Privacy Policy
Last Updated: August 9, 2026
Important Notice: This Privacy Policy is a draft model describing the data handling operations of the Academix SaaS platform. It does not constitute legal advice. Institutions using this platform should have this document reviewed by qualified legal counsel to ensure compliance with relevant local and international regulations prior to production onboarding.
1. Introduction
Welcome to Academix (the "Platform", "we", "our", or "us"), a digital college management platform. This Privacy Policy describes how we collect, use, store, share, and protect information in connection with our services.
This policy applies to visiting representatives of colleges or educational institutions, registered institutional administrators, teachers, staff, students, and parents accessing any portal, mobile client, or dashboard powered by the Platform.
2. Information We Collect
We collect multiple categories of information to support institutional operations and provide system services.
Institutional Data
- College name, code, city, website, and email
- Administrator credentials and logs
- Subscription tier, limits, and pricing details
Academic & User Profiles
- Student names, CNIC, roll numbers, dob, addresses
- Teacher qualifications, specialization, salary, assigned sections
- Guardian relationships and contact details
Operational Data
- Attendance logs (Biometric ID, QR codes, manual entry)
- Grades, marks, exam schedules, and result cards
- Fee challan receipts, fines, canteen transactions
Technical & Device Logs
- IP addresses, user agent details, browser types
- Audit logs detailing user interactions
- System performance metrics and diagnostic reports
3. How Information Is Used
We use collected information strictly to deliver, monitor, and optimize the Academix system:
- Service Provision: Managing user sessions, onboarding colleges, and enabling student, teacher, and employee portal activities.
- Authentication: Assuring secure logins and matching roles (e.g. registrar, accountant, principal) to prevent unauthorized access.
- Notifications: Generating attendance warnings, grading updates, assignment notices, and fee defaulter alerts.
- System Improvement: Diagnostic debugging, audit logs tracking critical actions, and AI template optimizations.
4. Multi-Tenant Data Isolation
Isolated Database Schema Architecture
Academix utilizes logical multi-tenant database isolation. Every college is assigned a dedicated PostgreSQL connection string. Student profiles, teacher records, attendance logs, timetables, and academic performance data are dynamically routed and physically isolated inside the respective college's database schema. This safeguards institutional data, preventing cross-tenant access, leakage, or inter-college data exposure.
5. AI Integration & Disclaimers
Academix incorporates artificial intelligence features (e.g., automated paper generators, notice writing templates, study assistants, and AI evaluations) to assist teachers and administrators.
• Processing: Text inputs, study syllabus documents, or uploaded PDF files may be parsed and analyzed by the configured LLM API provider to generate the requested output.
• Data Privacy: User-provided institutional materials processed for generation are sent via secure API channels and are not used by the provider to train public models.
• Accuracy: AI-generated content (including quiz answers and evaluation summaries) may contain mistakes. Final manual review by qualified academic staff is mandatory before publishing tests or reports.
6. Uploaded Materials & Documents
Users upload files such as DMC/transcript scans, student photos, assignments, and curriculum materials. These files are securely stored on our designated infrastructure. Access is restricted to authenticated college personnel (e.g. teachers grading assignments, registrars reviewing admissions) who possess explicit authorization flags.
7. Data Security Measures
We employ standard administrative and technical safeguards:
- SSL/TLS encryption for all data transit
- Role-Based Access Control (RBAC) checks on every API endpoint
- Hashed storage of local system user passwords
- Continuous audit logging tracking critical database writes
8. Data Sharing & Third Parties
We do not sell, rent, or trade student, teacher, or institutional data. We only share information with:
- AI Providers: Gemini/Google APIs to fulfill requested AI generation commands.
- Infrastructure Providers: Hosted database and server instances.
- Legal Mandate: Authorities when required by court orders or to defend legal claims.
9. Data Retention
Institutional data is retained for the active duration of the college's subscription. Upon termination or non-renewal, records are kept for a standard cleanup window (or up to the limit of the chosen plan, e.g. up to 10 years of historical data for Premium subscribers) after which data is deactivated or securely deleted.
10. Children's & Student Data
Due to our focus on high school and college institutions, student data containing minor details (e.g., date of birth, guardian phone numbers) is recorded. Educational institutions are solely responsible for obtaining parental consent and ensuring that registering minor student records complies with national and local educational protection laws.
11. Your Rights & Access
Administrators, students, and staff members may request review, update, or deletion of their specific personal profile records. Requests for student record deletion must be approved and executed by the respective college administrator since they serve as the primary data controller, while Academix acts as the data processor.
12. Policy Changes
We may update this Privacy Policy from time to time. Any material changes will be notified by updating the "Last Updated" date at the top of this page or by displaying a banner announcement on the root SaaS portal.
13. Contact Information
For questions regarding this policy, security inquiries, or data access requests, please contact:
Subject: Academix Privacy Inquiry