Privacy policy

Last updated: 1 October 2026

Pathshala Mitra ("we", "us") provides school management software to schools and coaching centres. This page explains what information is kept, why, and who can see it.

Who controls the data

Each school or coaching centre decides what it enters about its students, parents and staff, and is responsible for having the right to do so (for example, parents' consent for student photos and for face attendance). We process that data only to run the service for that institute. A coaching centre uses the same portal with batches in place of classes; everything on this page applies to it in the same way.

What is stored

• Student details entered by the institute: name, class or batch, roll number, date of birth, parents' names, phone number, address and similar records.
• Attendance, fees and receipts, exam marks, notices, timetables and study material.
• Student profile photos — either uploaded, or taken on the spot with the device camera by a staff member. Either way the picture is reduced to about 200 KB and saved as that student's profile photo.
• Face fingerprints for students the school has taught to the camera — numbers only, never a face picture. See Face attendance below.
• The institute's logo and, if it chooses to add one, a picture of the head teacher's or director's signature, which is then printed on its documents.
• Teacher and staff details, salary and leave records entered by the institute.
• Enquiries: if the institute uses the enquiry register, the name, phone number, guardian's name and notes of someone who has only asked about joining and is not a student. These are entered by the institute, and it can delete them at any time.
• Login accounts. Passwords are never stored as plain text — only a one-way encrypted fingerprint (hash).
• The institute's UPI ID, if it adds one so that parents can pay fees online. We never see or handle the payment itself; it goes straight to the institute's own bank through their UPI app.
• For institutes that use our service: its name, contact person, phone number, plan and payments.
• If you fill in the "book a demo" or partner form on our website: your name, phone number and school or coaching name.

Face attendance

Face attendance works on the phone or computer that is taking attendance. The live camera picture is checked on that device, and only the result is saved: that the student is present, and the time. No camera picture is ever saved or uploaded — not during attendance, and not while teaching a face.

To recognise a student the portal keeps a face fingerprint: a set of about 128 numbers worked out from their face. A fingerprint cannot be turned back into a picture of the face. Up to five are kept per student, from the profile photo and from the short "teach this face" step, and they are stored with the institute's own data so the same student is recognised on every device of that school. A school can delete a student's fingerprints at any time from Face Enrolment ("Forget"), which is separate from deleting the student.

Face attendance is optional. A school that does not want it simply marks attendance by hand, and no fingerprint is ever created.

Everyone starts the day marked absent. A student is marked present only when the camera recognises the same face in several frames and is clearly sure it is them; a face it does not recognise is never marked and never recorded. Staff can always mark attendance by hand instead, and face attendance can simply be left unused.

Where the data is kept

Data is stored with Google Firebase (Cloud Firestore), a secure cloud database, and a copy is kept on each logged-in device so the app works without internet. Connections are encrypted (https).

Who can see it

• School admin: all data of their own school.
• Teachers: the school's records needed for teaching, attendance and marks.
• Students and parents: only their own profile, attendance, fees, results, and the school's notices, timetable and study material.
• Pathshala Mitra: only to give support, fix problems or when the institute asks us to.
• Our reseller partners: only a business summary of the institutes they themselves brought — name, code, plan, status, expiry date, number of students and their own commission. Partners never see any student, parent or staff record, and never the institute's contacts or payment details.

No institute can see another's data — a school code only works on the school login page and a coaching code only on the coaching login page. We do not sell data and we do not show advertisements.

How long it is kept

Data is kept while the institute uses Pathshala Mitra. If it stops, the data is kept for 90 days so it can renew or download a backup, and is then deleted on request or at the end of that period.

Your choices

Parents and staff can ask their school or coaching centre to correct or remove their information. Institutes can download a full backup at any time from School Details (Coaching Details in a coaching centre), and can ask us to delete their data.

Contact

Pathshala Mitra, Sitalkuchi, Cooch Behar, West Bengal. Phone / WhatsApp: 7384647962, 8927939009.