Privacy Policy

This Privacy Policy outlines how Software HQ ("Company", "we", "our") collects, stores, processes, and protects institutional information, student records, parental contact details, and staff data through InstituteHQ ("InstituteHQ", the "Platform").

1. Institutional Data Ownership

Educational institutes, tuition centres, and coaching academies using InstituteHQ retain complete ownership of all student, parent, and institutional data inputted into their instance.

Software HQ acts strictly as a technology service provider and data processor. We do not sell, rent, monetize, or broker student records, parent contact numbers, or lead lists to any external third parties or advertisers.

2. Information Managed on the Platform

The types of data processed through InstituteHQ are determined and controlled by the subscribing institute:

• Institute Profile: Academy name, branch locations, authorized staff usernames, and billing preferences.
• Enquiry & Lead Information: Prospective student names, contact numbers, emails, courses of interest, and counsellor follow-up notes.
• Student & Parent Data: Student name, enrollment number, batch timing, guardian contact details, and admission documents.
• Financial & Billing Records: Installment dates, fee receipts, payment methods (Cash, UPI, Cheque, Bank Transfer), discounts, and outstanding balances.
• Attendance & Academic Logs: Batch attendance registers, class absence summaries, and periodic test marks.

3. Role-Based Access & Confidentiality

InstituteHQ implements strict role-based access control (RBAC). Subscribing institutes can assign granular privileges to their team members so that receptionists, counsellors, faculty members, and cashiers can only view and edit records relevant to their specific job responsibilities.

4. Security Safeguards & Data Storage

All data transmission between users' browsers and InstituteHQ is encrypted using standard Transport Layer Security (TLS/HTTPS). User passwords are stored using salted cryptographic hashing algorithms. We adhere to disciplined software development practices to protect against unauthorized data exposure.

5. Data Export and Portability

Institutes can export their student rosters, fee daybooks, outstanding balance lists, and attendance reports into standard spreadsheet formats (CSV, Excel) whenever required for internal bookkeeping or accounting audits.

6. Contact & Privacy Queries

If you have questions regarding data privacy practices or institutional data handling within InstituteHQ, please reach out to our team: