Privacy Policy

Effective Date: April 1, 2026

Institution: Sri Sathya Sai Vidya Vihar, Ratlam (M.P.)

CBSE Affiliation No.: 1031399

1. Introduction & Overview

Sri Sathya Sai Vidya Vihar, Ratlam (sathyasairatlam.com) is committed to protecting the privacy and personal data of students, parents, guardians, faculty, and website visitors. This Privacy Policy outlines our standards regarding the collection, storage, handling, and security of personal information gathered through our official institutional website.

By using our portal, downloading academic forms, or submitting communication inquiries, you acknowledge and consent to the data practices described in this policy.

2. Information We Collect

We collect only the essential personal details required to administer academic admissions, respond to inquiries, and ensure student safety.

• Direct Inquiries & Contact Forms: When you submit an admission query, contact request, or feedback form, we may collect:

  • Student’s name, age, gender, and prospective class.

  • Parent/Guardian full name, relationship to the student, and occupation.

  • Contact details including primary phone number, alternate phone number, and email address.

  • Residential address and emergency contact details.

• Offline Documents Processed Digitally: Downloadable admission, transport, and scholarship forms completed and submitted to the school administration collect standard verification documents, such as birth certificates, previous academic report cards, transfer certificates (TC), Aadhaar identity verification, and medical declarations.

• Automated Technical Data: When you browse our website, our server and security monitoring tools may log technical information such as IP addresses, browser types, device categories, referring pages, and access timestamps to maintain website performance and defend against malicious cyber attacks.

3. Purpose & Use of Collected Data

All data gathered through this website or associated administrative workflows is used strictly for institutional, academic, and pastoral purposes:

• Admission Evaluation: Verifying candidate eligibility, processing registration files, and scheduling family interaction sessions.

• Parent Communication: Transmitting official circulars, examination schedules, fee reminders, bus transport notifications, emergency announcements, and academic reports.

• CBSE Compliance & Governance: Compiling statutory records, student enrollment rolls, and board registration details mandated by the Central Board of Secondary Education and state education authorities.

• Institutional Security: Monitoring website uptime, debugging server errors, preventing unauthorized form spam, and safeguarding digital downloads.

We do not sell, rent, lease, or commercially trade student or parent information to third-party marketing companies, advertisers, or outside telemarketers under any circumstances.

4. Student Data Protection & Minor Privacy

Safeguarding the privacy of minors is our foundational priority.

• Information concerning children is collected exclusively with verifiable parental or guardian authorization.

• Official photographs and event videos featured in our web galleries, annual celebrations, or sports achievements are published solely to celebrate academic and co-curricular milestones.

• We do not publish sensitive individual student details, home residential addresses, or direct private phone numbers in public domains or media galleries.

• Parents or legal guardians may request the review, adjustment, or removal of identifiable photographs of their children featured on the portal by submitting a written notice to the school office.

5. Cookies & Tracking Technologies

Our website utilizes standard session cookies to ensure regular browser operation, remember navigation preferences, and track aggregate visitor counts.

• We do not use third-party behavioral ad-tracking cookies.

• Users have full control over cookie permissions and may disable or clear cookies through their local browser settings. Disabling cookies will not restrict your access to core school circulars or downloadable forms.

6. Data Storage & Security Measures

We implement robust administrative, digital, and physical safeguards to prevent unauthorized data access, leakage, loss, or alteration:

• Secure Hosting & Protocols: Our web portal is served via standard SSL/TLS encryption protocols, safeguarding information submitted across contact forms.

• Access Governance: Access to collected registration inquiries and parent communications is restricted strictly to authorized administrative personnel, IT coordinators, and school leadership on a need-to-know basis.

• Archival & Retention: Admission inquiries that do not proceed to enrollment are archived or disposed of securely in accordance with standard institutional record retention cycles.

7. Disclosure to Statutory Authorities

We may disclose specific personal records only under strictly defined legal and regulatory requirements:

• To CBSE authorities, the Directorate of Public Instruction (DPI), or state education departments as part of statutory enrollment verification and board examinations.

• In response to binding judicial summons, legal warrants, or verified requests from lawful government agencies where mandated by the laws of India.

• To protect the immediate physical safety, rights, or property of our students, staff, or the public during emergencies.

8. Parental Rights & Data Correction

Parents and legal guardians maintain the right to:

• Verify and inspect personal contact records maintained by the school administration.

• Request immediate rectification of incorrect, outdated, or incomplete phone numbers, home addresses, or student profiles.

• Withdraw consent for optional digital media publications concerning their child, subject to institutional documentation requirements.

Requests for updates or verification may be submitted directly to the school administration during standard office working hours.

9. Modifications to This Policy

The management of Sri Sathya Sai Vidya Vihar reserves the right to amend or update this Privacy Policy periodically to reflect changes in regulatory directives, board guidelines, or digital infrastructure. Any revisions will take effect immediately upon being posted to this page with an updated effective date.

10. Privacy Inquiries & Grievance Contact

For any queries, concerns, or requests regarding this Privacy Policy or our student data handling practices, reach our administrative office:

• Sri Sathya Sai Vidya Vihar

• Campus Address: Express City Campus, Sagod Road, Ratlam, Madhya Pradesh, India

• Phone: +91 97130 90099

• Email: sathyasai@sathyasairatlam.com

• Working Hours: Monday to Saturday | 8:30 AM – 2:30 PM