Effective Date: 25 June 2025

At Winstone Memorial Academy ERP, we are committed to protecting the privacy and security of all users—students, parents, teachers, and administrators. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information.

1. Information We Collect

We collect the following types of information:

a. Personal Information

  • Student Name, Date of Birth, Address, Photograph

  • Parent/Guardian Details (Name, Contact, Email)

  • Staff Details (Name, Qualification, Contact, Bank Info)

b. Academic Information

  • Admission Details, Grades, Attendance

  • Assignments, Exam Results, Reports

c. System Usage Information

  • Login credentials (username, password)

  • IP address, device type, browser type

  • Usage logs and activity within the ERP

2. How We Use the Information

The information collected is used for:

  • Managing student admissions and academics

  • Generating report cards and attendance reports

  • Communication between school and parents/students

  • Managing fees, payments, and notifications

  • Improving ERP performance and user experience

3. Data Sharing and Disclosure

We do not sell or share personal data with third parties for commercial use.

However, we may share data with:

  • Authorized school staff and administration

  • Government bodies (if legally required)

  • Service providers (e.g., cloud hosting partners) under strict confidentiality agreements

4. Data Security

We implement the following measures to protect your data:

  • Encrypted database storage

  • Secure login system with passwords hashed

  • SSL encryption for all data transmission

  • Regular security audits and updates

5. Data Retention

Personal data is retained:

  • As long as the student/staff is active in the ERP

  • For a limited period after account deactivation for compliance and record-keeping

6. User Rights

Users have the right to:

  • Access their personal information

  • Request correction of inaccurate data

  • Request deletion (subject to legal and academic obligations)

7. Children's Privacy

We ensure data of minors (under age 18) is handled with strict confidentiality and only accessible to authorized personnel and their parents/guardians.

8. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be notified via the ERP dashboard or school communication.

9. Contact Us

If you have any questions about this policy or how your data is handled, please contact:

Winstone Memorial Academy