| Google Analytics | Aggregated product usage analytics | Anonymised page-view events, session duration (no student data) |
| Google Gemini API | AI Attendance Assistant natural language parsing (online mode) | Attendance input text only; no student identity data is transmitted |
We do not sell, rent, license, or share your personal data with advertisers or data brokers under any circumstances.
8. Children's Privacy
EduPilotPro is a B2B platform contracted by schools. Student data is collected and managed by School Operators — not directly by EduPilotPro — in their capacity as data controllers for their students' records.
- School Operator responsibility: the school is responsible for obtaining any required parental or guardian consent before entering student data into the platform, in accordance with applicable laws (FERPA in the United States, GDPR/UK GDPR in Europe, PDPA equivalents elsewhere)
- No direct collection from minors: EduPilotPro does not knowingly solicit information directly from children under the age of 13 (or the applicable age of digital consent in the user's jurisdiction)
- Minimal student data: we collect only the data that School Operators actively enter into the system. We do not augment student profiles with third-party data
- Parent portal access: parents and guardians assigned the Parent role may view their own child's attendance, fee, and academic records only — cross-student access is architecturally blocked
- Data deletion requests: schools may request permanent deletion of a specific student's records at any time by contacting [email protected]
9. Your Rights
Depending on your location, you may have rights over your personal data under applicable data protection legislation. These include:
9.1 Rights Available to All Users
- Access: request a copy of the personal data we hold about you
- Correction: request correction of inaccurate or incomplete personal data
- Deletion: request deletion of your personal data (subject to legal retention obligations)
- Data portability: request your workspace data in a structured, machine-readable format (JSON/CSV export)
9.2 Additional Rights for EU / UK Users (GDPR & UK GDPR)
- Right to object: object to processing of your personal data where we rely on legitimate interests as the legal basis
- Right to restrict processing: request that we restrict how your data is used while a dispute is being resolved
- Right not to be subject to automated decisions: request human review of any automated AI-generated decision (e.g., fee risk scores) that significantly affects you
- Lodge a complaint: you have the right to lodge a complaint with your local supervisory authority (e.g., the ICO in the United Kingdom, or your national DPA in the EU)
To exercise any of the above rights, contact us at [email protected]. We will respond to all verified requests within 30 days (or within the statutory deadline where shorter).
10. Account Deletion Requests
EduPilotPro respects your right to have your account and personal data deleted. We provide a simple, transparent process for requesting account and data deletion at any time.
10.1 How to Request Account Deletion
- Visit our Account Deletion Request page and complete the form with your details
- Provide your first name, last name, school name, email or phone number, and ID number for verification
- Confirm that you understand the deletion is permanent and cannot be undone
- Submit the request
10.2 Verification Process
- After submission, you will receive a verification email at the address you provided
- Click the verification link in the email to confirm your identity and authorization for deletion
- This verification step ensures that account deletion requests are genuine and prevents unauthorized deletions
10.3 Data Deletion Timeline
- Within 30 days: Upon verification, we will delete all personal data associated with your account, including user profile information, access credentials, and login history
- Within 60 days: All backup copies containing your data will be purged from our backup systems
- You will receive a confirmation email once the deletion is complete
10.4 What Data Is Deleted
- Your user account and authentication credentials
- Personal profile information (name, email, phone)
- Account preferences and notification settings
- Login history and session data
- Access tokens and API keys associated with your account
- All audit log entries associated with your user account
10.5 Limitations & Exceptions
- Workspace-level data: If you are a Super Admin or Admin of a workspace, we may retain certain aggregated workspace data (e.g., school name, basic settings) for accounting and compliance purposes for up to 7 years, but your personal user account will be deleted
- Student records: If you are requesting deletion as a student or parent, please contact your school directly. Schools are the data controllers and must authorize student record deletion
- Legal obligations: We may retain minimal data (e.g., your email address and deletion timestamp) for legal compliance, fraud prevention, or dispute resolution, but this will be kept separate from your full profile data
- Backup retention: Due to standard database backup practices, your data may exist in encrypted backups for up to 35 days before those backups are automatically purged
10.6 Alternative Deletion Methods
If you prefer not to use the online form, you may also request account deletion by contacting us directly:
- Email: [email protected] with subject "Account Deletion Request"
- Include your full name, email, school name, and ID number in your email for verification
- We will respond with next steps and a verification link within 5 business days
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we do:
- The "Last updated" date at the top of this page will be revised
- For material changes — particularly those that affect how we handle student or family data — we will notify School Operators via email at least 30 days before the change takes effect
- Continued use of the platform after the effective date of the revised policy constitutes acceptance of the changes
- School Operators who disagree with a material change may request a data export and terminate their subscription before the change takes effect
13. Contact Us
For any questions, concerns, or data rights requests related to this Privacy Policy, please contact us:
EduPilotPro
- General enquiries: [email protected]
- Privacy & data rights: [email protected]
- Website: edupilotpro.com
We aim to respond to all privacy-related requests within 30 days. For urgent security concerns, please include "URGENT" in your email subject line.