Privacy Policy

Last Updated: September 3, 2025

This Privacy Policy describes how Sparrow Campus (“we,” “our,” or “us”), collects, uses, and discloses information in connection with our software-as-a-service (SaaS) campus management platform (the “Service”). This Service is licensed on an annual subscription basis to educational institutions, including but not limited to schools and colleges (each, a “Subscriber”).

1. Introduction

Sparrow Campus is a comprehensive campus management software designed to assist educational institutions in managing their administrative and academic operations. The Service processes a wide range of data on behalf of our Subscribers. Our role is primarily that of a data processor. The Subscriber, which is the educational institution, is the data controller and is responsible for complying with all applicable data protection laws regarding the information they submit to and process through the Service.

2. Information We Collect

The information we collect is provided by the Subscriber or its authorized users (e.g., students, parents, teachers, and staff). This data is collected to provide the features and functionality of the Sparrow Campus platform. The types of data processed include:

Student Information: Names, contact details (phone, email, address), date of birth, academic records (grades, attendance, courses), and demographic information.
Parent/Guardian Information: Names, contact details, and relationship to the student.
Teacher & Staff Information: Names, contact details, employment details, qualifications, and payroll information.
Financial & Accounting Information: Details related to fees, payments, and other financial transactions within the institution. This may include payment information processed through our integrated payment gateways.
Other Operational Data: Information related to library management, hostel, transport, canteen, lesson plans, class notes, communication records (SMS, emails), and other operational aspects of the institution.
Usage Data: We automatically collect information about how users interact with our Service, such as IP addresses, device types, browser information, pages visited, and timestamps. This data helps us improve the Service and troubleshoot issues.

3. How We Use the Information

We use the information provided by our Subscribers and their users to:

Provide the Service: To deliver the core functionalities of the Sparrow Campus platform, including student and staff management, academic tracking, communication, fee collection, and other features.
Maintain and Improve the Service: To analyze usage trends, fix bugs, and enhance the performance and security of our software.
Customer Support: To provide technical support and address inquiries from our Subscribers.
Billing and Account Management: To manage subscription licenses, process payments, and send invoices to our Subscribers.
Compliance: To comply with legal obligations and enforce our terms and agreements.

4. How We Share and Disclose Information

We do not sell or rent the personal information we process. We may share or disclose this information in the following limited circumstances:

To the Subscriber: All data collected and processed through the Service is accessible to the Subscriber (the educational institution) that owns the account. The Subscriber has full control over its data and is responsible for its use and disclosure.
Third-Party Service Providers: We may share information with trusted third-party vendors and service providers who perform services on our behalf, such as payment gateway providers, cloud hosting providers (e.g., Amazon Web Services), and communication services (e.g., SMS and email providers). These providers are contractually obligated to protect the data and use it only for the purposes for which it was provided.
Payment Gateways: When online fee collections are utilized, transaction data is shared with the integrated payment gateway providers. These providers have their own privacy policies that govern the handling of your financial information.
Legal Requirements: We may disclose information if required to do so by law or in the good faith belief that such action is necessary to comply with a legal obligation, protect our rights or property, or ensure the safety of our users or the public.
Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, user information may be transferred as part of the transaction. We will notify you via email and/or a prominent notice on our website of any such change in ownership or control of your personal information.

5. Data Security

We are committed to protecting the data processed through our Service. We implement a range of security measures, including:

Technical Safeguards: Data encryption (in transit and at rest), secure network architecture, and regular security audits.
Administrative Safeguards: Access controls, employee training, and internal policies to ensure data is handled responsibly.
Physical Safeguards: Secure data centers with controlled access.

While we strive to use commercially acceptable means to protect your information, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security.

6. Data Retention

We retain the information processed through the Service for as long as a Subscriber maintains an active subscription account. Upon termination or expiration of the subscription, we will, upon the Subscriber’s request, either return the data or securely delete it, in accordance with our data retention policy and contractual agreements.

7. Your Rights

As the data controller, the Subscriber (the educational institution) is responsible for handling all requests related to user data rights, such as:

Access: The right to request access to personal information.
Rectification: The right to correct inaccurate or incomplete information.
Erasure (Right to be Forgotten): The right to request the deletion of personal data under certain conditions.
Restriction of Processing: The right to request that we limit the processing of your data.
Data Portability: The right to receive your data in a structured, commonly used, and machine-readable format.

If you are a student, parent, or staff member of a Subscriber institution and wish to exercise these rights, please contact the educational institution directly. Sparrow Campus will assist the Subscriber in responding to such requests as required by law.

8. Children’s Privacy

Sparrow Campus is used by educational institutions to manage student data, including data of minors. The collection of this data is managed by the Subscriber, and we rely on the Subscriber to obtain the necessary consent from parents or legal guardians as required by law before providing the Service to children under the age of 13 or as per the laws of their jurisdiction.

9. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify our Subscribers of any material changes by posting the new policy on our website and updating the “Last Updated” date at the top of this document.