PRIVACY POLICY

Last Updated: December 22, 2025

At ChalkWide, we take your privacy seriously. This policy explains how we collect, use, protect, and share your information when you use our school management platform.

What Information We Collect

Information You Provide

Account Information: Name, email address, phone number, organization name, and role when you create an account or request a demo.

School Data: Student records, teacher profiles, fee information, transport details, expense records, and academic data you enter into the platform.

Payment Information: Billing details and transaction records when you subscribe to our services. Payment card information is processed securely through third-party payment processors.

Communications: Messages, feedback, and support requests you send us through email, chat, or contact forms.

Information We Collect Automatically

Usage Data: Information about how you interact with ChalkWide including features used, pages visited, time spent, and actions taken within the platform.

Device Information: IP address, browser type, operating system, device identifiers, and mobile app version when you access our web or mobile applications.

Cookies & Similar Technologies: We use cookies and similar tracking technologies to remember your preferences, authenticate your session, and analyze platform usage patterns.

How We Use Your Information

Provide Services: Operate and maintain the ChalkWide platform, process transactions, manage your account, and deliver features you've requested.

Improve Platform: Analyze usage patterns to enhance functionality, develop new features, fix bugs, and optimize performance across web and mobile apps.

Communication: Send service updates, security alerts, support responses, product announcements, and promotional messages (which you can opt out of anytime).

Security & Fraud Prevention: Protect against unauthorized access, detect suspicious activity, enforce our terms of service, and maintain platform security.

Legal Compliance: Comply with applicable laws, respond to legal requests, protect our rights, and resolve disputes when necessary.

When We Share Your Information

Service Providers: We share data with trusted third-party vendors who help us operate ChalkWide including cloud hosting (AWS), email services (AWS SES), and analytics tools. These providers are contractually obligated to protect your data.

School Network: If you're part of a multi-school group, super admins can access data across all schools in their network. School-level admins only access their specific school's data.

Legal Requirements: We may disclose information when required by law, court order, government request, or to protect rights, safety, and security of ChalkWide, our users, or others.

Business Transfers: If ChalkWide is acquired, merged, or sells assets, your information may be transferred to the new entity. We'll notify you before this happens.

With Your Consent: We may share information for other purposes with your explicit permission.

We Do Not: Sell your personal information to third parties, share student data with advertisers, or use school information for purposes unrelated to providing our services.

How We Protect Your Data

Technical Safeguards: Encryption in transit (HTTPS/TLS) and at rest, secure authentication via AWS Cognito, role-based access controls, and regular security audits.

Operational Safeguards: Employee access limited to those who need it, mandatory security training for staff, and incident response procedures for potential breaches.

Infrastructure Security: AWS cloud infrastructure with automatic backups every 6 hours, distributed servers for reliability, and 99.8% uptime monitoring.

Your Responsibility: Keep your login credentials confidential, use strong passwords, enable two-factor authentication when available, and report suspicious activity immediately.

Note: No system is 100% secure. While we implement industry-standard security measures, we cannot guarantee absolute security of your data.

Your Rights & Choices

Access Your Data: Request a copy of personal information we hold about you through your account settings or by contacting us.

Correct Information: Update inaccurate or incomplete data directly in the platform or request corrections through support.

Delete Data: Request deletion of your account and associated data. Note that some information may be retained for legal or legitimate business purposes.

Export Data: Download your school data in CSV or PDF format anytime through the platform's export features.

Opt-Out of Marketing: Unsubscribe from promotional emails using the link in any marketing message or through account settings.

Restrict Processing: Request limitations on how we use your information in certain circumstances as permitted by law.

Data Portability: Receive your data in a structured, commonly used format for transfer to another service.

To Exercise Your Rights: Contact us at help@chalkwide.com with your request. We'll respond within 30 days.

How Long We Keep Your Data

Active Accounts: We retain your data as long as your account is active and you continue using ChalkWide services.

Inactive Accounts: If your account remains inactive for 2 years, we may delete data after providing 90 days advance notice.

After Account Deletion: Most data is deleted within 90 days of account closure. Some information may be retained for up to 5 years for legal compliance, dispute resolution, or fraud prevention.

Backup Data: Deleted data may persist in backup systems for up to 6 months before permanent removal during routine backup cycles.

Student Data Protection

ChalkWide is used by schools to manage student information. We do not knowingly collect personal information directly from children under 18.

School Responsibility: Schools using ChalkWide are responsible for obtaining necessary parental consent before entering student data into the platform.

Limited Use: Student data is used solely for educational purposes and school operations. We do not use student information for advertising or marketing.

Parental Rights: Parents can request access to, correction of, or deletion of their child's information by contacting their school directly.

Cross-Border Data

ChalkWide is based in India and stores data primarily on servers located in India (AWS Mumbai region). If you access our services from outside India, your information may be transferred to and processed in India.

By using ChalkWide, you consent to the transfer of your information to India and acknowledge that Indian data protection laws may differ from those in your country.

Cookies Policy

What We Use: Essential cookies (required for login and security), functional cookies (remember preferences), and analytics cookies (understand usage patterns).

Your Control: Adjust cookie preferences in your browser settings. Disabling certain cookies may limit platform functionality.

Third-Party Cookies: We use Google Analytics and similar tools to analyze platform usage. These services have their own privacy policies.

Policy Changes

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or business operations.

Notification: We'll notify you of significant changes via email or prominent notice on the platform at least 30 days before changes take effect.

Your Acceptance: Continued use of ChalkWide after policy updates constitutes acceptance of the revised terms.

Version History: Previous versions available upon request at privacy@chalkwide.com.

Questions About Privacy

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, contact us:

Email: hello@chalkwide.com

Phone: +91 8810331060

Address:Delhi,In

Business Hours: Monday-Saturday, 9 AM - 6 PM IST