Privacy Policy

1 Overview & Regulatory Roles

Saelix ("we", "our", or "us") operates the school-timetable, substitute-management, and daily operations platform. We are deeply committed to protecting the privacy of educational institutions, administrators, coordinators, teachers, and staff who utilize our services.

This Privacy Policy explains how Saelix handles, protects, and isolates information when a school accesses our web admin panel and companion mobile interfaces via a dedicated workspace (for example, schoolname.saelix.io).

Data Protection Roles (under India's DPDPA 2023)

• The School (your educational institution) is the Data Fiduciary. The school determines the purpose and means of processing personal data and is responsible for obtaining any necessary consents from staff and administrators.
• Saelix is the Data Processor. We host and operate the platform on the school's instructions. We do not use school staff data for advertising, nor do we sell it to third parties.

2 Data We Collect

To operate school timetables and daily workflows, the platform processes master records and transactional data provided by school administrators or generated by active users.

A. Master School Data

• Teacher Profiles: Full names, unique staff codes, designations, gender, emails, phone numbers, shift preferences, and subject expertise mappings.
• Academic Structure: Class/Standard lists, section designations, room assignments, and academic years.
• Schedules & Settings: Period configurations, bell timings, weekly timetable configurations, school name, logo, contact details, and academic holidays.

B. Daily Operations Data

• Leaves & Absences: Leave applications, start/end dates, approval statuses, leave types (such as Casual Leave (CL), Sick Leave (SL), Earned Leave (EL), Half Day (HD), and Official Duty (OD)), and supporting text (reasons and notes).
• Substitutions: Generated open slots, assigned substitutes, acceptance or rejection flags, decline reasons, and coordinator log notes.

C. Accounts, Logs & Security

• User Accounts: Login credentials (passwords stored securely as one-way hashes), role assignments (Super Admin, School Admin, Coordinator, Teacher), and linked staff profile mappings.
• Session Metadata: IP addresses, browser user-agents, and session metadata representing web platform and mobile companion app activities.
• Mobile Tokens: Push notification device tokens used to dispatch messages to the companion app.
• Activity Logs: Audit logs of significant administrative actions (such as generating timetables, modifying roles, or approving leaves) to maintain security and traceability.
• Import Artifacts: Files uploaded during bulk CSV imports (such as teacher rosters).

D. Scope Restrictions & Safeguards

• No Student Personal Data: Saelix is designed exclusively for school administration, staff workloads, and teacher schedules. We do not collect, store, or process personal data (such as names, contact details, ages, or grades) of students. Academic structures contain only group labels (e.g., 'Grade 10-A').
• Advisory on Leave Notes: When applying for leaves, users are advised to enter only high-level operational details. Please do not upload or input sensitive medical histories or certificates in plain-text comment sections.

3 How We Use Data

We process your information solely to deliver robust operational tools that help schools function smoothly. Specifically, data is used to:

• Generate weekly grids, class timetables, and teacher workloads.
• Detect schedule conflicts in real time when modifying teacher assignments.
• Power substitute recommendations for open teaching slots.
• Dispatch instant notifications for leave approvals and substitution invitations.
• Generate reports like Monthly Teacher Workloads, Daily Substitution Logs, and Leave Registers.

Legal Basis for Processing

• Performance of Contract: We process personal data to fulfill our services to the school (the Data Fiduciary) under our customer agreement.
• Legitimate Interests: Processing is required for the school's operational efficiency and administrative management.
• Consent: Where required by law, we rely on consent (for example, for optional AI enablement or sending mobile push notifications).

4 Data Separation

Each school operates in its own secure, logically separated workspace. Your school's data is kept separate from other schools on the platform and is accessible only to authorized users within your organization.

We design our infrastructure and access control systems to prevent cross-school access to operational records, helping keep your school's data under your organization's control.

5 How We Share Data

We do not sell personal information. We share data only with trusted service providers that help us operate the platform—such as hosting, email delivery, and (where enabled) mobile notifications and optional AI features.

These providers process data only on our instructions and for the purposes described in this policy. A detailed list of current sub-processors is available to schools upon request or as part of our Data Processing Agreement (DPA).

6 Optional AI Features

Saelix may offer optional AI-assisted explanations to help coordinators understand substitution recommendations. This feature is disabled by default and is only available if your school administrator explicitly enables it.

When enabled, a limited amount of operational context is sent to a third-party AI provider to generate short helper text. The AI does not assign substitutes or make scheduling decisions—coordinators retain full control. Sensitive credentials and contact details are not included in AI requests. Processing and secure transfers may occur in accordance with applicable legal safeguards and provider terms.

7 Cookies and Device Storage

• Web: We use only essential cookies required for sign-in and security (including session management and form protection). We do not use advertising or third-party tracking cookies on our app workspaces.
• Mobile: The companion app stores sign-in information securely on your device using secure local storage until you log out or remove the app.

8 Security

We protect school data using technical and organizational measures appropriate to a hosted operations platform, including encrypted connections for web and mobile access, secure password storage (one-way hashing), role-based access, regular backups to support recovery from data loss, and monitoring and access controls designed to prevent unauthorized access.

No system is completely immune to risk. We continuously work to maintain the confidentiality and integrity of school records.

9 How Long We Keep Data

Data is retained while the school's workspace is active. School administrators may deactivate or delete individual staff profiles at any time.

When a school workspace is deleted, the corresponding production records are removed from our live server environments, and backup copies are purged in accordance with our system backup retention cycles.

10 Your Rights (DPDPA Compliance)

Under the Digital Personal Data Protection Act, 2023 (DPDPA), teachers and staff (Data Principals) have specific rights regarding their personal data, including the right to request:

1. Access: Confirmation of whether your personal data is being processed, and a summary of the data held.
2. Correction and Completion: Correction of inaccurate data, or completion of incomplete profile details.
3. Erasure: Deletion of personal data that is no longer necessary for the purposes of the platform.
4. Grievance Redressal: A robust mechanism to raise and resolve queries or complaints.

How to Exercise Your Rights

Because Saelix processes data on behalf of your school, teachers and staff members should contact their school's workspace administrator (School Principal or Admin) first to review, correct, or request deletion of their personal profiles.

Schools may contact Saelix at support@saelix.io to fulfill platform-level data requests. We aim to respond to and process all validated administrator requests within thirty (30) days.

You may also lodge a complaint with your local data protection authority.

Data Portability

School administrators can export operational reports (such as substitution logs, workload summaries, and leave registers) through the platform. A broader export of workspace data may be requested by contacting support@saelix.io.

11 International Transfers

Some service providers may process data outside your country. Where required, we implement appropriate safeguards (such as standard contractual clauses) to ensure that your data remains protected under equivalent standards of security.

12 Data Breaches

If we become aware of a security incident affecting your school's workspace, we will notify authorized school administrators without undue delay, consistent with applicable laws, to assist in mitigation and reporting.

13 Changes to this Policy

Saelix may update this Privacy Policy from time to time to reflect changes in our operational practices or legal requirements. Material changes will be posted here with an updated date. School administrators will be notified of significant changes in accordance with our service agreements.

14 Contact Us

If you have any questions about this Privacy Policy, your school's data isolation, or our security practices, please contact our trust team:

• General Support Email: support@saelix.io
• Data Processing Agreement: Available on request at support@saelix.io