This policy governs the collection, use, storage, and protection of student data within myCloudMate platform, ensuring compliance with Indian educational data protection requirements.
Student Data Protection Policy
This document is fully compliant with Indian data protection laws and regulations
✓ DPDP Act 2023 Compliant✓ Consumer Protection Act 2019✓ Made in India
Student Data Protection Policy
Official Legal Document • Public Access
Last Updated: 28 Aug 2025
Student Data Protection Policy
myCloudMate - Institute Management Platform
Last Updated: July 22, 2025
1. Purpose and Scope
2. Student Data Categories
Classification of different types of student data we process.
2.1 Personal Information
- •Full name, date of birth, gender
- •Contact details (address, phone, email)
- •Photographs for identification
- •Parent/guardian information
- •Emergency contacts
2.2 Academic Records
- •Enrollment details
- •Course registrations
- •Grades and assessments
- •Attendance records
- •Disciplinary records
- •Certificates and achievements
2.3 Sensitive Information
- •Medical/health information
- •Religious/caste information (where legally required)
- •Economic status (for scholarships)
- •Special needs/disability information
3. Data Collection Principles
Fundamental principles governing student data collection.
3.1 Lawful and Fair
- •Only collected for educational purposes
- •Transparent collection practices
- •Minimum necessary data
- •Consent-based for sensitive data
3.2 Purpose Limitation
- •Academic administration
- •Student welfare and safety
- •Legal compliance
- •Educational improvement
3.3 Accuracy
- •Regular data verification
- •Student access for corrections
- •Update mechanisms
- •Version control
4. Special Protections for Minors
Enhanced privacy protections for students under 18.
4.1 Students Under 18
- •Parental/guardian consent required
- •Enhanced privacy protections
- •Limited data sharing
- •No profiling for commercial purposes
4.2 Parental Rights
- •Access to minor's data
- •Correction requests
- •Consent management
- •Activity monitoring
5. Data Usage Guidelines
Permitted and prohibited uses of student data.
5.1 Permitted Uses
- •Academic record management
- •Performance tracking and improvement
- •Safety and security
- •Communication with parents/guardians
- •Statutory reporting
5.2 Prohibited Uses
- •Commercial marketing
- •Sale to third parties
- •Unauthorized profiling
- •Non-educational purposes
6. Data Sharing Protocols
Guidelines for internal and external data sharing.
6.1 Internal Sharing
- •Need-to-know basis
- •Role-based access
- •Audit trails
- •Purpose limitation
6.2 External Sharing
External sharing permitted only with proper safeguards.
Permitted Recipients
- •Other educational institutions (transfers)
- •Government/regulatory bodies
- •Parents/guardians
- •Emergency services (safety)
Requirements
- •Explicit consent (unless legally mandated)
- •Data sharing agreements
- •Purpose specification
- •Security measures
7. Data Security Measures
Technical and organizational security safeguards.
7.1 Technical Safeguards
- •Encryption at rest and in transit
- •Access controls and authentication
- •Regular security audits
- •Intrusion detection systems
- •Backup and recovery procedures
7.2 Organizational Measures
- •Staff training on data protection
- •Confidentiality agreements
- •Limited access permissions
- •Regular access reviews
- •Incident response procedures
8. Student Rights
Rights available to students under DPDP Act 2023.
8.1 Access Rights
- •View personal data
- •Obtain copies of records
- •Understand data usage
- •Access activity logs
8.2 Control Rights
- •Correction of errors
- •Update information
- •Consent management
- •Data portability
8.3 Protection Rights
- •Data security
- •Breach notification
- •Complaint mechanisms
- •Legal remedies
9. Data Retention
Retention periods for different categories of student data.
9.1 Active Student Records
- •Duration of enrollment
- •Plus regulatory requirements
9.2 Alumni Records
- •Academic transcripts: Permanent
- •Personal data: 5 years post-graduation
- •Financial records: 8 years
- •Other records: As per regulations
9.3 Disposal Procedures
- •Secure deletion
- •Certificate of destruction
- •Audit trail maintenance
- •Regulatory compliance
10. Educational Exemptions
- •Under DPDP Act, permitted without additional consent:
- •Educational activity tracking
- •Safety monitoring
- •Academic performance analysis
- •Attendance tracking
- •Behavioral monitoring for safety
11. Data Breach Response
Procedures for responding to data security incidents.
11.1 Immediate Actions
- •Contain the breach
- •Assess the impact
- •Notify authorities (within 72 hours)
- •Document incident
11.2 Stakeholder Notification
- •Affected students/parents
- •Institutional administration
- •Regulatory bodies
- •Law enforcement (if required)
11.3 Remediation
- •Fix vulnerabilities
- •Enhance security
- •Policy updates
- •Additional training
12. Cross-Border Transfer
- •Generally prohibited
- •Exceptions with explicit consent
- •Adequate protection measures
- •Compliance with DPDP Act
13. Third-Party Services
Management of third-party service providers.
13.1 Due Diligence
- •Security assessment
- •Data protection agreements
- •Purpose limitation
- •Audit rights
13.2 Approved Services
- •List maintained and updated
- •Regular reviews
- •Compliance monitoring
- •Incident coordination
14. Audit and Compliance
Regular monitoring and compliance verification.
14.1 Internal Audits
- •Quarterly reviews
- •Access log analysis
- •Policy compliance
- •Security assessments
14.2 External Audits
- •Annual third-party audit
- •Regulatory inspections
- •Compliance certifications
- •Stakeholder reports
15. Training and Awareness
Education programs for staff and students.
15.1 Staff Training
- •Initial orientation
- •Annual refreshers
- •Role-specific training
- •Update notifications
15.2 Student Awareness
- •Privacy education
- •Rights information
- •Safe practices
- •Reporting mechanisms
16. Contact Information
For any questions regarding student data protection, please contact us through the appropriate channels:
Support Contacts
- •Data Protection Officer: support@mycloudmate.com
- •Grievance Officer: admin@mycloudmate.com
- •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