How SchoolOS AI handles your school's information.

SchoolOS AI processes your school profile, student records, guardian contact details, attendance, academic results, fee challans, payments, messages and a history of changes made in the system.

We use this information to run your school's day-to-day operations, produce reports, deliver messages to parents, provide portal access and support your staff.

Access is limited by role, every account is authenticated, sensitive actions are recorded, and every record belongs to one school: staff at one school cannot see another school's records.

SchoolOS AI does not sell school, student or guardian data. To run the service we use the service providers below. Each receives only what its part of the service needs and processes it to provide that part.

The application runs on Vercel. Your school's records, sign-in accounts and uploaded files (such as the school logo and report exports) are stored with Supabase.

When someone at your school asks the AI assistant a question, the question and the school records needed to answer it (for example a student's name, class, attendance or fee figures, limited to what that person's role may see) are sent to Anthropic, the provider of the Claude model, to write the answer. The question is kept in your school's records with who asked it; the answer is not stored.

When the application hits an error, a technical report of the error is sent to Sentry so that we can find and fix it.

Emails such as invitations, password links and notices are sent through Resend. If your school turns on parent messaging, messages go through the channel the school chooses: WhatsApp (Meta's WhatsApp Business platform), SMS through SendPK, or SMS from the school's own phone through the SMS Gateway app. The provider receives the phone number or email address and the message.

If your school turns on online fee payment, a parent pays on Safepay's checkout page, and Safepay receives what it needs to take that payment.

To slow down repeated sign-in attempts, a count of recent attempts, keyed by network address and the Login ID or email entered, is kept with Upstash for the few minutes each limit lasts.

Your school's database (Supabase) and the application's servers (Vercel) are in the Mumbai, India region.

Your school's records (students, fees, attendance and results) are kept while your school uses SchoolOS AI. Your school controls them: it decides what is entered, and its Owner or Principal can archive or withdraw students and disable accounts. When a school stops using SchoolOS AI, it can ask us in writing to export or delete its records, and the request is completed within 30 days.

Questions asked of the AI assistant are kept together with your school's records and are deleted when your school asks.

Nightly backups are kept for 30 days and then replaced. A deleted record can remain in a backup until that backup expires.

A parent who wants their family's information exported or deleted contacts their school, and the school contacts SchoolOS AI support.