Privacy Policy

Last updated: 4 August 2026

These Privacy Policy describe the guidelines and policies for accessing and using the ERP SchoolAura website and services.

ERP SchoolAura is a product owned and operated by InSoftlink Software, accessible through erp.schoolaura.com.

These Terms apply between InSoftlink Software (referred to as “Company”, “we”, “us”, or “our”), operating ERP SchoolAura, and all users, including schools, administrators, staff, parents, and students (referred to as “User”, “You”, or “Your”).

Throughout this document, ERP SchoolAura, InSoftlink Software, or we/us/our may be used interchangeably. By accessing or using the ERP SchoolAura website or software, you agree to comply with these Privacy Policy to ensure a smooth and seamless experience for all users.

1. Use of Services

ERP SchoolAura is a school management software designed for educational institutions. You agree to use the platform only for lawful purposes and not misuse, copy, disrupt, or attempt unauthorized access to the system.

2. Accounts and Responsibility

Schools are responsible for keeping their login details secure. All activities performed using the registered account will be treated as authorized by the school. ERP SchoolAura is not responsible for issues caused due to account negligence.

3. Subscription and Payments

Access to ERP SchoolAura services may require payment of subscription fees as per the selected plan. All payments must be made through authorized payment gateways available on the website. Subscription prices, features, and plans may be updated from time to time. Any changes will be communicated or reflected on the website.

4. Cancellation Policy

• Schools or customers may request cancellation of their ERP SchoolAura subscription within 15 days from the date of successful payment.
• All cancellation requests must be submitted through the officially registered email address or authorized support channels mentioned on the ERP SchoolAura website.
• Cancellation requests made after 15 days from the payment date will not be accepted under any circumstances.

5. Refund Policy

• If a valid cancellation request is received within the 15-day cancellation period, the customer will be eligible for a 100% refund of the paid subscription amount.
• No explanation or justification is required during this 15-day period.
• Refund requests submitted after 15 days from the payment date are not eligible for any refund, regardless of usage or non-usage of ERP SchoolAura services.
• In cases of duplicate payments, failed transactions, or technical payment errors, refunds will be processed only after proper verification.

6. Refund Timeline

• Once a refund request is approved, the refund will be initiated within 7 to 10 working days.
• The refunded amount will be credited back to the original payment method used during the transaction.
• Actual credit timelines may vary depending on Razorpay, banking partners, or card issuers. ERP SchoolAura is not responsible for delays caused by third-party payment providers.

7. Data Privacy and Security

ERP SchoolAura respects the privacy of schools, administrators, teachers, students, and parents, and is committed to protecting all data stored on the platform.

All schools access ERP SchoolAura through secure login credentials. Access to data is restricted using authentication and authorization mechanisms, ensuring that only authorized users can view or manage their respective school data. In addition, CORS (Cross-Origin Resource Sharing) and other security controls are implemented to prevent unauthorized access to the system and APIs.

Each school can log in independently and manage its own data, including student records, staff information, attendance, fees, and academic details. ERP SchoolAura does not share school data with other schools or third parties, except where required by law or explicitly permitted by the school.

ERP SchoolAura stores and processes data solely for the purpose of providing platform services, system functionality, support, and performance improvement, in accordance with applicable data protection laws and our Privacy Policy.

Responsibility of School Administrators

School administrators are responsible for:

• Maintaining the confidentiality of their login credentials
• Managing user access within their school
• Ensuring that sensitive information is not shared with unauthorized persons

If a school administrator or authorized user shares data outside the platform (such as exporting, downloading, or manually sharing information), ERP SchoolAura will not be responsible for any misuse, data breach, or consequences arising from such external sharing.

ERP SchoolAura takes reasonable technical and organizational measures to protect data; however, no system can guarantee absolute security, and users acknowledge and accept this risk.

8. Real-Time & Background Location Tracking

• SchoolAura ERP collects precise and approximate location data only for real-time school bus tracking during active trips.
• Location sharing starts only after the driver or conductor accepts the trip-start prompt and ends automatically when the trip is completed or stopped.
• During an active trip, location may be collected in the foreground and background to enable live bus tracking for authorized school staff and parents.
• Location data is used only for student safety and transport management, is transmitted securely, and is not sold, used for advertising, or shared with third parties for marketing purposes.
• Drivers or conductors can stop location sharing at any time by ending the trip or disabling location permission in their device settings.

9. Chat & Messaging

SchoolAura provides a chat feature for communication between authorized users, including administrators, teachers, parents, and students (where applicable).

• Messages and any files or images shared through the chat are collected and stored securely to deliver the messaging service.
• Chat data is used only to enable communication and support school-related activities.
• Chat messages are not used for advertising or marketing purposes and are not sold to third parties.
• Access to chat messages is restricted to intended participants and authorized personnel when required for system administration, security, or compliance with applicable laws.Chat records are retained for up to one month.
• Users should avoid sharing sensitive personal or confidential information unless necessary for school-related communication.

10. Google Calendar and Google Meet Data

Google User Data We Access

When you choose to connect your Google Account to ERP SchoolAura, we request permission to access only the Google Calendar information necessary to create and manage meetings.

Specifically, we access:

• Google Calendar events created through ERP SchoolAura
• Event title
• Event description
• Event start date and time
• Event end date and time
• Event time zone
• Google Meet conference link generated for the event
• Event attendees added by the user
• Organizer email address associated with the event

ERP SchoolAura does not access, read, collect, or store:

• Gmail emails
• Google Drive files
• Google Contacts
• Google Photos
• Google Docs
• Google Sheets
• Google Chat
• Google Tasks
• Any other Google Account data outside the permissions granted for Google Calendar.

How We Use Google User Data

Google user data is used solely to provide meeting scheduling functionality inside ERP SchoolAura.

• Create Google Calendar events on behalf of the authenticated user.
• Generate Google Meet meeting links.
• Display meeting information within ERP SchoolAura.
• Update meeting details when requested by the user.
• Delete meetings when requested by the user.

Google user data is never used for:

• Advertising
• Marketing
• User profiling
• AI model training
• Analytics unrelated to the meeting feature
• Selling data
• Any purpose unrelated to Google Calendar meeting scheduling

Sharing, Transfer, and Disclosure of Google User Data

ERP SchoolAura does not sell, rent, trade, or transfer Google user data to third parties.

Google user data is shared only in the following situations:

• With Google services solely to create, update, or delete Google Calendar events and Google Meet meetings.
• When required by applicable law, court order, or government authority.
• To protect the rights, safety, and security of ERP SchoolAura, its users, or the public.

No third-party advertisers, analytics providers, marketing companies, or data brokers receive Google user data.

Retention of Google User Data

ERP SchoolAura does not retain Google user data indefinitely. Each type of Google user data we store is kept only for the specific, limited retention period stated below, after which it is permanently deleted from our systems:

• Google OAuth access token — stored in encrypted form and valid for a maximum of 1 hour, after which it expires and is automatically discarded.
• Google OAuth refresh token — retained only for as long as the user keeps their Google Account connected to ERP SchoolAura, and permanently deleted from our servers within 24 hours of the user disconnecting the account or revoking access from their Google Account settings.
• Google Calendar event data (event ID, title, description, start and end date and time, time zone, Google Meet link, attendee email addresses, and organizer email address) — retained only while the meeting exists in ERP SchoolAura, and automatically and permanently deleted within 30 days after the meeting’s end date and time.
• Deleted meetings — when a meeting is deleted in ERP SchoolAura, the corresponding Google Calendar event is deleted from the user’s Google Calendar immediately, and all associated Google Calendar data stored by ERP SchoolAura is permanently deleted within 7 days.
• Encrypted system backups — any Google user data present in routine backups is overwritten and permanently purged within 30 days.

ERP SchoolAura does not retain Google user data after it is no longer required to provide the meeting scheduling functionality requested by the user.

Google user data is never retained for advertising, marketing, user profiling, analytics unrelated to the meeting feature, resale, or the development, improvement, or training of AI or machine learning models.

Deletion of Google User Data

Users can delete their Google user data from ERP SchoolAura at any time, using any of the following methods:

• Delete the meeting in ERP SchoolAura — the Google Calendar event is removed from the user’s Google Calendar immediately, and the stored event data is permanently deleted from ERP SchoolAura servers within 7 days.
• Disconnect your Google Account from ERP SchoolAura — all stored Google OAuth tokens are permanently deleted within 24 hours, and all Google Calendar event data associated with that account is permanently deleted within 7 days.
• Revoke ERP SchoolAura’s access from your Google Account at any time at myaccount.google.com/permissions — ERP SchoolAura immediately loses all access to your Google data, and the stored tokens and Google Calendar event data are permanently deleted within 7 days.
• Email a deletion request to schoolaura.erp@gmail.com — we acknowledge the request within 5 business days and permanently delete all Google user data associated with the account within 30 days.

Deletion is permanent. Once deleted, Google user data cannot be recovered by ERP SchoolAura and no copies are retained, except where a longer retention period is strictly required by applicable law — in which case the data is isolated, access-restricted, and permanently deleted as soon as that legal obligation ends.

Google API Services User Data Policy

ERP SchoolAura’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Information obtained through Google APIs is used only to provide user-facing functionality requested by the user. ERP SchoolAura does not use Google user data for advertising, profiling, or AI model training, and does not sell Google user data to any third party.

11. Google API Limited Use Disclosure

ERP SchoolAura’s use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

We do not use Google Workspace APIs to develop, improve, or train generalized AI or machine learning models.