Privacy Policy

    Last updated 8 November 2026

    This policy explains how Acadika handles personal data. Acadika is operated by Acadika AI, India. We call ourselves "Acadika", "we" or "us".

    Who is responsible for your data

    Acadika is software that schools use. A school that signs up decides what student, parent and staff data goes into Acadika. The school is the controller of that data. Acadika processes it on the school's behalf.

    If you are a student, parent or guardian, or school staff member, please contact your school first about your data. This includes requests to see, correct or delete it. You can also write to us at [email protected]. We will pass your request to the school where needed.

    For data we collect ourselves, such as website enquiries, Acadika is the controller.

    What we collect

    The data below is entered by schools, users, or created while the product is used.

    • Account details: name, email address, phone number, gender, date of birth, profile picture, role, and a hashed password. If you sign in with Google or Microsoft, we also store the identifier they give us for your account.
    • Students: class, section, roll number, admission number, admission date, subjects enrolled, attendance, assignments, submissions, marks and teacher feedback.
    • Parents and guardians: name, phone number, email address, preferred message language, and whether they have agreed to or stopped WhatsApp messages.
    • Staff: designation, qualification, years of experience, subjects and classes taught, assigned sections, and leave records including the reason the person gave.
    • School admins and school details: school name, contact email, phone, address, and settings such as payment details the school chooses to show to families.
    • Fees: invoices, payments, receipts, payment references and ledger entries. Families pay fees directly to the school, for example to the school's own UPI ID. Acadika does not receive or hold fee payments and does not store card numbers.
    • Messages: circulars, notifications, and WhatsApp messages sent to and received from guardians and staff. Phone numbers used for WhatsApp chats with Nova are stored in encrypted and hashed form.
    • Emails: if a school connects its Gmail account, we read incoming school emails (sender name, sender address and body) so staff can reply. The connection can be removed by the school.
    • Nova assistant conversations: typed messages, voice captions and the actions Nova took. Voice audio is not stored.
    • Usage and quality data: counts of AI use per feature and basic voice quality figures such as timings, error counts and browser family. These do not include what you said.
    • Files that users upload, such as assignment files and school documents.

    Website enquiries

    If you fill in a form on our website, we store your name, phone number, and, if you give them, your email address, school name, role and school size. We also store which part of the site the enquiry came from and any campaign tags in the link you used. We use this to reply to you. We keep enquiries for 2 years.

    Website analytics

    Our public web pages use Google Analytics to count visits to pages. This sets or reads identifiers in your browser. We do not send page views from signed-in areas of the app. You can block or delete these identifiers in your browser settings, or install Google's Analytics opt-out add-on.

    How we use data

    • To run the product for the school: sign-in, attendance, assignments, fees, messages and reports.
    • To answer questions with AI and to run the Nova voice and chat assistant.
    • To send fee, attendance and school messages by email and WhatsApp.
    • To keep the service secure, fix problems and measure how features are used.
    • To reply to enquiries.

    AI features

    Acadika uses Google's Gemini models through Google Vertex AI. When you use an AI feature, we send Gemini the content needed to do the task. Examples are a student's question, a page of a textbook, a teacher's request, a document to be read, or what you say to Nova.

    For personalisation, the AI may also receive a student's name, class, section and subjects, or a staff member's designation and subjects. For attendance and grading tasks that a teacher or admin asks for, it may receive the names of students in one class and their attendance status or submissions. For fee tasks, it receives totals and statuses, and reminder drafts use placeholders, so guardian names, phone numbers and email addresses are filled in by our server after the draft is written. When a school uses the email assistant, the incoming email text and sender details are sent to draft a reply.

    We do not send passwords, dates of birth, gender or personal phone numbers to the AI. Data from one school is never included in an AI request made for another school.

    Nova can propose actions that change data or send messages. Nothing is saved or sent until a person says yes. AI answers can be wrong. People should check them before relying on them.

    Who else handles data

    We use these service providers to run Acadika. They process data on our behalf for the purpose shown.

    • Supabase: hosts our Postgres database.
    • Google Cloud: hosts the backend on Cloud Run, runs background jobs with Pub/Sub, and stores secrets in Secret Manager.
    • Google Vertex AI (Gemini): AI answers, the Nova voice agent, and reading documents.
    • Amazon Web Services S3: stores uploaded files.
    • Meta WhatsApp Cloud API: delivers WhatsApp messages to guardians and staff. Meta receives the recipient's phone number and the message details.
    • Vercel: hosts the website.
    • Google and Microsoft: sign-in, if you choose to use them.
    • Google Analytics: counts visits to public pages.

    We do not sell personal data. Schools can also share data with their own staff and parents through the product, based on the roles the school sets.

    Where data is processed: our servers run in India. Some service providers, including Google Vertex AI for AI features, may process data outside India. We only use providers in countries to which transfers are allowed under India's Digital Personal Data Protection Act, 2023.

    How long we keep data

    • Nova conversation transcripts are deleted after 30 days by default. This can be changed or turned off in our settings.
    • Voice audio is not stored.
    • Student, parent, staff and school records: kept while the school uses Acadika. After a school leaves, it can ask for an export for 30 days, and we delete its data within 90 days.
    • Fee and payment records: kept as long as the school needs them, or longer where tax law requires it (up to 8 years).
    • Website enquiries: 2 years.
    • Backups: deleted automatically after 7 days.

    Security

    Passwords are stored as hashes. Each school's data is kept separate and access depends on the user's role. Some sensitive items, such as connected email tokens and WhatsApp chat numbers, are stored in encrypted or hashed form. No system is perfectly secure. If you find a problem, please tell us at [email protected].

    Children

    Students under 18 use Acadika only through their school. Under India's Digital Personal Data Protection Act, 2023, the school is responsible for getting verifiable consent from a parent or lawful guardian before it adds a child's data. We do not show advertising to students or use children's data for targeted advertising or tracking.

    Your choices

    • Ask your school to access, correct or delete your data.
    • Reply STOP to a WhatsApp message to stop further messages.
    • Write to us at [email protected] for any privacy question.

    Contact and grievances

    Email [email protected]. Grievance officer: Abhijeet Shashwat, [email protected]. If you are not satisfied with our response, you can complain to the Data Protection Board of India.

    Changes to this policy

    We may update this policy. The date at the top shows the latest version. This policy is governed by the laws of India.