1. Who we are
coachmanagement (“we”, “us”, “our”) is a fee and student management service for coaching centres, tuition teachers and similar classes, operated from India. For questions about this policy or how we handle data, contact us at the email or WhatsApp number listed in section 13.
2. What this policy covers
It covers two groups of people:
- Centre users — tutors, centre owners and staff who sign up for coachmanagement and log in.
- Students and parents — people whose details are entered into coachmanagement by a centre. They do not create accounts with us.
3. Our role and the centre's role
For centre users' own account data (name, email, centre details, subscription), we decide why and how it is used and we are responsible for it.
For students' and parents' data, the coaching centre decides what to collect and why. The centre is responsible for having a valid reason and any required consent from parents or guardians. We process that data only on the centre's behalf and on its instructions, to provide the service.
If you are a student or parent and want to see, correct or delete your data, please contact your coaching centre first. We will also help you reach the right centre if you contact us.
4. What data we collect
4.1 From centre users
- Name, email address and phone number
- Login credentials (passwords are stored only in protected, hashed form; we cannot read them)
- Centre name, town, UPI ID or payment instructions you choose to display, and plan details
- Subscription and payment records for our own fees
- Messages and requests you send to our support team
- Activity records, such as login times and changes made in your account (an audit log)
4.2 Entered by centres about students and parents
- Student name, batch or class, and enrolment dates
- Parent or guardian name and phone number
- Fee plans, dues, discounts and payment records (amount, date, method, reference number)
- Reminder history (when a reminder was prepared or sent)
- Notes the centre chooses to add
We ask centres to enter only what they need. Please do not enter government ID numbers, bank or card details, health information or similar sensitive data.
4.3 Collected automatically
- Basic technical data such as browser type, device type, IP address and time of access, used for security and fixing problems
- Essential cookies or similar storage needed to keep you logged in
We do not use advertising or tracking cookies, and we do not use third-party analytics. Our hosting provider, Cloudflare, processes technical data such as IP address and request details to deliver and protect the website.
4.4 From the demo form on our website
Name, centre name, phone or WhatsApp number, town and approximate number of students.
5. What we do NOT collect or do
- We never ask for your UPI PIN, one-time passwords, card numbers or net-banking logins, and you should never share them with us.
- We do not collect or hold the fee money that students or parents pay to a centre. Fees go directly to the centre's own account. Any payment link or QR shown in the app is built with the centre's own payment details.
- We do not sell personal data.
- We do not show advertising, and we do not use students' or parents' data for marketing.
- We do not track or profile children or direct anything at children.
6. Why we use data
| Purpose | Data used |
|---|---|
| Create and secure your account | Centre user details, login records |
| Provide the service: dues, payments, dashboards, receipts, reports, reminders | Centre and student/parent data entered by the centre |
| Set up your centre and give support | Details you share, and access you authorise |
| Bill you for our subscription | Centre user and subscription records |
| Protect against fraud, misuse and security incidents | Technical data, audit logs |
| Keep the service working and improve it | Technical and usage data in summary form |
| Meet legal obligations | Records we are required to keep |
| Respond to demo requests and questions | Demo form and support messages |
We will not use data for a purpose that is unrelated to the ones above without telling you and, where the law requires, getting your consent.
7. Legal basis and consent
We rely on:
- Your consent, which you give when you sign up, and which you may withdraw at any time.
- Performing our agreement with you to provide the service.
- Legitimate uses permitted by law, such as security, fraud prevention and legal compliance.
Children's data. Many students are under 18. The centre that enters a child's details is responsible for obtaining any verifiable consent from a parent or legal guardian that the law requires. We support this by limiting what is collected, restricting access to the centre's authorised users, and not using children's data for tracking, behavioural monitoring or advertising.
8. Who can see your data
- Your centre's authorised users see your centre's data. Each centre can only see its own records.
- Our team may access a centre's account only to provide support or the managed service, with the centre's permission. Access is time-limited where possible, and every action is recorded in the audit log.
- Parents or students can see only their own record, through a private link or receipt shared by the centre.
- Our service providers (listed below), under contracts that require them to protect the data.
- Authorities, only when required by law or a valid legal order, and we will limit what we disclose to what is required.
Service providers we currently use
| Provider | What it does | Data involved |
|---|---|---|
| Supabase | Database, login and storage | All account and centre data |
| Cloudflare | Website hosting and security | Technical data, website traffic |
WhatsApp reminders. When a tutor taps “send reminder”, the app prepares a message and opens WhatsApp on the tutor's own device. The message is sent from the tutor's WhatsApp account and is then subject to WhatsApp's own terms and privacy policy.
9. Where data is stored and international transfers
Our providers may store or process data on servers inside or outside India. We only use providers that apply appropriate security safeguards, and we will follow any transfer restrictions that Indian law applies.
10. How we protect your data
- Each centre's data is kept separate, and database rules stop one centre from reading another's records.
- Passwords are stored in hashed form and never in readable text.
- Connections to our website and app use HTTPS encryption.
- Staff and support access is limited, logged and, where possible, time-limited.
- We take regular backups and use protected administrator accounts.
No system is completely secure. We cannot promise absolute security, but we work to prevent unauthorised access and to respond quickly if something goes wrong.
Data breaches. If a personal data breach affects your data, we will take steps to contain it and will notify affected centres, and the authorities where the law requires, without unreasonable delay.
11. Your choices and rights
Under Indian data protection law, you may have the right to:
- Ask for a summary of the personal data held about you and how it is used
- Ask for corrections, completion or updates
- Ask for erasure of your data, where we no longer need it for a lawful purpose
- Withdraw consent that you have given
- Nominate another person to exercise your rights if you cannot
- Make a complaint about how your data is handled
Centre users can email us to exercise these rights. Students and parents should first contact their coaching centre, which controls their data. We will respond within the period required by law. We may ask you to confirm your identity before acting on a request, so we do not give data to the wrong person.
Exporting your data. Centre users can download their data (CSV) at any time from the Settings page.
12. How long we keep data
| Data | How long |
|---|---|
| Active centre account data | While the account is active |
| Student, fee and payment records | While the centre uses the service, and for the period the centre needs for its records |
| Closed academic years | Archived or exported at the centre's request |
| Audit logs | Up to 24 months |
| Reminder history | Up to 6 months |
| Backups | Overwritten on a rolling cycle |
| Demo form submissions | Up to 12 months after the last contact |
13. Contact and grievances
Questions, requests and complaints about privacy can be sent to our support email or WhatsApp number listed on the website. We will acknowledge messages within 2 working days and aim to resolve them within 30 days.
14. Changes to this policy
We may update this policy. The “last updated” date at the top shows the current version. If the change is significant, we will tell you in advance by email or notice in the app.
This is a testing version of the policy. A final version should be reviewed by a lawyer familiar with Indian data protection law before going live to real customers.