Privacy Policy

Depending on how you interact with Vacademy, we collect:

• Account and contact information — name, email address, phone number, institute/organisation name, role, and login credentials.
• Learner and parent records — profile details an institute creates or a learner provides (such as name, contact details, class/grade, batch, enrolment status, guardianship links between parent and child accounts), attendance, assessment attempts, scores and certificates.
• Admissions and CRM data — enquiries and leads submitted through website forms, embedded forms, advertising integrations (such as Meta Lead Ads and Google lead forms), walk-in entries and imports; follow-up notes, lead status and scoring, and communication history.
• Communications — messages and notifications sent through the Platform (email, WhatsApp, SMS, in-app), support requests, and recordings and logs of calls placed through the Platform's telephony features (for example counsellor click-to-call), which are attached to the relevant lead or learner record.
• Content — courses, videos, documents, questions and other material uploaded or generated on the Platform, including content processed by our AI features.
• Payment information — order, invoice and transaction details. Card and banking details are collected and processed by our payment gateway partners (such as Razorpay, Stripe, PhonePe and eWAY); we do not store full card numbers.
• Device and usage data — IP address, browser and device type, pages viewed, actions taken on the Platform, and log data used for security and diagnostics.
• Cookies and similar technologies — see section 7 below.

• To provide, operate, maintain and secure the Platform and our websites.
• To run institute workflows on their instructions — admissions follow-ups, class and fee reminders, attendance, assessments, certificates and reports.
• To power AI features (such as course, quiz and video generation, and doubt support). Content is processed by us and our vetted AI service providers solely to provide these features.
• To process payments, invoicing and subscriptions.
• To respond to enquiries, provide support and share service updates.
• To analyse usage, improve the product and develop new features.
• To detect, prevent and investigate fraud, abuse and security incidents.
• To comply with applicable law, and to enforce our agreements.
• With your consent or as otherwise directed by the institute that controls your data, for marketing communications — which you can opt out of at any time.

Institutes can place and receive calls through the Platform using integrated telephony providers. Such calls may be recorded and stored against the relevant lead or learner record for quality, training and record-keeping by the institute. Institutes are responsible for providing any notice and obtaining any consent required by applicable law before recording calls; where you hear a recording notice on a call with an institute using Vacademy, this is why.

Some Platform features use YouTube API Services — for example embedding and playing YouTube-hosted videos inside courses, and, where an institute connects its YouTube account, scheduling and managing live streams on that account. By using these features you agree to be bound by the YouTube Terms of Service. Google's handling of data in connection with these features is described in the Google Privacy Policy.

In connection with YouTube API Services, we access and store:

• Video and live-stream identifiers, titles, thumbnails and playback metadata needed to embed and play content;
• Where an institute connects its YouTube/Google account, OAuth tokens authorising the connection. These tokens are stored encrypted and are used only to provide the connected features (such as creating or managing live streams on that account). We do not sell this data or use it for advertising.

You can disconnect a linked account from within the Platform at any time, and you can also revoke Vacademy's access to your Google/YouTube data via Google's security settings page. On disconnection or revocation, we delete the associated stored tokens.

We do not sell personal data. We share information only:

• With the institute that controls your data — if you are a learner, parent or enquirer of an institute using Vacademy, your data is available to that institute and its authorised staff.
• With service providers that help us run the Platform, under contractual safeguards — including cloud hosting and storage (such as AWS), content delivery and security (such as Cloudflare), payment gateways (such as Razorpay, Stripe, PhonePe, eWAY), video and meeting services (such as YouTube, Zoom, Google Meet), telephony providers (such as Exotel), WhatsApp Business, email and SMS providers, analytics services, and AI model providers used to power AI features.
• With advertising and form platforms an institute connects (such as Meta or Google) — limited to what is needed to receive that institute's leads into the CRM.
• For legal reasons — where required by law, regulation, legal process or enforceable governmental request, or to protect the rights, safety and property of Vidyayatan, our customers or the public.
• In a business transfer — as part of a merger, acquisition or asset sale, subject to this Policy's protections.

• Institutes own their data. Learner records, content, CRM data, analytics and business records created on an institute's deployment belong to that institute. We process them only to provide the service, support, maintenance and security.
• We retain personal data for as long as needed to provide the service, comply with legal obligations, resolve disputes and enforce agreements.
• On termination or expiry of an institute's subscription, the institute may export its data; residual backup copies are retained for up to thirty (30) days for disaster recovery and legal compliance, after which they are deleted in accordance with our retention practices.
• Aggregated, de-identified data that cannot identify you may be retained for analytics.

Our websites use cookies and similar technologies:

• Essential — session, security and preference cookies (for example your language selection).
• Analytics — Google Tag Manager with Google Analytics 4, and Microsoft Clarity, to understand how visitors use our site.
• Advertising — Meta Pixel, to measure the effectiveness of our own advertising.

You can control cookies through your browser settings; disabling some cookies may affect site functionality. Analytics and advertising providers process this data under their own privacy policies.

We implement commercially reasonable technical and organisational safeguards, including encryption in transit (TLS), encryption of sensitive credentials at rest (AES-256-GCM), role-based access control, environment isolation, automated backups and monitoring. Vidyayatan operates ISO 27001:2022 and ISO 9001:2015 aligned practices on secure cloud infrastructure. No online system can be guaranteed absolutely secure; we encourage strong passwords and prompt reporting of any suspected issue to us.

Subject to applicable law — including India's Digital Personal Data Protection Act, 2023 — you may request access to, correction of, or deletion of your personal data, withdraw consent, and raise grievances.

• If your data is managed by an institute on Vacademy (you are its learner, parent or enquirer), please contact that institute first — it controls your data, and we will assist it in fulfilling your request.
• For data we control (for example, website enquiries to us), contact us using the details in section 12 and we will respond within a reasonable time.
• You can opt out of marketing messages at any time via the unsubscribe option or by contacting us.

The Platform is used by schools, coaching centres and other institutes whose learners may be minors. Learner accounts for minors are created and managed under the institute's instructions, and the institute (together with the parent or guardian) is responsible for obtaining any consent required by applicable law. Parent accounts allow guardians to view their child's progress. We do not knowingly collect personal data from minors outside this institute-managed context.

Our infrastructure is hosted on reputable cloud providers; data may be stored or processed in India or other locations where our providers operate, consistent with applicable law and this Policy. We may update this Policy from time to time; material changes will be posted on this page with an updated date. Continued use of the websites or Platform after changes take effect constitutes acceptance of the revised Policy.

Vidyayatan Technologies LLP
1st Floor, M-15 Shastri Nagar, Depot Square, Bhopal 462003, Madhya Pradesh, India
Email: hello@vidyayatan.com · Phone: +91-94256 77707
Grievance Officer: Shreyash Jain (Founder) — shreyash@vidyayatan.com

See also our Terms of Service.