Privacy Policy

Who We Are

Axel Public School ("the School", "we", "us", or "our") is a K-12, English-medium, co-educational school affiliated with the Central Board of Secondary Education (CBSE Affiliation No. 230102), operated by Axel Public Society (Registration No. RS/KAM/240/A-9/714), located at Lokhra, Guwahati, Assam 781040, India.

For the purposes of the Digital Personal Data Protection Act, 2023 (DPDP Act) and the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 (SPDI Rules), the School is the Data Fiduciary in respect of personal data collected through this website (axelpublicschool.org) and through our admissions and enrolment processes.

Data We Collect

We collect only the data necessary for the purposes described in this policy. This includes:

We do not collect caste, religion, political opinion, or biometric data except where explicitly mandated by applicable law or CBSE regulations, and only with your informed consent.

How We Collect Personal Data

We collect personal data through the following channels:

• Admissions forms — paper and online forms submitted during the enquiry, application, and enrolment process.
• Website contact & enquiry forms — when you submit a query via our website.
• WhatsApp & telephone — when you contact us directly through our published channels.
• CBSE-mandated systems — data uploaded to CBSE's Student Registration Portal and other regulatory portals as required by law.
• School management software — attendance, fee, and academic records maintained in our internal systems.
• Cookies and analytics — automatically collected when you visit our website (see Section 10).
• Photographs and videos — taken during school events, sports days, annual functions, and other activities, with prior notice to parents.

Purpose & Legal Basis for Processing

We process personal data only for specific, lawful purposes. Under the DPDP Act, 2023, our legal bases for processing are consent and legitimate uses (including compliance with legal obligations and the exercise of legal rights).

We will not use your personal data for any purpose other than those stated above without obtaining fresh consent or having a legitimate legal basis to do so.

Children's Data

As a school, we are permitted under the DPDP Act to process children's data for the purposes of education and safeguarding, subject to the following safeguards:

• We do not process a child's data in a manner that is detrimental to the child's wellbeing.
• We do not track, monitor, or behaviorally target children for commercial purposes.
• We do not serve targeted advertising to children or share their data with advertisers.
• Photographs of students are published on our website and social media only with parental consent. Parents may withdraw this consent at any time by writing to our Grievance Officer.
• Our website is not directed at children for independent use; all online interactions are mediated through parents or guardians.

Sharing & Disclosure of Personal Data

We do not sell, rent, or trade personal data. We share personal data only in the following circumstances:

• CBSE and regulatory bodies — We are legally required to submit student registration data, examination enrolment, and school performance data to the Central Board of Secondary Education and, where applicable, to the Government of Assam and the Ministry of Education.
• Programme partners — Accredited partners such as PhysicsWallah (academic coaching), DaOne Sports (sports training), and the British Council (language programmes) may receive relevant student data strictly for programme administration, under data processing agreements that obligate them to comply with applicable law.
• National Cadet Corps (NCC) — Student data for NCC cadets is shared with the relevant NCC Directorate as required for cadet registration.
• Emergency services and healthcare providers — Medical and contact information may be shared with hospitals, doctors, or emergency services to protect the vital interests of a student.
• Law enforcement and courts — We will disclose data where required by law, court order, or a lawful government demand.
• Service providers — Cloud hosting, email, and school management software providers may process data on our behalf. They are bound by contractual obligations to process data only on our instructions and to maintain appropriate security.

We do not transfer personal data outside India except where required by CBSE's own international examination processes, and only to the extent permitted under applicable law.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law:

• Student academic records — Retained permanently (or for the period specified by CBSE) as these form the basis of certificates and transcripts that students may require throughout their lives.
• Admissions applications (unsuccessful) — Retained for one academic year after the application cycle, then securely deleted.
• Financial records — Retained for eight years from the date of last transaction, as required under Indian accounting and tax law.
• Health and medical records — Retained for the duration of enrolment and for three years thereafter.
• Website enquiry and contact data — Retained for two years or until the purpose of the enquiry is fulfilled, whichever is earlier.
• Website technical/analytics data — Retained for thirteen months and then deleted or anonymised.

When data is no longer required, we securely delete or anonymise it.

Data Security

We implement reasonable security practices and procedures as required under Rule 8 of the IT (SPDI) Rules, 2011, including:

• Password-protected access to internal systems, with role-based access controls so that staff can only access data relevant to their duties.
• Encrypted transmission of data over our website (HTTPS/TLS).
• Regular review of our data storage and handling practices.
• Staff training on data confidentiality and information security.
• Physical security measures on our campus to prevent unauthorised access to paper records.

In the event of a personal data breach that is likely to result in harm to Data Principals, we will notify the Data Protection Board of India and affected individuals as required under the DPDP Act, 2023.

Your Rights as a Data Principal

Under the Digital Personal Data Protection Act, 2023, you (or your parent/guardian if you are a minor) have the following rights in relation to personal data we hold about you:

To exercise any of these rights, please write to our Grievance Officer (see Section 11). We will respond within 30 days of receiving your request. We may request proof of identity before processing your request.

Please note that certain rights are subject to legal exceptions — for example, we cannot erase student academic records that we are legally required to maintain under CBSE regulations or the Right to Education Act, 2009.

Cookies & Website Analytics

Our website uses cookies — small text files stored on your device — to help the site function correctly and to understand how visitors use it.

• Strictly necessary cookies — Required for the website to work (e.g., navigation, form submission). These cannot be disabled.
• Analytics cookies — We may use a privacy-respecting analytics tool to understand page visits and user journeys in aggregate. No personally identifiable information is collected for analytics purposes. You may opt out by declining analytics cookies when prompted, or by using your browser's cookie settings.
• Third-party embeds — Our website may embed content such as Google Maps. These third-party services may set their own cookies. We do not control these cookies; please refer to the relevant third party's privacy policy.

We do not use advertising or tracking cookies, and we do not share cookie data with advertisers.

Grievance Officer & Contact

In accordance with Rule 5(9) of the IT (SPDI) Rules, 2011 and the DPDP Act, 2023, we have designated a Grievance Officer to address any concerns about the processing of your personal data.

If your grievance is not resolved to your satisfaction within 30 days, you have the right to approach the Data Protection Board of India established under the DPDP Act, 2023, once it is operationalised by the Central Government.

Changes to This Policy

We review this Privacy Policy at least once a year and whenever there is a significant change in our data processing activities or in applicable law. The effective date at the top of this page reflects the most recent revision.

Where a change materially affects how we process data of enrolled students or their parents, we will notify you via the contact details we hold. For other changes, the updated policy will be published on this page.

Continued use of our website or our services after the effective date of a revised policy constitutes acceptance of the revised terms.