Privacy Policy

E2X Infotech Private Limited (“we”, “our”, or “us”) operates E2X Education, a school management platform accessible via web at hubpanel.e2xhub.cloud and via the E2X Education mobile application for Android (collectively, the “Platform”).

This Privacy Policy explains how we collect, use, store, share, and protect information about schools, their administrators, teachers, students, and parents who use our Platform. By using E2X Education, you agree to the practices described in this Policy.

If you are a school administrator entering data about students or parents, you are responsible for informing those individuals that their data is being processed through E2X Education and for obtaining any consent required under applicable law.

2.1 School and Account Data

When a school registers on the Platform, we collect: school name, address, board affiliation, contact person name, email address, phone number, and school logo.

2.2 User Account Data

For all user accounts (School Admin, Teacher, Student, Parent, Guard/Gate Staff), we collect: full name, email address, phone number, WhatsApp number (optional), profile photo (optional), role, and an encrypted password. We also log the timestamp of the last login and whether the email has been verified.

2.3 Student Records

School administrators enter comprehensive student records including:

• Personal details: full name, date of birth, gender, photograph, blood group, nationality, religion, caste/category
• Government identification numbers: Aadhaar number, mother’s Aadhaar number, father’s Aadhaar number, PEN number, APAAR ID
• Family details: father’s name and occupation, mother’s name, guardian’s name and education
• Contact information: parent phone number, parent email, WhatsApp number
• Address: present address, permanent address, PIN code, distance from school
• Academic information: admission number, roll number, class, section, academic year

Important: Government ID numbers (Aadhaar) are collected solely for school admission compliance requirements as mandated by Indian regulatory bodies. We do not share these numbers with any third party except as required by law.

2.4 Teacher and Staff Records

Employee number, qualification, experience, date of joining, department, designation, assigned subjects and classes.

2.5 Operational Data

We collect and store operational data generated through platform use, including: attendance records, examination marks and results, fee payment records (amount, date, transaction ID, receipt number), homework submissions, leave requests, timetable entries, and school announcements.

2.6 Communication Logs

When SMS or push notifications are sent through the platform, we log the message content, recipient phone numbers or device tokens, delivery status, and timestamp. This log is retained to enable delivery confirmation and troubleshooting.

2.7 Device and Technical Data (Mobile App)

The E2X Education mobile app collects: device model, operating system version, a device identifier used to secure your local session, and a push-notification token used to deliver alerts. We do not collect precise location, contact lists, browser history, or any data beyond what is described here.

2.8 Authentication Tokens

Login sessions are maintained using secure, time-limited access tokens stored in your browser (web) or in encrypted storage on your device (mobile app). These tokens expire automatically and are removed on logout.

E2X Education includes an AI Voice Agent feature that allows authorised school users to query school data using spoken commands. When the AI Voice Agent is used, the following data processing occurs:

• Audio recording: The mobile app records your spoken query and transmits it to our server over an encrypted connection. The audio is processed immediately and is not stored by default; a school administrator may choose to enable longer retention for audit purposes.
• Speech-to-text: Your audio is sent to a speech-recognition service to produce a text transcript. The audio is sent solely for this purpose, and its use by that service is governed by its own privacy policy.
• AI reasoning: The text transcript (not the audio) is sent to an AI reasoning service along with a description of the school’s data context, to determine what data to retrieve and generate a spoken response. No raw government ID numbers (such as Aadhaar) are sent to this service; only structured summaries (e.g., attendance counts, fee dues) are used.
• Conversation history: Voice conversation turns (the text transcript of your query and the assistant’s text response) are stored in your school’s own records for session continuity. These records can be deleted by the school administrator.

Microphone access on the mobile app is used only when you actively trigger the Voice Agent. We do not listen passively or record in the background.

We use third-party service providers to operate parts of the Platform. Each provider receives only the data necessary for its specific function:

We do not use any third-party analytics, crash-reporting, or advertising services. No data is sold to third parties.

Payment data: We do not store card numbers, CVV codes, or bank account details. All payment card processing is handled exclusively by our payment gateway provider on their own servers. We receive only a payment reference to confirm a successful transaction.

All school data is stored on managed servers located in India. Uploaded files (student photographs, documents) are stored on the same infrastructure.

Data in transit is encrypted. Authentication on the mobile app is protected using encrypted on-device storage. We implement role-based access control to ensure users can only access data appropriate to their role within their own school.

Each school’s data is kept separate from every other school’s. No school can access another school’s data. Authorised personnel at E2X Infotech Private Limited can access a school’s data for the purpose of support, maintenance, and legal compliance only.

We retain personal data for as long as a school’s account is active on the Platform, plus a reasonable period afterward to allow for dispute resolution and regulatory compliance.

• Active account data: retained for the duration of the subscription
• After account termination: data is retained for up to 90 days before secure deletion, unless a longer period is required by law
• Financial records (fee payments, receipts): retained for 7 years as required by Indian tax and audit regulations
• Government ID data (Aadhaar): retained only for the period required by applicable school admission regulations
• Voice conversation transcripts: retained as long as the school account is active; can be deleted by the school administrator at any time
• Device push-notification tokens: deleted immediately on logout or when the token becomes invalid

Subject to applicable law, users and the schools who act as data controllers have the following rights:

• Access: Request a copy of personal data we hold about you or your school
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your account and associated data (see our Data Deletion page)
• Portability: Request your school’s data in a portable format
• Objection: Object to processing where we rely on legitimate interest as the legal basis

To exercise any of these rights, contact us at privacy@e2xinfotech.in. We will respond within 30 days.

Account and data deletion: You may request deletion of your account and all associated data via our Data Deletion page. Upon verification, we will delete your data within 30 days, except where retention is required by law (e.g., financial records).

E2X Education is an institutional platform used by schools. Student records — including records of minors — are entered by authorised school administrators, not directly by students or their parents. Schools are responsible for obtaining appropriate consent from parents or guardians before entering a student’s information into the Platform.

We do not knowingly collect personal information directly from children under 13 years of age. If you believe a child’s data has been entered without appropriate consent, please contact us at privacy@e2xinfotech.in.

We implement technical and organisational measures appropriate to the sensitivity of the data we hold, including:

• Passwords are never stored in plain text
• Data in transit is encrypted
• Login sessions use short-lived access credentials
• Role-based access control prevents cross-school data access
• Regular data backups
• Server access is restricted to authorised personnel only

Despite these measures, no system is 100% secure. In the event of a data breach that affects your personal data, we will notify affected schools in accordance with applicable law.

We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date at the top of this page and, where appropriate, notify school administrators via email or in-app notification. Your continued use of the Platform after such changes constitutes acceptance of the updated Policy.

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact: