Privacy Policy

Privacy Policy

EMS School Admin App & Web

Effective Date: April 10, 2026
Last Updated: July 15, 2026

Welcome to EMS (Education Management System) ("EMS", "we", "our", or "us").

This Privacy Policy explains how the EMS School Admin App and EMS Web Portal ("Services") collect, use, store, protect, and disclose information when used by educational institutions and their authorized administrators.

The EMS School Admin application is designed exclusively for authorized school administrators, principals, management staff, and institution operators to manage school operations, students, teachers, attendance, fees, examinations, communication, and other administrative functions.

By using our Services, you agree to this Privacy Policy.

1. Scope

This Privacy Policy applies to:

  • EMS School Admin Android App
  • EMS School Admin Web Portal
  • EMS Website
  • Related EMS Cloud Services

This Privacy Policy does not apply to third-party services linked from our platform.

2. Data Controller and Data Processor

Educational institutions using EMS are the Data Controllers.

EMS acts as the Data Processor, processing personal information only on behalf of the institution.

Schools determine:

  • what information is collected,
  • how it is used,
  • how long it is retained,
  • and who can access it.

3. Information We Collect

A. School Administrator Information

When an institution creates an EMS account, we may collect:

  • School Name
  • School Address
  • Institution Registration Details
  • Administrator Name
  • Mobile Number
  • Email Address
  • Username
  • Password (encrypted)
  • Profile Photo (optional)
  • Billing Information
  • GST Details (if applicable)

B. Student Information

Schools may store:

  • Student Name
  • Admission Number
  • Roll Number
  • Date of Birth
  • Gender
  • Parent Details
  • Contact Information
  • Address
  • Attendance
  • Examination Results
  • Academic Performance
  • Assignment Records
  • Fee Records
  • Transportation Information
  • Library Records
  • Health Information (if entered by school)

C. Teacher & Staff Information

Schools may manage:

  • Employee Name
  • Designation
  • Qualification
  • Attendance
  • Salary Information
  • Leave Records
  • Timetable
  • Department
  • Contact Information

D. Parent Information

Schools may store:

  • Parent Name
  • Mobile Number
  • Email Address
  • Address
  • Communication History
  • Student Relationship

E. Automatically Collected Information

When using EMS, we automatically collect:

  • Device Information
  • Device Model
  • Android Version
  • App Version
  • Browser Information
  • IP Address
  • Login Date & Time
  • Session Logs
  • Crash Reports
  • Diagnostic Information

This information helps maintain system security and improve service performance.

4. Permissions Used by the App

Depending on the features enabled by your institution, the EMS School Admin App may request the following permissions:

Camera

Used for:

  • Uploading student photographs
  • Staff profile pictures
  • Document scanning
  • QR Code scanning

Camera access is used only when initiated by the user.

Storage / Photos & Media

Used for:

  • Uploading documents
  • Uploading images
  • Downloading reports
  • Exporting PDFs
  • Sharing files

Notifications

Used for:

  • Important school alerts
  • Attendance updates
  • Fee reminders
  • Administrative notifications
  • System announcements

Internet Access

Required for:

  • Secure communication with EMS servers
  • Cloud synchronization
  • Login authentication

Network State

Used to determine internet connectivity before synchronizing data.

5. How We Use Information

We use information to:

  • Provide school administration services
  • Authenticate users
  • Manage school operations
  • Generate reports
  • Process attendance
  • Manage examinations
  • Process fees
  • Manage transportation
  • Manage library services
  • Generate ID cards
  • Send notifications
  • Improve application performance
  • Detect fraud
  • Prevent unauthorized access
  • Maintain security logs
  • Provide technical support

We do not use personal information for advertising purposes.

6. Data Sharing

We do not sell personal information.

Information may only be shared with:

Cloud Hosting Providers

For secure infrastructure.

SMS Providers

For sending school notifications.

Email Providers

For official communication.

Payment Gateway Providers

For fee collection where enabled.

Government Authorities

Only where required by law.

Legal Authorities

When legally obligated.

7. Third-Party Services

EMS may integrate with:

  • Firebase Cloud Messaging
  • Firebase Authentication
  • Google Play Services
  • Payment Gateway Providers
  • SMS Gateway Providers
  • Email Service Providers

Each third party processes information according to its own Privacy Policy.

8. Data Security

We implement industry-standard security measures, including:

  • HTTPS (TLS Encryption)
  • Password Encryption
  • Secure Authentication
  • Role-Based Access Control (RBAC)
  • Database Security
  • Server Firewalls
  • Regular Security Monitoring
  • Backup Systems
  • Access Logging
  • Session Management

Despite these safeguards, no internet transmission or electronic storage method is 100% secure.

9. Data Retention

Data is retained:

  • while the institution maintains an active subscription,
  • as required by applicable laws,
  • or until deletion is requested by the institution.

Upon contract termination, institutions may request data export.

After the applicable retention period, data is securely deleted.

10. User Rights

Authorized school administrators may:

  • Access their information
  • Update information
  • Correct inaccurate records
  • Export institution data
  • Request account deletion
  • Request data deletion (where legally permitted)

Students and parents should contact their educational institution regarding requests related to their personal information.

11. Children's Privacy

EMS is designed for educational institutions and school administration.

We do not knowingly collect personal information directly from children.

Student information is entered and managed solely by authorized educational institutions.

Schools are responsible for obtaining any legally required parental or guardian consent before entering student information into the EMS platform.

12. Account Security

Users are responsible for:

  • keeping login credentials confidential,
  • using strong passwords,
  • logging out from shared devices,
  • promptly reporting unauthorized account access.

13. International Data Transfers

Depending on the hosting infrastructure selected by the institution, information may be processed on secure cloud servers located in different jurisdictions while maintaining appropriate security safeguards.

14. Compliance

EMS is designed to support compliance with applicable privacy and data protection laws, including, where applicable:

  • Information Technology Act, 2000 (India)
  • Digital Personal Data Protection Act, 2023 (India)
  • GDPR (where applicable)
  • FERPA (United States, where applicable)
  • COPPA (where applicable)

Institutions remain responsible for ensuring their own legal compliance regarding the collection and use of student information.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When significant changes are made, we will notify administrators through:

  • the EMS Dashboard,
  • the School Admin App,
  • email notifications, or
  • our official website.

The updated version will include the revised "Last Updated" date.

16. Contact Us

EMS Privacy Team

Website: https://ems.ad

Email: ems@juvomail.com

Support Email: ems@juvomail.com

If you are a student, parent, or teacher with questions about your personal information, please contact your educational institution directly, as it is the Data Controller responsible for your data.