Privacy Policy for ERP@CLOUD
Introduction
This Privacy Policy describes how ERP@CLOUD collects, uses, and protects your information when you use our educational institution management application. ERP@CLOUD is designed to provide comprehensive management tools for educational institutions, including student information systems, employee management, course administration, and institutional operations. We are committed to protecting your privacy and ensuring the security of all personal and institutional data processed through our application.
Personal Information
We collect various types of personal information to provide our educational management services effectively. This includes your full name, contact details such as email addresses and phone numbers, and institutional identifiers like student or employee ID numbers. We also collect academic information including your enrollment details, program of study, current semester, and academic performance data. Additionally, we may collect profile information such as avatars, language preferences, and user settings to personalize your experience within the application.
Technical Information
Our application automatically collects certain technical information to ensure optimal performance and security. This includes device information such as your device model, operating system version, and unique device identifiers. We collect app usage statistics to understand how our services are being utilized and to identify areas for improvement. We also gather IP addresses and general location data for security purposes and to comply with legal requirements. Error logs and performance metrics are collected to maintain system stability and provide technical support when needed.
Institutional Data
As an educational management platform, we process significant amounts of institutional data to facilitate academic operations. This includes comprehensive academic records such as course enrollments, grades, attendance records, and progress reports. We also handle department and role assignments, organizational structures, and administrative hierarchies within educational institutions. Financial data including tuition records, payment histories, and financial aid information may be processed to support institutional operations and student services.
How We Use Your Information
We utilize the collected information for several essential purposes to deliver our educational management services effectively. Our primary use of your information is to provide comprehensive educational management services, including student information systems, course management, and administrative operations. We use your personal and institutional data to facilitate user authentication and access control, ensuring that only authorized individuals can access appropriate information based on their roles and permissions within the educational institution.
Academic record management is a core function of our application, and we use your information to maintain accurate and up-to-date academic records, process course registrations, generate transcripts, and track academic progress. Communication and notifications are essential for educational operations, so we use your contact information to send important updates, academic announcements, deadline reminders, and emergency notifications. Additionally, we analyze usage patterns and feedback to continuously improve our application features, enhance user experience, and provide better technical support to our users.
Information Sharing and Disclosure
We may share your information with various parties under specific circumstances to ensure the effective operation of our educational services. Authorized staff within your educational institution, including faculty members, academic advisors, administrative personnel, and IT support staff, may have access to relevant information based on their roles and responsibilities. This access is strictly controlled and limited to information necessary for their specific functions.
We also work with various service providers who assist us in delivering our services, including cloud hosting providers, analytics services, payment processing companies, and technical support services. These service providers are contractually obligated to protect your information and use it only for the specific purposes outlined in our agreements with them. In certain situations, we may be required to disclose information to legal authorities when compelled by law, court orders, or government regulations. We also may share information with third-party services when you provide explicit consent for such sharing, such as when integrating with external educational platforms or services.
Data Security and Protection
We implement comprehensive security measures to protect your information from unauthorized access, disclosure, alteration, and destruction. All data transmitted between your device and our servers is encrypted using industry-standard TLS/SSL protocols to ensure secure communication. Data stored on our servers is encrypted at rest using advanced encryption algorithms to provide additional protection against unauthorized access.
We maintain strict access controls and authentication systems, including multi-factor authentication options, to ensure that only authorized users can access sensitive information. Our systems are regularly audited for security vulnerabilities, and we conduct penetration testing to identify and address potential security risks. We maintain comprehensive audit logs of all data access and modifications to ensure accountability and detect any suspicious activities. Additionally, we implement secure data storage practices, including regular backups, disaster recovery procedures, and secure data disposal methods when information is no longer needed.
Your Rights and Choices
As a user of ERP@CLOUD, you have several important rights regarding your personal information. You have the right to access and review the personal information we maintain about you, and you can request updates or corrections to any inaccurate information. You can also request the deletion of your personal data, subject to certain legal and institutional requirements that may require us to retain certain information for specific periods.
You have the right to opt-out of non-essential communications and can control your notification preferences through the application settings. We provide you with the ability to export your data in portable formats, allowing you to maintain control over your information and transfer it to other systems if needed. You can also manage your privacy settings within the application to control the visibility of your profile information and manage data sharing preferences.
Data Retention and Disposal
We maintain specific data retention policies to balance the need for information access with privacy protection. Student records are typically retained for the duration of enrollment plus an additional seven years to comply with educational regulations and institutional requirements. Employee records are maintained for the duration of employment plus five years to support administrative functions and legal compliance.
User accounts are retained while they remain active, and we delete inactive accounts after two years of inactivity to protect user privacy. System logs and temporary files are retained for shorter periods, typically 90 days for security logs and one year for temporary files. When data reaches the end of its retention period, we employ secure deletion methods to ensure that information cannot be recovered or reconstructed.
Third-Party Services and Integrations
Our application integrates with several third-party services to provide enhanced functionality and user experience. We integrate with Microsoft Office 365 for user authentication and productivity tools, allowing seamless access to educational resources and collaborative tools. JazzCash integration enables secure payment processing for tuition, fees, and other institutional charges, providing convenient financial transaction capabilities.
We also utilize Google services for analytics and user experience improvements, helping us understand how our application is used and identify opportunities for enhancement. Our application is hosted on cloud infrastructure provided by various hosting providers, ensuring reliable and scalable service delivery. It’s important to note that each of these third-party services maintains its own privacy policy and data handling practices, and we encourage users to review these policies to understand how their information may be processed by these services.
Children’s Privacy and Educational Compliance
ERP@CLOUD is designed for use by educational institutions and is intended for users 13 years of age and older. We take special care to protect the privacy of younger users and comply with all applicable educational privacy laws and regulations. Our application complies with the Family Educational Rights and Privacy Act (FERPA), which protects the privacy of student educational records and gives parents and eligible students certain rights regarding these records.
We also comply with the Children’s Online Privacy Protection Act (COPPA), which imposes additional requirements for the collection and use of personal information from children under 13 years of age. For users under 18, we may require parental consent for certain features and data collection activities. We implement enhanced privacy controls and security measures for student accounts to ensure that educational data is protected according to the highest standards.
Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors that may affect how we handle your information. When we make significant changes to this policy, we will communicate these updates to you through various channels, including in-app notifications, email communications, and prominent announcements on our website.
We encourage you to review this policy regularly to stay informed about how we protect your information. Your continued use of ERP@CLOUD after any changes to this policy constitutes acceptance of the updated terms. Previous versions of this policy are available upon request, and we maintain a history of policy changes for transparency and compliance purposes.
Contact Information and Support
For privacy-related questions, concerns, or requests regarding your personal information, we provide multiple contact channels to ensure accessibility and responsiveness. You can reach our privacy team through email, phone, or postal mail, and we are committed to responding to all inquiries within reasonable timeframes.
Email: ERPatCLOUD@gmail.com
Phone: +92-312-1407007
Address: Shahkam flyover, Canal Rd, near bahria town, 54000, PK(Syntaxmatic Technologies SMC-PVT Ltd.)
We also provide technical support for general application issues and can assist with privacy-related concerns through our support channels. If you have specific privacy complaints or need to report a privacy incident, we have established procedures to handle these situations promptly and appropriately.
Legal Compliance and Regulatory Framework
This Privacy Policy is designed to comply with applicable data protection laws and regulations in all jurisdictions where we operate. We comply with the General Data Protection Regulation (GDPR) for users in the European Union, the Family Educational Rights and Privacy Act (FERPA) for educational records in the United States, and the Children’s Online Privacy Protection Act (COPPA) for younger users.
We also comply with local privacy laws and regulations in various countries and regions, and we work closely with educational institutions to ensure compliance with institutional privacy policies and requirements. Our compliance program includes regular audits, staff training, policy updates, and ongoing monitoring to ensure that we maintain the highest standards of privacy protection and legal compliance.