Privacy Policy

Section 01

Introduction

Mindly System ("we," "our," or "the Platform") provides software used by educational centers to manage attendance, exams, fees, and communication with students and parents. This policy applies to the Mindly System mobile app and web portals used by center administrators, students, and parents. Each educational center ("Center") operates its own isolated space within the Platform, and is responsible for the accuracy of the data it enters — Mindly System acts as the data processor on behalf of each Center.

Section 02

Data We Collect

We collect the minimum necessary to run a Center's daily operations. No email or password is required to create an account — just a Center-issued code.

Student full name, a unique student code, grade level, date of birth, and an optional profile photo

Parent full name and phone number, used to link a parent account to their child's records

Attendance logs, exam results, and fee/payment records entered by the Center

A push-notification device token plus basic technical data (app version, device type)

Section 03

Camera Permission

The app requests camera access solely to scan printed barcode cards. The camera reads the barcode value in real time only.

Used to sign in as a student or parent by scanning a barcode card

Used to record physical attendance at the Center

We never record, capture, store, or transmit any photo, video, or camera frame

A manual code-entry field is always available as a fallback

Section 04

Push Notifications (FCM)

We use Firebase Cloud Messaging (FCM), a Google service, to deliver real-time alerts. A device-specific FCM token is registered on sign-in — it does not identify you personally on its own, and is used only to route notifications for:

Attendance confirmations and absence alerts

New exam announcements and results

Payment and fee confirmations

Section 05

Data Security

All data is stored on secure servers with encrypted connections (HTTPS/TLS) between the app and our backend. Each Center's data is isolated from every other Center, and administrative access is restricted to that Center's own authorized staff. Administrative passwords are stored using industry-standard one-way hashing and are never stored or transmitted in plain text. No method of electronic storage is 100% secure, and we cannot guarantee absolute security — but we treat this as a floor, not a ceiling.

Section 06

Data Sharing

We do not sell, rent, or trade personal data to any third party. Information is shared only in these limited circumstances:

With the Center a student or parent is enrolled with, since the Center owns and administers its own students' records

With infrastructure providers strictly necessary to operate the service (cloud hosting, Firebase Cloud Messaging), bound to process data only on our instructions

When required by law, regulation, or a valid legal request

Section 07

Children's Privacy

Mindly System is designed to be used under the supervision of educational centers and parents.

Student accounts are created and managed exclusively by Center administrators

Students never self-register or submit personal information through an open sign-up form

Login uses a Center-issued code — no email or password required

Parents may review their child's data via their linked parent account or the Center's administration

Section 08

Data Retention

Student and parent data is retained for as long as the Center's account with Mindly System remains active, to maintain accurate academic and attendance records. If a Center removes a student's record, it is archived and may be permanently deleted at the Center's request, in line with that Center's own retention practices.

Section 09

Your Rights

Parents and students may request access to, correction of, or deletion of their personal data by contacting their Center's administration directly — the Center is the primary controller of student records — or by reaching us using the contact details below.

Section 10

Changes to This Policy

We may update this policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. The effective date at the top of this page will be updated accordingly. Continued use of the app after a change constitutes acceptance of the revised policy.