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Best Educational Trust

Internal Staff Mobile Application

 

Privacy Policy &

Terms and Conditions

 

For Authorised Staff Use Only

 

 

 

This application is strictly restricted to authorised employees and staff members of Best Educational Trust. Unauthorised access, distribution, or use of this application is prohibited and may result in disciplinary action.

 

 

 

 

PRIVACY POLICY

(Internal Staff Application)

 

1. Introduction

Best Educational Trust ("the Trust", "we", "our", or "us") is committed to protecting the privacy and personal data of its staff members. This Privacy Policy describes how we collect, use, store, and protect information through our internal mobile application ("App"), which is made available exclusively to authorised employees and staff of the Trust.

By accessing or using this App, you acknowledge that you have read and understood this Privacy Policy.

2. Scope

This policy applies solely to the internal staff application of Best Educational Trust and covers:

  • All permanent and contractual employees of the Trust
  • Administrative and management staff with authorised access
  • Field staff and counsellors assigned to Trust activities

This policy does not apply to student-facing applications, third-party platforms, or personal devices not enrolled in the Trust's mobile device management system.

3. Information We Collect

3.1 Staff Profile Information

  • Full name, employee ID, and designation
  • Official email address and contact number
  • Department, reporting manager, and work location
  • Date of joining and employment type (permanent / contractual)

3.2 App Activity & Usage Data

  • Login timestamps and session duration
  • Features accessed and tasks completed within the App
  • Actions taken on student records, counselling logs, and event management
  • Device type, OS version, and App version for technical support

3.3 Operational Data

  • Student inquiry records managed or updated by staff
  • Attendance and check-in/check-out logs for field visits
  • Event participation records (sports events, medical camps, awareness drives)
  • Counselling session notes and follow-up actions (if entered by staff)
  • Internal communications or task assignments via the App

4. How We Use Staff Information

The Trust uses collected information for the following purposes:

  • To authenticate and authorise staff access to the App and its modules
  • To track task assignments, approvals, and workflow progress
  • To monitor and improve staff productivity and service delivery
  • To maintain accurate records for administrative and compliance purposes
  • To generate internal reports for management review
  • To send push notifications regarding tasks, reminders, and announcements
  • To provide IT support and resolve App-related issues
  • To investigate policy violations or security incidents

5. Data Access & Confidentiality

Access to data within the App is role-based and restricted to what is necessary for each staff member's responsibilities:

  • Field staff can access only their assigned student records and tasks
  • Counsellors can view and update counselling-related data within their scope
  • Department heads and managers have access to team-level reports and logs
  • IT and system administrators have backend access strictly for maintenance purposes

All staff members are required to maintain strict confidentiality of any student, organisational, or operational data accessed through the App. Sharing, copying, or transferring App data to unauthorised individuals or external systems is strictly prohibited.

6. Data Storage & Security

  • All App data is stored on secure servers maintained by or on behalf of Best Educational Trust
  • Data transmission is encrypted using HTTPS/TLS protocols
  • Access is controlled through staff credentials (username and password / OTP)
  • The Trust implements access logs and audit trails for all sensitive data operations
  • Devices used to access the App must have screen locks and up-to-date software
  • Staff must not access the App on rooted or jailbroken devices

7. Data Sharing

Staff data collected through the App will not be shared externally except:

  • With government authorities or law enforcement when legally required
  • With auditors or regulatory bodies conducting official inspections
  • With authorised third-party service providers (e.g., cloud hosting) under strict confidentiality agreements

The Trust does not sell or commercially exploit staff data under any circumstances.

8. Data Retention

Staff activity data and operational records are retained as long as necessary for business, legal, and audit purposes. Upon resignation, termination, or contract expiry, staff accounts will be deactivated within 48 hours and data retained in accordance with the Trust's record retention policy (typically 3–7 years as required by applicable law).

9. Staff Rights

As an employee, you have the right to:

  • Request access to your personal data held by the Trust
  • Request correction of any inaccurate personal information
  • Raise concerns about how your data is being handled

Requests can be made to the HR Department or IT Administrator.

10. Changes to This Policy

The Trust reserves the right to update this Privacy Policy. Staff will be notified of significant changes through the App or via official communication channels. Continued use of the App after changes constitutes acceptance of the updated policy.

 

 

TERMS AND CONDITIONS

(Internal Staff Application)

 

1. Acceptance of Terms

By accessing and using the Best Educational Trust Internal Staff Application, you confirm that you are an authorised employee or staff member of the Trust and that you agree to comply with these Terms and Conditions ("Terms"). These Terms are in addition to, and do not replace, any employment contract, confidentiality agreement, or organisational policy that applies to you.

2. Authorised Access Only

  • This App is strictly for use by authorised staff of Best Educational Trust only
  • You must not share your login credentials with any other person
  • You must not allow unauthorised individuals to access the App on your device
  • Sharing, screenshot-ing, or exporting App data to personal accounts or external platforms is strictly forbidden
  • Any suspected unauthorised access must be reported to the IT Administrator immediately

3. Permitted Use

The App may be used only for the following official purposes:

  • Managing and updating student inquiry, counselling, and placement records
  • Coordinating and tracking college visit arrangements
  • Recording attendance for events, camps, and awareness programs
  • Communicating with team members on official Trust matters via the App
  • Accessing internal reports, dashboards, and announcements
  • Any other task explicitly assigned by the Trust through the App

4. Prohibited Activities

Staff must not use the App to:

  • Access or modify records outside their assigned role or department
  • Collect, copy, or transmit student or organisational data for personal use
  • Install unofficial plugins, scripts, or third-party tools that interact with the App
  • Attempt to bypass authentication, tamper with data, or exploit security vulnerabilities
  • Use the App for personal, commercial, or political purposes
  • Engage in any activity that could harm the Trust's reputation or operations

5. Confidentiality Obligations

All information accessed through the App — including student records, internal communications, management reports, and operational data — is confidential and the exclusive property of Best Educational Trust. Staff members are required to:

  • Treat all App data as strictly confidential during and after employment
  • Not discuss, share, or disclose App data with unauthorised persons
  • Immediately report any accidental data disclosure to the HR or IT Department

Violation of confidentiality obligations may result in disciplinary action, including termination of employment, and may attract legal liability.

6. Device & Security Responsibilities

  • Staff are responsible for the security of the device used to access the App
  • The App must be used only on devices approved or enrolled by the Trust
  • Staff must lock their device when not in use and must not leave it unattended while logged in
  • Staff must log out of the App immediately upon completing official tasks
  • Any lost or stolen device with App access must be reported immediately so the account can be remotely deactivated

7. Monitoring & Audit

The Trust reserves the right to monitor App usage, review activity logs, and audit actions taken within the App at any time. By using the App, staff consent to such monitoring for the purposes of security, compliance, and quality assurance. Monitoring is conducted in accordance with applicable laws and the Trust's internal policies.

8. Intellectual Property

The App, its design, content, and underlying technology are the exclusive intellectual property of Best Educational Trust. Staff may not reproduce, reverse-engineer, modify, or distribute any part of the App or its content without prior written authorisation from the Trust.

9. Account Deactivation

The Trust may deactivate or suspend a staff member's App access at any time, including:

  • Upon resignation, termination, or end of contract
  • During disciplinary proceedings or investigations
  • In the event of a security breach or policy violation
  • If the staff member's role no longer requires App access

Deactivated accounts will not be reactivated without formal approval from the HR Department.

10. Disclaimer

The App is provided as an internal operational tool. The Trust makes no guarantee that the App will be available at all times or free from technical errors. The Trust shall not be liable for any loss or inconvenience arising from App downtime, data entry errors made by staff, or use of the App outside its intended scope.

11. Disciplinary Action

Any misuse, unauthorised access, data breach, or violation of these Terms may result in:

  • Formal warning or written reprimand
  • Suspension from App access
  • Termination of employment
  • Civil or criminal legal action, depending on the severity of the breach

12. Governing Law

These Terms shall be governed by the laws of India. Any disputes arising from the use of this App shall be subject to the exclusive jurisdiction of the courts in Tamil Nadu, India.

13. Amendments

The Trust reserves the right to amend these Terms at any time. Staff will be notified of changes through official channels. Continued use of the App constitutes acceptance of the revised Terms.