This policy explains what information the InstiLog app collects, why, and how it is handled. InstiLog is provided by xemaai, a company registered in India, and is used by schools, their staff, parents and students.
1. Who is responsible for your information
Your school is the data controller — it decides what student and family information is recorded, and its staff enter that information. xemaai is the data processor — we provide the software and store the information securely on the school's instructions.
To have information corrected or removed, please contact your school first; they control the records. We assist schools with such requests. See our Data Deletion page for how to request deletion.
2. Information InstiLog handles
Student information (entered by the school)
- Name, admission number, roll number, class and section
- Date of birth and address, where the school records them
- Student photograph, where the school uploads one
- Attendance records
- Exam schedules, marks and results
- Fee bills, payments, receipts and outstanding dues
- School transport details (route, stop, pickup time), where applicable
Parent and guardian information
- Name and relationship to the student
- Mobile number — used to identify the account and link it to the child
- Email address, where provided
Information created by using the app
- Login credentials. Passwords are stored only as one-way encrypted hashes — we cannot read them.
- A device notification token, so messages can reach your phone
- Basic technical logs needed to keep the service running and secure
InstiLog does not collect your location, contacts, camera roll, or files from your device. It does not track you across other apps or websites. It contains no advertising.
3. Children's information
InstiLog necessarily contains information about children, because that is what a school records. We treat it with particular care:
- A child's information is visible only to their own parents or guardians, the child's own account where the school provides one, and authorised staff at their school.
- Student photographs are stored privately. They are never publicly accessible and are served only through short-lived, authenticated links that expire.
- Children's information is never used for advertising, profiling or marketing.
- Accounts for students and parents are created by the school, not through public sign-up.
- The app is not directed at children for independent use without their school's involvement.
4. How the information is used
- To show parents and students their own school information — fees, attendance, results, notices, timetable, transport and similar.
- To let the school communicate with families: notices, fee reminders, absence alerts, exam and result announcements.
- To generate school documents such as bills, receipts, admit cards and marksheets.
- To maintain the accounts and records a school is required to keep.
- To keep the service secure and working correctly.
We do not use this information for any purpose of our own beyond providing and improving the service to the school.
5. Notifications
If notifications are enabled, InstiLog may send messages such as a payment receipt confirmation, a new school notice, a fee reminder, an absence alert, or an exam or result announcement. Your school controls which of these are switched on and how they are worded. You can turn notifications off at any time in your phone's settings.
6. Service providers
We use a small number of trusted providers to run the service. They process information only on our instructions:
| Provider | Purpose |
|---|---|
| Google Firebase | Delivering push notifications to your device |
| Cloudflare R2 | Secure storage of files such as photographs and attachments |
| Email service provider | Sending emails such as password reset links |
| SMS gateway | Sending verification codes to mobile numbers |
| Hosting provider | Running the application and its database |
We do not sell, rent or share your information with advertisers, data brokers, or any other third party for their own purposes.
7. How information is protected
- All traffic between the app and our servers is encrypted using HTTPS.
- Passwords are stored as one-way hashes and cannot be read by us or anyone else.
- Private files, including student photographs, are stored privately and served only through temporary signed links that expire.
- Access is controlled by role and permission: staff see only what their school authorises; parents and students see only their own family's records.
- Each school's data is kept separate from every other school's.
No system can promise absolute security, but we take these measures seriously and review them.
8. How long information is kept
Information is kept for as long as your school uses the service and as long as the school needs it for its records — schools are typically required to retain academic and financial records for several years. If a school stops using InstiLog, its data is deleted or returned according to our agreement with that school. See the Data Deletion page for details.
9. Your choices
- Access or correction: contact your school — they hold and control the records.
- Notifications: turn them off in your phone settings at any time.
- Account or data deletion: see the Data Deletion page.
- Questions or complaints: write to us at the address below.
10. Changes to this policy
If we change this policy we will update the date at the top of this page. Significant changes will be communicated to schools using the service.
11. Contact
xemaai
Email: info@xemaai.com
For questions about the information your school holds about you or your child, please contact your school directly in the first instance.