Privacy Policy

Last updated: April 10, 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.

2. Data We Collect

We collect data necessary to provide our service:

• Account data: Email address, password (hashed), full name
• 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
• 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.
• 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, and transactional email. 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.

6. 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

7. 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
• If you delete your account, all cloud data is permanently removed within 30 days
• Local browser data is cleared immediately on account deletion

8. Security

• All data in transit is encrypted via TLS
• Sensitive fields are encrypted at rest using industry-standard authenticated encryption
• Passwords are hashed with a modern, industry-standard algorithm and are never stored in plaintext
• Server-side access controls ensure each school can only access its own data
• Admin functions require superadmin verification

9. Cookies

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

10. Children's Data

EdHelfy processes student data on behalf of schools. Schools or institutions are responsible for obtaining appropriate parental consent before entering student information. We do not independently collect data from children.

11. 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.

12. Contact

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

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