Version 2026-09-draft-1
Privacy notice
Draft for legal review. This text describes what the software does; the operating company must have it checked by qualified counsel, and completed with its legal name, address and grievance contact, before public launch.
Who holds your data
Your institute (school, coaching centre or similar) decides what data it records about students, their parents or guardians and staff and is responsible for it. KO-AMS provides the software and stores the data on the institute's behalf.
What is collected and why
- Account data - name, email address, role and a password stored only as a one-way hash - to let you sign in.
- Student records - admission number, name, batch, contact details, guardian names, attendance, fee assessments and payments, test marks and grades - to run the institute's academic and fee administration.
- Usage records - sign-in events, changes made in the system and technical logs - for security and to keep an audit trail.
- Emails - invitations, password resets and, if you have not turned them off, announcements and reminders.
Data is used only for these purposes. It is not sold and is not used for advertising.
Who can see it
Access is limited by role: administrators see their institute; teachers see their assigned batches and subjects; students see only their own record (parents and guardians use the student's login). Service operators can see institute settings and usage but sign in separately and do not browse student records in normal operation.
Your rights
Signed-in users can download a copy of their data, and can ask for a correction or erasure, under My data and privacy. Requests go to the institute administrator, who replies by email. Records the institute must keep, such as fee payments, are de-identified rather than deleted. You can also turn off announcement emails there.
How long it is kept
Data is kept while the institute uses the service. When an institute closes, its data is retained for a limited period (30 days by default) so it can be exported, and then permanently deleted.
Sub-processors and storage
[To be completed by the operating company: hosting provider and region, email delivery provider, bot-protection provider.]
Contact
[To be completed: grievance officer name and contact details.] For help, see Support.