Privacy Policy — Ziarm School app
Ziarm School is a private app used by the students’ families and staff of schools that subscribe to the Ziarm Dynamics School ERP. It is not a public service and there is no self-signup — you can only sign in with an account your school created for you.
Who is responsible for your data. Your school decides what information is recorded about you and who at the school can see it. Ziarm Dynamics operates the software and servers on the school’s behalf and only processes that information to run the service.
If you want your information corrected or removed, contact your school first — they control the records. We will act on any request the school passes to us, and you can always reach us directly at the address at the bottom of this page.
1. Information the app handles
Your account
- Name, email address, phone number and postal address
- Your role at the school (parent, teacher, staff, driver or administrator)
- Your password, stored only as a one-way hash — never in readable form
- An optional profile photo, if you upload one
School records shown to you
Depending on your role the app displays records your school maintains. For a parent this is their own child’s information only: name, admission number, class, date of birth, gender, blood group, photo, attendance, exam results, fee statements, homework, notes and syllabus, and school-bus stop and route. Teachers and staff additionally see the classes and students assigned to them, and their own employment details such as designation, department, joining date, attendance and salary records.
Location
The app requests precise location for two features, and only while you are using them:
- School-bus tracking. A driver may switch on live location sharing during a trip so the parents of children on that route can see where the bus is and roughly when it will reach their stop. Sharing is a toggle the driver controls and is off by default.
- Staff check-in. Staff who mark attendance from the app send their location once, so the school can confirm the check-in happened at the school.
The app does not track your location in the background, and it collects no location at all from parent accounts.
Fee payments
Where a school has enabled online fee payment, the payment itself is handled inside Razorpay’s own checkout. Card numbers, UPI IDs, bank credentials and CVVs are entered into Razorpay and are never seen or stored by the app or by us. We receive and store only the payment reference Razorpay returns, so the school can reconcile it against the fee record.
Files you upload
Profile and student photos, and any document a teacher attaches to homework, are stored on the school’s server so they can be shown to the people entitled to see them.
Notifications
To deliver alerts (attendance, fees, homework, bus pickup and drop, school notices) the app registers a device notification token with our server through Google Firebase Cloud Messaging. The token identifies the device, not you personally, and is removed when it stops being valid.
The AI assistant (teachers and staff only)
Teacher and staff accounts have an optional assistant that helps draft parent messages, plan lessons and explain how the system works. What you type into it is sent to Google’s Gemini API to generate the reply. The conversation is held in our server’s memory so the assistant can follow the thread, is not saved to the database, and is cleared when you reset the chat or when the server restarts.
Because the text you type leaves our servers, please do not paste a student’s personal details into the assistant — describe what you need instead. Parent accounts do not have this feature.
Fingerprint / face unlock
Some staff features can be confirmed with your device’s fingerprint or face unlock. This uses Android’s own biometric check: the app is told only whether the check passed. Your biometric data never leaves your device and is never sent to us.
2. What we do not do
- We do not sell or rent your information to anyone.
- We do not use it for advertising, and the app contains no ads or advertising SDKs.
- We do not build profiles for marketing, and we do not track you across other apps or sites.
- We do not share one school’s data with another school. Each school’s records are separated within the service and an account can only reach the school it belongs to.
3. Who else is involved
| Service | Why | What it receives |
|---|---|---|
| Google Firebase Cloud Messaging | Delivering push notifications | The device notification token and the text of the notification |
| Razorpay | Online fee payment, where the school has enabled it | Payment details you enter in its checkout, plus the amount and reference |
| Google Gemini API | Generating replies in the teacher/staff AI assistant | Only the text a teacher types into the assistant, and the reply so far |
| Oracle Cloud Infrastructure | Hosting the school’s server and database | Stores the school’s data; does not use it |
Your school may also choose to send you notices over WhatsApp using the phone number it holds for you. That is the school’s decision and can be turned off by the school.
We disclose information to anyone else only where the law requires it.
4. How long it is kept
School records are kept for as long as your school needs them, which for academic records is usually well beyond the time a student is enrolled — the school decides this. If a school ends its subscription, its data is deleted or returned to the school as agreed with them. Device notification tokens are discarded once invalid.
5. How it is protected
- All traffic between the app and the server travels over HTTPS.
- Passwords are stored only as one-way hashes.
- Signing in issues a token that expires, and administrator sign-in additionally requires a one-time code sent by email.
- What each account can see is limited by its role and by the school it belongs to.
- Database backups are taken on a schedule and kept in restricted storage.
No system can promise perfect security, but if a breach affects your information we will inform the affected schools without undue delay.
6. Children
This app is made for adults — parents, guardians, teachers and school staff. It is not directed at children and children are not given accounts. It does hold information about students, including minors, because that is what a school ERP is for. That information is entered by the school, and only the student’s own parent or guardian and the staff the school authorises can see it.
7. Your choices
- Notifications — turn them off per category in the app under Profile, or for the whole app in your Android settings.
- Location — the bus-tracking toggle is yours to switch off, and you can revoke the location permission in Android settings at any time. Doing so stops those two features working, nothing else.
- Your details — ask your school to correct anything that is wrong. Parents and staff can update their own phone, address and photo in the app.
- Deletion — ask your school to delete your account. Because these are school records, the school decides what it is required to keep.
8. Changes to this policy
If this policy changes we will update the date at the top of this page. Material changes will be communicated to the schools using the service.
9. Contact
Ziarm Dynamics, Bhopal, Madhya Pradesh, India
hello@ziarmdynamics.com
For anything about your own or your child’s records, please contact your school — they hold those records and can act on them fastest.