Privacy Policy

Last updated: August 11, 2026

1. Who We Are

EdHelfy ("we", "our", "us") is an educational institution management platform that helps manage students, attendance, fees, academics, and more. Our website is edhelfy.com. For schools that use EdHelfy's WhatsApp integration, the school (for example, Blumen International Kids School) is the data controller for its students' and staff's data, and EdHelfy acts as its data processor.

2. Data We Collect

We collect data necessary to provide our service:

• Account data: Email address, password (hashed), full name, and — for staff who use WhatsApp confirmations — a confirmation PIN (hashed)
• School data: Educational institution name, address, phone, logo
• Student data: Names, class, section, roll numbers, date of birth, parent contacts, addresses
• Operational data: Attendance records, fee records, exam marks, timetables, staff attendance and leave records, and — where a school uses payroll — staff salary figures
• Usage data: AI feature usage counts (no content is stored)

3. How We Store Data

• Cloud: Data is stored in an industry-standard managed cloud database hosted in Australia. All connections use TLS encryption. Diagnostic error reports (section 5) are processed separately, in the European Union.
• Local: A copy is cached in your browser's local storage for offline access. Sensitive fields (student names, contacts) are encrypted at rest using industry-standard authenticated encryption with a key derived from your password.
• API keys: If you use your own AI API key in App Settings, it is stored only on your device. EdHelfy's server-side AI keys are stored as encrypted secrets, never in the database.

4. How We Use Data

Your data is used solely to provide the EdHelfy service:

• Displaying and managing student records, attendance, fees, and academics
• Generating reports, receipts, and ID cards
• AI chat features (when enabled) — your prompts are sent to the configured AI provider but are not stored by EdHelfy after the response is returned
• Sending transactional emails (signup approval, team invites)

5. Third-Party Services

EdHelfy relies on a small set of industry-standard cloud sub-processors for database hosting, authentication, website delivery, transactional email, and error monitoring. All sub-processors are contractually bound by data-protection terms aligned with this policy. Our current sub-processor list is available on request to privacy@edhelfy.com.

• AI providers (when enabled): when you enable the AI assistant, your prompts are sent to the AI provider you or your administrator configure. Prompts are handled per that provider's privacy policy; EdHelfy does not retain prompt content after the response is returned.
• Error monitoring (always on): when something goes wrong in the app, a diagnostic report is sent to our error-monitoring provider so we can fix it. A report contains the error message and technical details such as the page address, app version and environment — not your records. Before a report leaves your browser we automatically remove email addresses and long number sequences, and blank out fields labelled as names or contact details. That filtering is pattern-based, so we cannot guarantee it catches a name that happens to appear inside an error message. These reports are processed in the European Union and are never used for advertising.
• Meta Platforms (only if your school enables WhatsApp messaging): WhatsApp messages between the assistant and the school's registered users — staff, and any parents/guardians or students the school chooses to link — are carried by Meta under Meta's terms. Because those messages are about school records, they can include a student's name, and for a linked parent they include that parent's own child's records. See section 6.

6. WhatsApp Business Messaging

EdHelfy offers an optional WhatsApp assistant that a school (such as Blumen International Kids School, the operator of this WhatsApp Business account) can enable for its authorized staff — and, where the school chooses, for parents/guardians and students. Here is exactly how it handles data:

• Who can use it: Only people whose WhatsApp number a school administrator has explicitly registered and linked to an EdHelfy account — a staff account, or a parent/guardian or student account the school itself invited. Messages from unregistered numbers are ignored — the assistant never replies to the public.
• Parents and students (own family only): A linked parent/guardian can ask about their own child only — attendance, fees, exam marks, the class timetable, and the school's saved assessment of that child (the teacher's rating and written comment per category, and when an assessment was last sent to the parent); a linked student can ask about their own records. This mirrors exactly what the school has already made visible to them in the EdHelfy app, and nothing more: the assistant cannot answer about any other family's child, cannot make any change, and does not accept photos from family numbers. Answers exclude contact numbers, addresses, and email addresses, and each number has a daily question limit. An archived (former) student is not available on this surface. The school controls the list and can unlink any number at any time, which cuts off access immediately.
• Forwarded documents (staff only): When a staff member forwards a photo of a class register, admission list, or fee sheet, the image is retrieved from Meta and sent to our AI provider (Google Gemini) to read its text into structured records. Photos from a number linked to a parent or student are not processed at all. Those records are placed in an in-app review queue; nothing is imported until a school administrator reviews and confirms it. The raw photo is not retained after processing.
• Questions (staff): A linked staff member can ask about their own school's records (attendance, fees, marks, timetable). The assistant answers using only what that staff member is already permitted to see. Answers exclude contact numbers, addresses, and email addresses.
• Staff attendance, leave and own pay: A staff member can also ask about staff attendance and staff leave requests. A school administrator sees these for the whole staff, exactly as in the app; every other staff member sees only their own records. A teacher or accountant can additionally ask about their own pay — their monthly salary, their loss-of-pay days for a month, and their own attendance breakdown. This is the same information the "My Pay" screen already shows them in the app, and it is strictly self-scoped: the assistant has no way to look up another person's salary, whoever is asking. Because a reply containing salary information stays in your WhatsApp chat history on your phone, treat it as you would a payslip.
• Typed changes (proposals) — staff only: A linked staff member can also type an instruction — for example "mark class 3 present today". The assistant never acts on this by itself. It turns the instruction into a proposed change in the same in-app review queue as forwarded documents. For changes to fees or the school calendar, a school administrator must review and confirm the proposal before anything is written. For attendance, the staff member can also confirm their own proposal by reply — see the next point.
• Confirming attendance by reply: For attendance only, a staff member can apply their own proposal by replying YES together with a confirmation PIN. The change is then written immediately, without a separate in-app step. At that moment the assistant re-checks that the person's account is still active, that their role permits attendance changes, and — for a class teacher — that the class is one of their own. These are the same permissions that govern what they can do inside EdHelfy, so confirming by WhatsApp never lets someone do more than they already could in the app — it changes where the approval happens, not what they are allowed to do. The assistant can never delete anything, and every change it makes remains visible and can be corrected in the app.
• Your confirmation PIN: This is separate from your device PIN and is used only to confirm WhatsApp changes. We store it hashed, never in plaintext, and we mask it before writing our audit log. Please note that a PIN you type into WhatsApp stays visible in your own WhatsApp chat history on your phone and the school's, so do not reuse a PIN from anywhere else. You can change it at any time in Settings, which also ends any confirmation session already open.
• What we store: the registered phone numbers and who each is linked to (an opt-in list the school administrator controls); for staff who use confirmations, a hashed confirmation PIN; a short-lived record of which change is awaiting your reply; each proposed change and its outcome; and a security audit log of each message (the message text, which data tools ran, and processing size). Proposed changes and audit-log entries are both kept for 90 days and then deleted automatically. We do not store the assistant's answers, the contents of forwarded photos, or your PIN in readable form.
• Third parties: WhatsApp messages are carried by Meta Platforms under Meta's terms; reading documents, answering questions, and interpreting typed instructions use Google Gemini. Because messages travel over WhatsApp, information a registered user sends or receives — which can include a student's name, and for a linked parent their own child's attendance, fees or marks — passes through Meta. Both are used solely to provide this feature.
• The assistant never messages you first: it only ever replies to a message you send it. It sends no reminders, alerts or announcements on its own, so a registered number that never writes to the assistant never receives anything from it.
• Turning it off: A school administrator can unregister any number at any time in Settings, which immediately cuts off access for that number.

7. Your Rights

You have the right to:

• Access: Export all your educational institution's data at any time (Settings → Data & Backup → Backup)
• Portability: Download your data in JSON or CSV format
• Correction: Edit any record directly in the app
• Deletion: Request complete deletion of your account and all associated data (Settings → Account → Delete Account)
• Withdraw consent: Stop using the service at any time; your data remains exportable

8. Data Retention

• Your data is retained as long as your account is active
• Archived fee records and old attendance data may be offloaded to your browser's local cache for performance, but remain accessible
• The WhatsApp assistant's proposed changes and its security audit log (section 6) are kept for 90 days and then deleted automatically
• If you delete your account, all cloud data is permanently removed within 30 days — including your WhatsApp confirmation PIN, any open confirmation session, and the audit log entries for your school
• Local browser data is cleared immediately on account deletion

9. Security

• All data in transit is encrypted via TLS
• Sensitive fields are encrypted at rest using industry-standard authenticated encryption
• Passwords and WhatsApp confirmation PINs are hashed with a modern, industry-standard algorithm and are never stored in plaintext
• After several incorrect PIN attempts in a row, WhatsApp confirmations are locked for a short period that grows with each further failure
• Server-side access controls ensure each school can only access its own data
• Admin functions require superadmin verification

10. Cookies

EdHelfy uses only essential local storage for authentication session management. We do not use tracking cookies, analytics cookies, or third-party advertising cookies.

11. Children's Data

Most of the people whose records EdHelfy holds are children. Under India's Digital Personal Data Protection Act, the school that enters a student's information acts as the Data Fiduciary for that data — including the responsibility to obtain verifiable parental consent — and EdHelfy acts as its Data Processor, handling that data only on the school's instructions. We do not independently collect data from children.

We do not track or profile children. EdHelfy performs no behavioural monitoring or profiling, builds no advertising audiences, and serves no advertising of any kind. This applies equally to the WhatsApp assistant described in section 6.

Where a school links a parent's or guardian's WhatsApp number (section 6), that person receives only their own child's information, only when they ask for it, and only what the school has already made visible to them in the app. Deciding whom to link — including whether a student is old enough to hold their own WhatsApp account, which Meta's terms require — rests with the school as Data Fiduciary.

12. Changes to This Policy

We may update this policy from time to time. The "Last updated" date at the top will reflect any changes. Continued use of the service after changes constitutes acceptance.

13. Contact

For privacy questions, data export requests, or account deletion:

• Email: privacy@edhelfy.com
• Or use the in-app "Delete Account" feature in Settings