Privacy Policy — AppleOne ELC Portal & App

Last updated: 16/09/2026

This Privacy Policy explains how the AppleOne ELC web portal & mobile app (“the Portal / App”), operated by AppleOne Early Learning Centre (“the School,” “we,” “us”), collects, uses, and protects information when parents, guardians, and staff use it.

The Portal / App is a companion to School Management Digital Platform, our school administration system, and is used by parents/guardians to view their child’s school information and by staff to manage school records. It is not directed at or intended for use by children.

Information We Collect

Account information

When you log in, we use your WordPress account credentials (username/email and password) to authenticate you. We do not store your password in the App — it is exchanged for a secure application token that stays on your device.

Student information (for parents/guardians)

To provide the App’s features, we access and display information about your child that the School already holds in its portal records, including:

• Name, date of birth, blood group, admission number, roll number, class and section
• Photo (if provided to the School)
• Address and parent/guardian contact phone numbers
• Attendance records
• Leave requests and their approval status
• Fee invoices, payment history, and payment status
• Library records (books issued, library card details)
• Homework, study materials, notices, and weekly class updates (including any photos or PDF files a teacher attaches) assigned to your child’s class
• Activity and school event participation records
• Support ticket queries you raise with the School

Medication requests (health information)

If your child needs a specific medicine given during school hours, you can submit a request through the App with the medicine name, dosage, the exact times it should be given, and the reason/purpose for it. This information is shared only with the class teacher(s) and school director/admin responsible for your child, so they can be reminded to give the medicine on time — never with anyone else. When staff give (or are unable to give) a dose, that record — including who administered it and when — is also visible to you as the parent/guardian who submitted the request. Unlike incident report attachments, this record is kept as part of your child’s ongoing care record for as long as they are enrolled, in the same way a school nurse’s log would be kept, rather than being automatically deleted after a short period.

Incident reports

If a teacher, director, or administrator records an incident involving your child during school hours (for example, a minor accident or a behavioural note), the App lets them share a short description and, optionally, a photo, video, and/or a short recorded voice note with you.

• A staff member creating a report may use their device’s camera (to capture a photo/video on the spot) and microphone (to record a short voice note, up to 2 minutes) directly within the App for this purpose only. The App does not access the camera or microphone at any other time.
• This attachment can only be viewed inside the App by the parent/guardian it was shared with — it is never a public link, and the App gives no option to save, download, or share it further.
• The photo, video, and/or voice note attachment(s) are automatically and permanently deleted from our servers 24 hours after they are shared. The written incident report itself (who reported it, when, and the description) is kept as part of your child’s ongoing school record, in the same way any other note in their file would be, so it remains available to you as a reference even after the attachment(s) are gone.
• We disclose plainly that this in-app protection cannot prevent a screenshot or screen recording taken on a device the viewer controls — no app can guarantee that.

Communication information

• WhatsApp numbers you choose to save in the App for receiving notifications (separate from your account’s own contact number), optionally labelled as belonging to a Father, Mother, or Guardian so the school knows who each number reaches
• Messages sent through the App’s parent-teacher chat feature, if used
• Push notification delivery tokens (a technical identifier used to deliver notifications to your device — this is not personal information on its own)

Payment information

Fee payments are processed by Zoho Payments, a third-party payment processor. The App shares only the information needed to create a payment request (your name, email, and the amount due) with Zoho Payments. We do not collect, see, or store your card, UPI, or bank account details — those are entered directly on Zoho’s own secure payment page or checkout screen.

Device and technical information

• A device push-notification token, used only to deliver notifications to the correct device
• Basic technical information needed for the App to function (e.g., app version, device platform)
• If the App encounters an error or crash, technical diagnostic information (what happened, your device model and OS version, and your account’s username) is automatically sent to our crash-reporting service (Firebase Crashlytics, part of Google Firebase) so we can identify and fix the problem, including when a parent reports an issue to us directly

Biometric authentication

If you choose to enable fingerprint or face unlock as a convenience for opening the App, this is handled entirely by your device’s own operating system. Your biometric data never leaves your device and is never sent to us or stored on our servers.

How We Use Information

We use the information above only to:

• Authenticate you and show you the correct student’s/staff member’s information
• Display attendance, fees, leave, library, homework, weekly class update, event, and notice information relevant to you
• Process fee payments through Zoho Payments
• Send push notifications and WhatsApp messages about things relevant to you (e.g., a new fee invoice, a leave approval, a notice, an incident report, a weekly class update, a medication dose reminder)
• Respond to support requests and ticket queries you raise with us
• Identify and fix technical problems with the App

We do not use your information for advertising, and we do not sell your information to third parties.

Who We Share Information With

We share limited information with the following third-party services, solely to provide the App’s features: