Privacy Policy
Last Updated: February 16, 2026
At Swamy's School, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect the information you provide when you use our admission enquiry form, AI chat assistant, and other services on our website.
1. Information We Collect
When you submit an admission enquiry through our website, we collect the following information:
- Student Information: Student's name, class for admission
- Parent/Guardian Information: Parent's/Guardian's name
- Contact Information: Mobile number (WhatsApp), email address
- Technical Information: IP address, browser type, device information, and UTM parameters for tracking the source of your enquiry
2. How We Use Your Information
We use the information collected for the following purposes:
- To process your admission enquiry and respond to your request
- To contact you regarding the admission process
- To send you information about our school programs and admission procedures
- To improve our services and website functionality
- To analyze the effectiveness of our marketing campaigns
- To maintain records for administrative purposes
3. Data Storage and Security
We take the security of your personal information seriously:
- All data is stored securely in encrypted databases
- Access to personal information is restricted to authorized personnel only
- We use industry-standard security measures to protect against unauthorized access
- Data transmission is encrypted using SSL/TLS protocols
- We regularly review and update our security practices
Important: While we implement robust security measures, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but are committed to protecting your information to the best of our ability.
4. Information Sharing and Disclosure
We respect your privacy and do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:
- With Your Consent: When you have given explicit permission
- Service Providers: With trusted third-party service providers who assist in operating our website or conducting our business (e.g., email service providers, analytics services). These providers are bound by confidentiality agreements
- Legal Requirements: When required by law, court order, or government regulation
- School Operations: With relevant school departments for admission processing
5. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to improve your browsing experience and analyze website usage:
- Essential Cookies: Required for the website to function properly
- Analytics Cookies: Help us understand how visitors use our website (Google Analytics)
- Marketing Cookies: Track the effectiveness of our advertising campaigns (Google Ads, Facebook Pixel)
You can control cookie settings through your browser preferences. Note that disabling cookies may affect website functionality.
6. Third-Party Services
Our website uses the following third-party services:
- Google Analytics: For website traffic analysis
- Google Ads: For advertising and conversion tracking
- Facebook Pixel: For social media advertising and tracking
- Google reCAPTCHA: For spam prevention (subject to Google's Privacy Policy)
These services may collect information about your browsing activity. Please review their respective privacy policies for more information.
7. AI Chat Assistant & Conversation Data
Our website features an AI-powered chat assistant to help answer your questions about admissions, curriculum, facilities, and other school-related information.
Information Collected Through Chat:
- Personal Information: Your name and mobile number (verified via OTP)
- Conversation Data: Complete chat transcripts including all questions and AI responses
- Session Information: Chat session ID, timestamps, and interaction metadata
- Technical Data: Device type, browser information, and IP address
How Chat Data is Used:
- To provide personalized responses to your questions
- To improve the AI assistant's accuracy and relevance
- To analyze common questions and enhance our information services
- To follow up on admission-related inquiries when appropriate
- Quality assurance and training purposes
Important Limitations & Disclaimers:
- AI Limitations: The chat assistant is an automated AI tool that may occasionally provide incomplete, outdated, or inaccurate information
- Not Official: Chat responses are for informational purposes only and do not constitute official admission decisions or commitments
- Human Review: Chat transcripts may be reviewed by authorized school staff for quality improvement
- OTP Verification: Mobile number verification via OTP is required for identity verification and to prevent spam
- Official Confirmation: For official information, applications, or urgent matters, always contact our admissions office directly at +91 9384806856
Chat Data Retention:
- Active chat sessions are stored for the duration of the conversation
- Chat transcripts are retained for up to 1 year for quality improvement and reference
- You may request a copy of your chat transcript or request deletion by contacting us
Chat Data Security:
Chat conversations are transmitted securely using encryption. Access to chat transcripts is restricted to authorized personnel only. We implement the same security measures for chat data as outlined in Section 3 above.
8. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. Admission enquiry data is typically retained for:
- Active enquiries: Until the admission process is complete
- Archived records: Up to 3 years for administrative and legal compliance purposes
You may request deletion of your data at any time by contacting us (see Contact Information below).
9. Your Rights
You have the following rights regarding your personal information:
- Access: Request a copy of the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your personal information (subject to legal requirements)
- Objection: Object to the processing of your personal information
- Data Portability: Request transfer of your data to another organization
- Withdraw Consent: Withdraw your consent for data processing at any time
To exercise any of these rights, please contact us using the information provided below.
10. Children's Privacy
As an educational institution, we collect information about students, including minors. We only collect information necessary for admission processing and with parental consent. Parents/guardians have the right to:
- Review the information we have collected about their child
- Request correction or deletion of such information
- Refuse further collection or use of their child's information
11. International Users
Our website is primarily intended for users in India. If you are accessing our website from outside India, please be aware that your information may be transferred to, stored, and processed in India where our servers are located. By using our services, you consent to this transfer.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:
- Posting the updated policy on our website
- Updating the "Last Updated" date at the top of this page
- Sending an email notification for significant changes (if we have your email)
We encourage you to review this Privacy Policy periodically.
By submitting the admission enquiry form or using our AI chat assistant, you acknowledge that you have read, understood, and agree to this Privacy Policy.
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