Data Use Policy

This Data Use Policy describes how data entered into scholina — Education Management System is processed, stored, and used. It applies to all types of data including student records, financial data, attendance records, academic results, and administrative information.

• Student Data: personal details, enrollment information, academic records, attendance, health records, guardian contacts.
• Financial Data: fee structures, payment transactions, salary records, invoices, receipts.
• Operational Data: class routines, exam schedules, library records, transport allocations.
• User Data: login credentials, roles, permissions, activity logs.
• Communication Data: notices, SMS logs, internal messages, support tickets.
• Analytics Data: aggregated usage statistics, performance metrics, trend data.

• Lawfulness: All data processing is carried out on a lawful basis with appropriate authorization.
• Purpose Limitation: Data is collected and processed only for specified, explicit, and legitimate purposes.
• Data Minimization: We collect only the data that is necessary for the stated purpose.
• Accuracy: We take reasonable steps to ensure data is accurate and kept up to date.
• Storage Limitation: Data is retained only for as long as necessary for its intended purpose.
• Integrity & Confidentiality: Data is processed in a manner that ensures appropriate security.

scholina — Education Management System operates on a multi-tenant architecture where each institution's data is logically isolated. Every database record is tagged with a unique institution identifier. Row-level security ensures that one institution cannot access another institution's data. Administrative access is strictly controlled and audited.

• Automated daily backups of all institution data.
• Backups are encrypted and stored in geographically separate locations.
• Point-in-time recovery capability for up to 30 days.
• Regular backup restoration testing to ensure data recoverability.
• Institutions on Premium and Enterprise plans can request on-demand backups.

Institutions can export their data while their subscription is active, through the platform's built-in export tools. Supported formats include CSV, Excel (XLSX), and PDF. Bulk data export is available for institutions migrating away from scholina — Education Management System. We will assist with data portability upon request.

When data is used for analytics, research, or service improvement, it is anonymized and aggregated so that no individual student, teacher, or institution can be identified. Anonymized data may be used to generate industry benchmarks, usage statistics, and product improvement insights.

scholina — Education Management System generates reports required by government bodies such as BANBEIS and education boards. Data used in these reports is formatted according to official requirements. Institutions maintain full control over when and how these reports are submitted. scholina — Education Management System does not automatically share data with government bodies.

In the event of a data breach that compromises personal data, CyberCraft Bangladesh will notify affected institutions within 72 hours of becoming aware of the breach. The notification will include the nature of the breach, the categories and approximate number of records affected, the likely consequences, and the measures taken or proposed to address the breach.