Privacy Policy

Our Commitment to You

At ScholiPhi, privacy is not an afterthought — it is the foundation of everything we build. We designed φ Phi, our Responsible AI mentor, to serve three of the most important stakeholders in education: students, teachers, and parents. Each of these groups places profound trust in us when they use our platform, and we take that responsibility with the utmost seriousness.

This Privacy Policy explains clearly and transparently how we collect, use, store, protect, and share personal data across the ScholiPhi platform. We have written it to be understandable to every user — whether you are a parent reviewing what data we hold about your child, a teacher managing your classroom dashboard, or a school administrator evaluating our platform for institutional use.

If you have any questions after reading this policy, please contact us at contact@scholiphi.com. We will always respond within 24 to 48 hours.

1. About ScholiPhi

ScholiPhi is an AI-powered learning and mentorship platform designed to unify academics, mentorship, and analytics for future-ready classrooms. Our platform serves students from Grade 1 through Grade 12 (K1–K12), and is built to support the three core stakeholders of every child's education journey:

Students — who learn with φ Phi, their personal AI mentor, available 24/7
Teachers — who use ScholiPhi to track progress, generate lesson plans, and intervene early
Parents — who receive real-time narratives and updates on their child's learning journey

ScholiPhi also works directly with schools and educational institutions as a whole-school transformation platform, enabling school-wide deployment, administrator dashboards, and community learning spaces.

In this policy, "ScholiPhi", "we", "us", and "our" refer to ScholiPhi and its subsidiaries and affiliates. "You" or "Your" refers to any user of the ScholiPhi platform, including students, teachers, parents, and school administrators.

2. What Data We Collect

2.1 Data You Provide Directly

When you or your school registers for ScholiPhi, we may collect the following personal data:

Full name and display name
Email address
Phone number (optional, for account verification)
Role on the platform (student, teacher, parent, or school administrator)
School or organisation name
Grade or class level (for students)
Profile preferences and learning settings

2.2 Data Collected Automatically

When you use the ScholiPhi platform, we automatically collect certain data to ensure the platform functions correctly and to improve your experience:

Login activity and session data
Device type, operating system, and browser information
IP address and approximate location (city/region level)
Feature usage and interaction patterns within the platform
Learning activity logs (for students) used to personalise φ Phi's responses
Crash reports and diagnostic data

2.3 Data Generated by φ Phi Interactions

When students interact with φ Phi, our Responsible AI mentor, we collect:

Questions asked and topics explored during learning sessions
Responses generated by φ Phi during sessions
Conversation summaries made available to teachers for visibility and oversight
Mastery and confidence indicators used to personalise future learning paths

Important: All φ Phi interactions are logged and made visible to teachers and, in summarised form, to parents. This is a deliberate feature of our Responsible AI design — no student interaction with φ Phi is hidden from authorised educators or parents.

2.4 Data We Do Not Collect

ScholiPhi does not collect the following:

Sensitive personal data such as biometric data, financial records, or government-issued ID numbers
Data from third-party social media platforms without your explicit consent
Data from students for the purpose of commercial profiling or advertising

3. How We Collect Your Data

We collect your data in the following ways:

Directly from you — when you register, update your profile, or interact with φ Phi
From your school or institution — when a school administrator sets up ScholiPhi and imports class and student data on your behalf
From parents or guardians — when setting up an account for a child under 13
Automatically — through platform activity logs when you use ScholiPhi

We do not purchase data from third parties or receive your personal data from any source other than those listed above.

4. How We Use Your Data

ScholiPhi uses the data we collect only for educational and platform-related purposes, as described below.

4.1 For Students

To provide personalised learning journeys powered by φ Phi
To track academic progress and identify areas for improvement
To generate adaptive study plans, quizzes, and curiosity-led challenges
To share learning summaries with authorised teachers and parents
To award badges, milestones, and achievements

4.2 For Teachers

To provide real-time mastery dashboards and student progress tracking
To generate AI-powered lesson plans, worksheets, and assessments
To flag students who may need additional support or intervention
To automate routine administrative tasks such as report generation

4.3 For Parents

To provide weekly narrative updates on their child's learning journey
To share progress milestones, strengths, and areas for growth
To keep families connected to their child's school-side experience

4.4 For Schools and Administrators

To enable school-wide deployment and configuration of ScholiPhi
To provide macro-level dashboards for school leadership
To support onboarding, training, and implementation

4.5 Platform Operations

To maintain platform security and prevent unauthorised access
To improve φ Phi's accuracy, responsiveness, and educational quality
To respond to support queries and technical issues
To comply with applicable Indian data protection laws and regulations

5. Legal Basis for Processing

We process your personal data in accordance with the Digital Personal Data Protection (DPDP) Act, 2023 and the Information Technology Act, 2000. Our legal bases for processing are:

Consent — You or your school has provided explicit consent for data collection and processing at the time of registration
Contractual Necessity — Processing is required to deliver the educational services you have subscribed to
Legitimate Interests — We process certain usage data to improve platform safety, performance, and learning quality
Legal Obligation — We may process data to comply with applicable Indian law, court orders, or regulatory requirements

6. Children's Privacy — Our Highest Priority

ScholiPhi is built for students from Grade 1 (approximately age 5–6) through Grade 12 (approximately age 17–18). The privacy and safety of children is our highest obligation, and we have designed our entire platform accordingly.

6.1 Parental Consent for Students Under 13

For students under the age of 13, we require verified parental or guardian consent before creating an account. This consent may be provided:

Directly by a parent or legal guardian during account registration
By the student's school, acting on behalf of the parent in an institutional educational context

6.2 What We Strictly Prohibit

ScholiPhi strictly prohibits the following in relation to student data:

We never sell or share student personal data with advertisers or third-party marketers
We never use student data to build commercial profiles or target advertising
We never allow φ Phi to store sensitive personal disclosures without appropriate safeguards
We never permit students to communicate with unknown external parties through our platform
We never use student interactions with φ Phi to train general commercial AI models

6.3 Responsible AI Design for Children

φ Phi is designed with age-appropriate content filters, tone calibration, and safety guardrails for every grade level from K1 through K12. The AI adjusts its complexity, language, and interaction style based on the student's grade level and developmental stage.

All student interactions with φ Phi are summarised and made visible to their assigned teacher. Parents may also request access to their child's full interaction logs at any time by contacting us at contact@scholiphi.com.

7. How We Share Your Data

ScholiPhi does not sell your personal data. We share data only in the following limited and clearly defined circumstances:

7.1 Within the ScholiPhi Platform

Student learning data is visible to their assigned teachers and school administrators
Summarised learning narratives are shared with parents or legal guardians
School-level analytics are visible to school leadership and administrators

7.2 With Trusted Service Providers

We work with a small number of trusted technology providers who help us operate the platform (for example, cloud hosting and security services). These providers:

Are bound by strict data processing agreements
Are permitted to use your data only to provide services to ScholiPhi
Are prohibited from using your data for their own purposes

7.3 Legal Requirements

We may disclose your data if required to do so by law, regulation, or court order, or if we believe in good faith that such disclosure is necessary to protect the rights, safety, or property of ScholiPhi, our users, or the public.

7.4 Business Transfers

In the event of a merger, acquisition, or restructuring of ScholiPhi, your data may be transferred as part of that transaction. Affected users will be notified at least 30 days in advance.

7.5 We Never Share With

Advertisers or marketing platforms
Data brokers or analytics companies for commercial profiling
Any third party without your explicit consent, except as described above

8. How We Store and Protect Your Data

8.1 Storage

Your data is stored on secure, encrypted servers hosted on reputable cloud infrastructure providers with SOC 2 Type II compliance. Data is backed up regularly and stored with redundancy to ensure availability and resilience.

8.2 Security Measures

We employ industry-standard security measures including:

Encryption in transit (TLS/HTTPS) and at rest (AES-256)
Role-based access control — only authorised personnel can access personal data
Multi-factor authentication for all administrator accounts
Regular security audits and vulnerability assessments
Incident response procedures with user notification protocols

8.3 Data Retention

We retain your personal data for as long as your account is active or as required to provide our services. If you request deletion of your account:

We will delete or anonymise your personal data within 30 days of the request
Data required to be retained by Indian law will be handled accordingly and deleted as soon as legally permissible
Anonymised, aggregated data (which cannot identify you) may be retained for platform improvement purposes

9. Cookies and Tracking

ScholiPhi uses a minimal and privacy-first approach to cookies and tracking, in keeping with our Responsible AI principles.

9.1 What We Use

Session cookies — to keep you securely signed in during your session
Preference cookies — to remember your display and language settings

9.2 What We Do Not Use

We do not use third-party advertising cookies
We do not use cross-site tracking technologies
We do not use fingerprinting or behavioural profiling tools

You may manage cookie preferences through your browser settings. Disabling session cookies may affect your ability to remain logged in to the platform.

10. Your Data Protection Rights

Regardless of where you are located, ScholiPhi respects and upholds the following rights for all users under the DPDP Act, 2023:

Right to Access — You may request a copy of the personal data we hold about you at any time
Right to Rectification — You may request correction of any inaccurate or incomplete personal data
Right to Erasure — You may request that we delete your personal data, subject to certain legal obligations
Right to Restrict Processing — You may request that we limit how we use your data in certain circumstances
Right to Object — You may object to our processing of your personal data where we rely on legitimate interests
Right to Data Portability — You may request your data in a structured, machine-readable format
Right to Grievance Redressal — You may lodge a complaint with our Data Protection Officer

To exercise any of these rights, please contact our Data Protection Officer at contact@scholiphi.com. We will respond to all requests within 30 days.

Parents and guardians may exercise these rights on behalf of their minor children.

11. Consent Management

11.1 Obtaining Consent

We obtain consent at the point of registration, clearly explaining what data we collect and why. Consent is specific, informed, and freely given. We never bundle consent for non-essential data collection with core service terms.

11.2 Withdrawing Consent

You may withdraw your consent at any time by contacting us at contact@scholiphi.com. Withdrawal of consent will not affect the lawfulness of any processing we carried out prior to your withdrawal. After withdrawal, we will cease processing your data for the purposes for which consent was given.

11.3 For Schools Acting on Behalf of Parents

When ScholiPhi is deployed by a school in an educational setting, the school acts as an institutional consent provider on behalf of parents, in accordance with applicable Indian educational and data protection regulations. Schools are required to obtain appropriate parental consent before providing student data to ScholiPhi and must ensure their data usage complies with their own privacy obligations.

12. Data Protection Officer (DPO)

ScholiPhi has appointed a Data Protection Officer (DPO) who is responsible for overseeing our data protection strategy and ensuring compliance with applicable laws and regulations.

DPO Contact:

Email: contact@scholiphi.com
Subject line: FAO Data Protection Officer
Response time: Within 48 hours

The DPO is responsible for:

Designing, implementing, and supervising ScholiPhi's privacy policies and data protection processes
Ensuring ongoing compliance with the DPDP Act, 2023 and IT Act, 2000
Conducting regular Data Protection Impact Assessments (DPIAs)
Training ScholiPhi staff on data privacy obligations and best practices
Serving as the primary point of contact for all data subject requests
Maintaining records of processing activities (RoPA)
Responding to regulatory inquiries and supervisory authority requests

13. Our Responsible AI Principles

ScholiPhi was founded on the belief that AI in education must be held to a higher standard. φ Phi is not a general-purpose chatbot — it is a purpose-built, responsible AI mentor designed specifically for educational environments. Our Responsible AI principles are:

Transparency — Every φ Phi interaction is visible to authorised teachers and parents. There are no hidden conversations.
Safety — φ Phi uses age-appropriate content filters calibrated for every grade from K1 to K12.
Equity — ScholiPhi is designed to provide every child with access to high-quality tutoring, regardless of their school or background.
Control — Teachers remain in control. φ Phi supports educators; it does not replace them.
Non-Exploitation — We never use student data to train general AI models or sell insights to third parties.
Accountability — All AI-generated content is reviewable by educators and parents at all times.

14. Third-Party Websites

The ScholiPhi platform may contain links to third-party websites or resources for educational reference. This Privacy Policy applies only to the ScholiPhi platform. We are not responsible for the privacy practices or content of any third-party websites.

We encourage you to review the privacy policies of any external sites you visit before providing them with any personal information.

15. Grievance Redressal

In accordance with the Information Technology Act, 2000 and the DPDP Act, 2023, if you have any grievance relating to the collection, use, or processing of your personal data, you may contact our Grievance Officer:

Email: contact@scholiphi.com
Subject: Grievance — Privacy
Response time: Within 30 days of receipt

If your grievance is not resolved to your satisfaction, you may approach the Data Protection Board of India once constituted under the DPDP Act, 2023.

16. How to Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or the data we hold, please contact us through any of the following:

Email: contact@scholiphi.com
Website: www.scholiphi.com/contact
For school partnerships: contact@scholiphi.com (Subject: School Partnership Enquiry)
For DPO matters: contact@scholiphi.com (Subject: FAO Data Protection Officer)

We aim to respond to all enquiries within 24 to 48 hours.