Privacy Policy

When you use InstitutionERP, we collect the following types of information:

Account Information: When you sign up or book a demo, we collect your name, Institution name, phone number, email address, and city.

Institution Data: Information you enter into the platform including student records, attendance data, fee records, staff information, and academic data. This data belongs to your Institution and is processed by us on your behalf.

Usage Data: We automatically collect information about how you use the platform including pages visited, features used, time spent, and error logs. This is used to improve the product.

Communication Data: Records of communications you have with our support team via email, phone, or WhatsApp.

We use your information for the following purposes:

Service Delivery: To provide, maintain, and improve the InstitutionERP platform and its features.

Support: To respond to your queries, resolve technical issues, and provide onboarding assistance.

Communication: To send you product updates, security alerts, and important service announcements.

Demo Scheduling: To contact you to schedule free product demos when requested.

Analytics: To understand how the platform is used and to make data-driven product improvements.

Billing: To process payments and maintain billing records for your subscription.

We do not sell, rent, or trade your personal information or Institution data to third parties.

We may share data with trusted third-party service providers who help us operate the platform (such as cloud hosting providers, payment processors, and communication services). These providers are bound by strict data processing agreements.

We may disclose information if required by Indian law, court order, or government authority.

In the event of a merger, acquisition, or sale of company assets, Institution data would be transferred to the acquiring party under the same privacy protections.

We take data security seriously and implement multiple layers of protection:

All data is encrypted in transit using TLS/SSL and at rest using industry-standard encryption.

Access to Institution data is restricted to authorised personnel only, with role-based access controls enforced at the database level.

We perform regular security audits and vulnerability assessments.

Regular automated backups are maintained with point-in-time recovery capability.

Despite these measures, no system is 100% secure. We encourage you to use strong passwords and report any security concerns to hello@softmentum.com immediately.

We retain your Institution data for the duration of your active subscription plus 90 days after termination, to allow for reactivation or data export.

After this period, data is permanently deleted from our systems.

Usage and analytics data may be retained in anonymised form for longer periods to improve the product.

You can request data export at any time by contacting hello@softmentum.com.

Our website uses cookies to improve your browsing experience. These include:

Essential Cookies: Required for the website and application to function correctly.

Analytics Cookies: Help us understand how visitors interact with our website (e.g., Google Analytics).

Preference Cookies: Remember your settings and preferences.

You can control cookies through your browser settings. Disabling essential cookies may affect the functionality of the platform.

Under applicable Indian data protection laws, you have the following rights:

Right to Access: You can request a copy of the personal data we hold about you.

Right to Correction: You can request correction of inaccurate or incomplete data.

Right to Deletion: You can request deletion of your personal data, subject to legal retention requirements.

Right to Portability: You can request export of your Institution's data in a standard format.

To exercise any of these rights, please email hello@softmentum.com with the subject line 'Data Request'.

InstitutionERP processes student data on behalf of Institutions. Institutions are responsible for obtaining appropriate consent from parents or guardians for the processing of student data as required by applicable laws.

We do not knowingly collect personal information directly from children under the age of 18 without parental/guardian consent provided through the Institution.

We may update this Privacy Policy from time to time. We will notify you of material changes via email or a prominent notice on the platform at least 30 days before the changes take effect.

Continued use of the platform after changes take effect constitutes acceptance of the updated Privacy Policy.

This Privacy Policy is governed by the laws of India, including the Information Technology Act, 2000, and the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011.

Any disputes arising under this policy shall be subject to the exclusive jurisdiction of courts in Bengaluru, Karnataka, India.

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

Email: hello@softmentum.com

Phone / WhatsApp: +91 90667 03328

We will respond to all privacy-related queries within 5 business days.