Vamika Academy teaches children, so most of the personal data we hold is about a child. This policy explains what we collect, why we collect it, who we share it with and how you can see, correct or delete it. It covers our website, the admission form, the parent portal and the records we keep while your child studies with us.
1. What we collect
When you apply for admission:
Your child's name, date of birth, class, board and school.
Any medical condition, allergy or special need you choose to tell us about.
The program and batch you choose, and any previous abacus centre and level.
Parent and guardian names, phone and WhatsApp numbers, email addresses and home address.
An emergency contact, details of brothers or sisters studying with us, and how you heard about us.
While your child studies with us: attendance, level and assessment results, competition results, certificates, fee payments and receipts, and photos or videos (only if you have agreed, see section 4).
On the parent portal: your login details and a record of sign-ins.
From the contact form: your name, phone, email, your child's age and your message.
From everyone who visits the website: basic usage information collected by Google Analytics (see section 6).
2. How we use it
To process the admission and place your child in the right program, level and batch.
To teach, track progress, conduct assessments and issue certificates.
To keep your child safe, including acting on medical information and reaching the emergency contact.
To record fees and issue receipts.
To contact you about classes, holidays, fees, results, events and competitions by phone, WhatsApp, SMS or email.
To enter your child in competitions and exams you have agreed to.
To reply to enquiries and to understand how the website is used so we can improve it.
We do not sell your data and we do not use it for anything unrelated to your child's education with us.
3. Children and parental consent
Our students are children, so a parent or legal guardian must fill in the admission form and give consent on the child's behalf. By submitting the form you confirm that you are the child's parent or guardian.
We do not track children's behaviour online and we do not show them targeted advertising.
4. Photos and videos
We sometimes photograph or film classes, competitions and events. The admission form asks whether we may use your child's photos and videos on our website, social media and promotional material.
If you say No, we will not publish images in which your child can be identified.
If you say Yes, we may show your child's name with a photo, for example with a competition result. We never publish their phone number, address, school or date of birth.
You can change your answer at any time by writing to us. We will stop using the images in new material and remove them from our website and social media pages. We cannot recall printed material that has already been handed out.
5. Who we share it with
We share personal data only when there is a reason to:
Competition and exam organisers: the child's name, age, class, level and centre, when your child takes part in an event you have agreed to.
Service providers who run our systems: website hosting, email and Google Analytics. They may use the data only to provide their service to us.
Authorities: when the law requires it, or to protect a child's safety.
6. Cookies and Google Analytics
A cookie is a small file your browser stores for a website. We use two kinds:
Essential cookies keep you signed in to the parent portal and protect our forms against misuse. The site does not work properly without them.
Google Analytics cookies tell us which pages people visit, how long they stay and roughly where they come from. We see only totals, not who you are. We use this to improve the website, not for advertising.
Enquiries and applications that do not lead to admission: up to 12 months, then deleted.
Student records (profile, levels, results, certificates): while your child studies with us and for 3 years after they leave, so we can confirm a level or reissue a certificate.
Fee and accounting records: for as long as tax and accounting law requires.
Photos and videos: until you withdraw consent, or until we stop using them.
8. How we protect it
Student records are kept in a password-protected system. Staff see only what their role needs, passwords are never stored in readable form, and data is backed up regularly. No system is completely secure. If a breach affects your data, we will inform you and the authorities as the law requires.
9. Your rights
Under India's Digital Personal Data Protection Act, 2023, you can ask us to:
tell you what personal data we hold about you and your child, and who we have shared it with;
correct or update anything that is wrong or out of date;
delete data we no longer need, unless the law requires us to keep it;
withdraw a consent you gave, such as photo consent. This does not affect what we did before you withdrew it.
You can also name another person to exercise these rights for you if you are unable to. To make any of these requests, write to the address in the next section.
Plot No. 40, Muktha Samruddhi Nagar, Kavalcheri Village, Vayalanallur B, Poonamallee, Chennai, Tamil Nadu 600072
We will reply within 30 days. If you are not satisfied with our reply, you can complain to the Data Protection Board of India.
11. Changes to this policy
If we change this policy we will update the date at the top of this page. If a change affects how we use your child's data, we will tell you before it takes effect.
