myCloudMate ("we," "our," or "us") is committed to protecting the privacy and security of personal data of all users of our educational management platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information in compliance with Indian data protection laws.
Privacy Policy
This document is fully compliant with Indian data protection laws and regulations
✓ DPDP Act 2023 Compliant✓ Consumer Protection Act 2019✓ Made in India
Privacy Policy
Official Legal Document • Public Access
Last Updated: 28 Aug 2025
Privacy Policy for myCloudMate
myCloudMate - Institute Management Platform
Last Updated: July 22, 2025
1. Introduction
2. Data Controller Information
- •Company: myCloudMate Educational Services
- •Registered Address: [Your Address]
- •Email: support@mycloudmate.com
- •Grievance Officer: Admin
- •Grievance Officer Email: admin@mycloudmate.com
- •Grievance Officer Phone: 6364916889
3. Information We Collect
We collect different categories of personal information based on user type.
3.1 Personal Information
- •We collect the following categories of personal information:
- •Students: Name, contact details, academic records, attendance, grades
- •Staff: Employment details, qualifications, contact information
- •Administrators: Management credentials, access logs, system usage
- •Parents/Guardians: Contact details, relationship to student
3.2 Sensitive Personal Data (SPDI)
- •Under SPDI Rules 2011, we may collect:
- •Medical/health information (for student welfare)
- •Biometric data (for authentication purposes)
- •Financial information (for fee management)
- •Passwords and security information (encrypted)
- •Note: SPDI collection requires explicit consent and enhanced protection
3.3 Technical Information
- •Device information (IP address, browser, operating system)
- •Usage analytics (page views, session duration, feature usage)
- •Performance data (load times, error logs)
- •Cookies and tracking technologies
4. Legal Basis for Processing
Under DPDP Act 2023, we process personal data based on:
4.1 Consent
- •Explicit consent for SPDI processing
- •Marketing communications
- •Non-essential cookies
- •Optional features and services
4.2 Legitimate Interest
- •Educational service provision
- •Platform security and fraud prevention
- •Academic record management
- •Communication for educational purposes
4.3 Legal Obligations
- •Compliance with education regulations
- •Tax and financial reporting
- •Court orders and legal processes
- •Regulatory audits and inspections
5. Purpose of Data Collection
We collect and process personal data for the following specific purposes:
5.1 Educational Services
- •Student enrollment and registration
- •Academic progress tracking and reporting
- •Attendance management
- •Grade and assessment recording
- •Certificate and transcript generation
5.2 Administrative Functions
- •User account management
- •Access control and security
- •Technical support and troubleshooting
- •System maintenance and improvements
- •Billing and payment processing
5.3 Communication
- •Educational notifications and announcements
- •Parent-teacher communication
- •Emergency and safety alerts
- •Service updates and maintenance notices
- •Support and customer service
6. Data Sharing and Disclosure
We may share your personal data in the following circumstances:
6.1 Within Educational Institution
- •Authorized faculty and staff members
- •Academic administrators and counselors
- •IT support personnel (on need-to-know basis)
- •Student affairs and welfare teams
6.2 External Sharing
- •Other educational institutions (for transfers)
- •Government and regulatory bodies (as required by law)
- •Examination boards and accreditation agencies
- •Parents/guardians (for minor students)
- •Service providers (with data processing agreements)
6.3 Emergency Situations
- •Medical emergencies (health information to medical personnel)
- •Safety threats (relevant information to law enforcement)
- •Legal proceedings (as required by court orders)
7. Data Security
We implement comprehensive security measures to protect your personal data:
7.1 Technical Measures
- •Encryption for data transmission (SSL/TLS)
- •Encrypted data storage
- •Strong authentication for admin access
- •Regular security reviews
- •Cloud-based backup and recovery
7.2 Organizational Measures
- •Staff training on data protection
- •Confidentiality agreements for all personnel
- •Role-based access controls
- •Regular access reviews and updates
- •Data breach incident response procedures
8. Data Retention
We retain personal data for different periods based on legal requirements and business needs:
8.1 Student Records
- •Academic transcripts: Permanent retention
- •Personal information: Duration of enrollment + 5 years
- •Attendance records: 7 years
- •Disciplinary records: 5 years post-graduation
8.2 Staff Records
- •Employment records: 7 years post-employment
- •Payroll information: 8 years (tax compliance)
- •Performance evaluations: 5 years
8.3 System Data
- •Usage logs: 2 years
- •Security logs: 5 years
- •Technical support records: 3 years
9. Your Rights (DPDP Act 2023)
As a data principal, you have the following rights:
9.1 Right to Information
- •Know what personal data we hold about you
- •Understand how your data is processed
- •Receive clear information about data usage
- •Access details about data sharing
9.2 Right to Correction and Erasure
- •Request correction of inaccurate data
- •Update outdated personal information
- •Request deletion of personal data (subject to legal limitations)
- •Withdraw consent for processing (where applicable)
9.3 Right to Grievance Redressal
- •File complaints with our Grievance Officer
- •Escalate to Data Protection Board if unsatisfied
- •Seek compensation for data protection violations
- •Legal remedies under consumer protection laws
10. Minor's Privacy
Special protections for students under 18 years:
10.1 Parental Consent
- •Verifiable parental consent for data processing
- •Parent/guardian access to minor's data
- •Right to withdraw consent on minor's behalf
- •Age-appropriate privacy notices
10.2 Enhanced Protections
- •Stricter data minimization principles
- •Limited data sharing and marketing
- •Enhanced security measures
- •Regular consent verification
11. Cookies and Tracking
Our use of cookies and similar tracking technologies:
11.1 Essential Cookies
- •Authentication and session management
- •Security and fraud prevention
- •Platform functionality
- •These cookies cannot be disabled
11.2 Optional Cookies
- •Analytics and performance monitoring
- •User experience personalization
- •Educational content optimization
- •Require explicit consent
12. Cross-Border Data Transfer
- •Personal data is primarily stored within India
- •Cross-border transfers only with adequate safeguards
- •Explicit consent required for international transfers
- •Compliance with DPDP Act cross-border transfer provisions
- •Service provider agreements include data localization clauses
13. Updates to Privacy Policy
- •Material changes will be notified 30 days in advance
- •Updated policy will be posted on our platform
- •Continued use constitutes acceptance of changes
- •Users can object to changes by discontinuing service
- •Version control maintained for transparency
14. Grievance Redressal
- •Primary contact: Grievance Officer at admin@mycloudmate.com
- •Response timeframe: Within 2 business days
- •Resolution target: 30 days from complaint receipt
- •Escalation: Data Protection Board of India
- •Alternative: Consumer courts under Consumer Protection Act 2019
15. Compliance and Audit
- •Regular internal privacy audits
- •Third-party compliance assessments
- •Staff training and awareness programs
- •Data protection impact assessments
- •Continuous monitoring and improvement
Contact Information
- •Privacy Officer: support@mycloudmate.com
- •Grievance Officer: admin@mycloudmate.com
- •General Support: support@mycloudmate.com
Document Information
- •Last Updated: July 22, 2025
- •Version: 1.0
Legal Document
Legally binding terms
Made in India
Compliant with Indian laws
Public Access
Freely accessible to all
Need Help or Have Questions?
Our legal and support teams are available to assist you with any questions about this document or our policies.
Grievance Officer
For complaints and grievance resolution
admin@mycloudmate.com
Response within 2 business days
Legal Team
For legal queries and clarifications
admin@mycloudmate.com
Legal compliance queries
General Support
For general inquiries and support
support@mycloudmate.com
General help and assistance