Privacy Policy
11 sections12 min read
1 Policy statement
21K School (together with its subsidiaries and affiliates, hereinafter referred to as “21K School,” “we,” “us,” or “our”) is committed to safeguarding the privacy and personal data of our learners, parents, guardians, and authorized staff (“you,” “your,” or “users”). We believe that protecting personal data is fundamental to building trust, ensuring safety, and providing high-quality services through our digital platforms.
Accordingly, this Privacy Policy (“Policy”) sets out how we collect, use, store, share, and secure your personal information in accordance with applicable laws. We take reasonable security measures to process your personal data in accordance with the laws applicable in your respective countries, including the [Indian] Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023 and the rules and regulations thereunder.
This Policy will establish transparent, lawful, and fair handling of all personal data processed by 21K School. It will outline the rights of learners, parents, and guardians with respect to their data and determine our responsibility in maintaining standards of data protection and governance.
2 Purpose and scope
The purpose of this Policy is to establish how the personal data collected by 21K School through its Parent Hub and related connected systems (“21K Services”) is stored, processed, used or transferred. This Policy applies to all personal data collected and processed by 21K School through its digital platforms, including the Parent Hub and affiliated mobile/web applications or online tools used for academic or administrative purposes. It covers all categories of users — learners, parents/guardians, authorized staff - and applies globally, irrespective of the user’s location.
Please read this Privacy Policy, along with our Terms of Use, before using any of our Services. By availing 21K Services, you imply your agreement with the terms of this Policy. If you do not agree to this Policy, some of our services may be restricted or unavailable to you.
3 How we collect your data
We collect only the data necessary to deliver and manage our educational services efficiently. Some of such data collected is provided by you directly through/during registration or enrolment process, or by authorised service providers. We also receive data from affiliated educational partners or systems integrated with our ERP, while some of it is automatically recorded when you access or interact with 21K Services, or respond to our offers or advertisements. For learners under 18, we collect personal data only with verified parental/guardian consent. Children are provided age-appropriate access controls within the ERP and Parent Hub. We do not knowingly collect data from minors without supervision. Where required under applicable law, including the Digital Personal Data Protection Act, 2023, 21K shall implement reasonable measures to obtain verifiable consent from the parent or lawful guardian before processing personal data of a child. Users shall provide accurate information and cooperate in such verification processes.
Parents/Guardians may exercise certain privacy choices on behalf of learners, subject to age, applicable law, and school processes.
The information we collect is categorized into “Personal Information”, “Sensitive Personal Information”, and other information, (together referred to as “Data”) as described below:
Personal information
- Information related to Learners:
We collect the data relating to the Learner such as your name, date of birth, gender, enrolment number, academic performance, attendance logs, recordings of LMS participation, in order to process enrolment and keep record of our learners;
- Information related to Parent/Guardian:
We collect data related to Parent/Guardian of a learner, such as your name, contact details such as email, phone number, and address, occupation, and relationship to the learner;
- Identification Records:
We collect certain Government-issued ID, passport, or birth certificate;
- Communication & Ticketing records:
We have limited access to your in-app Messages, chat logs, support tickets, queries, or feedback submitted through the Parent Hub;
- System and Technical Data:
Device identifiers, login timestamps, and IP addresses;
Sensitive personal information
- Medical history & Information:
Special need/ disability information of learners, if specific learning accommodations are required;
- Financial Information:
Limited payment information, when direct bank transfer is made for fee processing; Payment information for secure fee processing through PCI-DSS compliant gateways;
Encrypted login credentials for account access.
Recordings and media
Live classes, counselling sessions, assessments, webinars, support interactions, and certain academic activities may be recorded for purposes including continuity of learning, academic review, quality assurance, teacher training, safeguarding, dispute resolution, and service improvement. Such recordings shall be accessible only to authorised persons or relevant users on a need-to-know basis, subject to access controls. Users must not independently record, reproduce, distribute, or publicly share classes or sessions without prior written permission from 21K School.
Other information
- Cookies and other Technologies: We may use cookies, pixels, software development kits (SDKs), local storage, device identifiers, and similar technologies to:
- maintain secure sessions and user authentication;
- remember preferences and settings;
- enable core platform functionality;
- measure usage trends and performance;
- detect errors, fraud, abuse, or security incidents; and
- improve user experience and platform efficiency.
Certain technologies may be operated by authorised analytics, hosting, communication, or support service providers acting on our behalf. You may manage cookie preferences through browser or device settings where technically available. Disabling certain technologies may affect functionality of parts of the Services. We do not knowingly use tracking technologies for targeted advertising directed at children in violation of applicable law.
4 How we store your data
All data collected by 21K School is stored, processed, and transferred using Amazon Web Services (AWS) servers and databases (or any other service provider as may be decided by 21K from time to time) located in India. For international users, your data may be stored on secure servers located outside India, and such data is transferred to India through secure and encrypted format and is processed here in accordance with this Policy, Indian data protection laws, and the laws of host country by extra-territorial application. Cross-border transfers, where undertaken, shall be subject to applicable legal restrictions, governmental notifications, contractual safeguards, and reasonable security measures. To ensure an equivalent level of data protection, we implement the following safeguards:
- Contractual Safeguards:
Cross-border data transfers are governed by written agreements incorporating lawful transfer mechanisms recognised under applicable law.
- Technical Safeguards:
All data in transit and at rest is encrypted using industry-standard protocols (TLS 1.2 and AES-256).
- Organisational Safeguards:
Access to personal data is restricted to authorised personnel subject to confidentiality obligations and periodic security training.
By using our Services, you acknowledge that your data may be transferred, processed, and stored outside your country of residence under these safeguards and protections.
5 How we use your data
21K School is vigilant about data protection and abides by certain industry level practices and principles such as fairness, transparency, purpose limitation, data minimisation, storage limitation, integrity, confidentiality, and accountability.
We use your Data to:
- Manage admissions, enrolment, attendance, and student records:
We use the Data to maintain and manage the admission and enrolment process, create and maintain your account, verify user information, access and process your consent to efficiently operate 21K Services.
- Enable communication among parents, learners, and facilitators:
Subject to your consent, we use the Data to communicate with you regarding our offers, advertisements, target our services based on your needs and user history, and to receive feedback on our services.
- Process payments and issue receipts:
Certain information you provide is used to process fee payments, issue receipts, manage logistics.
- Ensure child safety and comply with regulatory requirements:
All Data relating to users under 18 is collected in accordance with the data protection laws. We use minor’s information only to the extent necessary to manage their profile, account, academic performance, and provide customised learning experience.
- Improve the ERP, Parent Hub, and LMS through performance analytics:
Certain information such as user access, traffic on our platforms, feedback or suggestions are used by us to improve and elevate our services and platforms.
- Advertisements:
We may share news, academic updates, or event highlights with parents/ guardians/ targeted audiences and other members of the public as may be necessary to advertise our Services. We occasionally share student photographs in newsletters, social media, or marketing materials to celebrate achievements. Parents/ guardians are informed in advance and may opt out at any time by emailing privacy@21kschool.com. No photo will be published without appropriate context and supervision. We do not sell or rent your data to advertisers.
We may also conduct anonymised and aggregated analytics to understand platform usage, improve learning outcomes, and enhance system performance. No individual-level profiling is performed without your explicit consent. We do not engage in tracking, behavioural monitoring, profiling, or targeted advertising directed at children. We may compile anonymised data for internal research or statistical reporting. Such data cannot identify any individual and falls outside the definition of personal data.
6 Disclosure of your personal data
We take utmost care regarding the disclosure of your personal Data to third party. We only disclose it to:
- Our authorised school staff/facilitators/administrators:
We share your data with our authorised staff/ facilitators/ administrators to improve our content, teaching methods and to provide direct learner support.
- Our fellow learners:
Your profile, with limited personal data, is viewable by fellow learners.
- Service providers and agents under contract:
We share your Data to third-party service providers, contractors and agents providing services such as cloud hosting, IT services, logistics, etc. on our behalf, on a limited and need-to-know basis. All such third-party processors operate under written agreements ensuring confidentiality, encryption, and non-disclosure obligations. We ensure that all such third parties operate with a similar or a greater level of data protection standards compared to 21K School.
- Our Affiliates/Partners/Group Companies:
We may share your Data with our affiliates, partners or group companies, who operate under same ownership/ business entity, in order to access support in provision of our services.
- Government or regulatory authorities when legally required:
We may disclose your Data to a Government or regulatory authority, if we in good faith have reason to believe that, such Data is requested by a government or regulatory authority as part of a judicial process, legal inquiry, proceeding, or order.
- Law Enforcement Authorities:
For prevention or detection of fraud, we may share your data with law enforcement authorities, if we have a reason to believe that, our platform, or services have been subject to fraud, misuse, illegal activities, data and security breach, etc.
We may share your Data to such other persons as may be required to protect the rights, property, services, goodwill, and reputation of 21K School, and to protect against harm our staff, employees, learners, and facilitators. Any such disclosure shall be made subject to appropriate confidentiality obligations, and such third parties shall be required to maintain the confidentiality and security of the Data and use it solely for the purposes for which it is disclosed, in accordance with applicable law.
7 Your rights
21K School relies on consent to collect and process your Data. We process your information only after securing your informed consent during the data collection process. However, at any point, as the Data Principal, you have certain rights pertaining to your information. You have the right to know what personal information we hold on you. You may access, review, and correct your personal information, withdraw consent or object to processing your information, and request deletion of your information from our records by providing written notice. You can also manage or disable certain cookies through browser settings to limit the information automatically collected by us; however, some features may become unavailable if cookies are disabled. Additionally, in the event of death or incapacity, you shall have the right to nominate a representative to exercise these rights.
To exercise these rights, you may contact us at privacy@21kschool.com. Your requests will be verified and processed in accordance with our policies and applicable laws.
8 Our data security practices
21K School takes strong steps to protect Data through a combination of administrative, technical, and physical measures. We use AES-256 encryption to secure data at rest and TLS 1.2 encryption for data in transit. Our systems are protected by firewalls, intrusion detection tools, and role-based access controls. Only our authorized staff have access to personal data, and they receive regular training on data protection and cybersecurity. Data is retained or deleted as required by law and school policy.
While we take every precaution to keep information safe, no system is completely secure. Users are encouraged to use strong passwords, protect their login details, and immediately report any suspicious activity to the 21K School’s Support Team at support@21kschool.com.
9 How we manage your personal information
21K School ensures adherence to standards and guidelines prescribed by relevant authorities for data protection, storage and management. Rest assured that we manage your data in compliance with contemporary processes and industry standards. We undertake to abide by the following:
We maintain accurate and auditable records of data processing activities, user consents, and security logs. Archival is performed through encrypted storage with limited administrative access.
Internal Standard Operating Procedures (SOPs) govern how data is collected, processed, audited, and deleted. We regularly review and update these processes to align with legal requirements and technology changes.
We retain your Personal Information only for as long as necessary to fulfil the purposes for which it was collected. Upon account termination, withdrawal of consent, or when your data is no longer required for its specified purpose, we will erase or irreversibly anonymise your Personal Data within a reasonable timeframe. This is subject to any extended retention required by applicable laws or necessary to establish, exercise, or defend legal claims.
In the event of a personal data breach likely to impact your individual rights, we will notify affected users and relevant authorities without undue delay, and take necessary steps to reduce impact and mitigate risks.
Our website and Parent Hub may contain links to third-party platforms (such as video-conferencing or payment providers). We are not responsible for the privacy practices of these sites. Users are encouraged to review their respective policies before engagement.
10 Grievance redressal officer
We will address all queries or grievances regarding the protection and processing of your personal information through our designated Grievance Redressal Officer (GRO). All your queries and grievances will be addressed within twenty-four (24) hours and resolved within thirty (30) days from the date of receipt. In case of any such queries or grievances, please contact:
- Grievance Redressal Officer:
Sourav Dey
- Address:
#541, 5th Main, 16th Cross, 2nd Stage Indiranagar, Bengaluru – 560038, Karnataka, India.
- Email:
11 Policy updates
We may update this Policy periodically to reflect legal or operational changes. The “Effective Date” at the top will indicate the latest revision and the revised Policy shall be effective from the date it is posted. Material changes will be communicated via email or in-app notification.