Privacy Policy

SuperCampus (supercampus.ai) is a campus management platform used by colleges for student accounts, admissions, attendance, timetables, marks, fees, gatepasses, hostel and mess, library, campus stores (canteen, stationery and laundry), announcements and notifications. You use it through the SuperCampus mobile app and web portal.

This policy applies to students, parents and guardians, faculty, staff and admission applicants whose data is processed through SuperCampus. We process personal data in line with applicable Indian law, including the Digital Personal Data Protection Act, 2023.

Depending on the modules your college uses, SuperCampus holds the following information:

A. Account & profile

• Name, email address and mobile number.
• Register or roll number, department, programme, year of study and section.
• Residency details (day scholar or hosteller, hostel and room) and a profile photo, if added.
• Your password is stored only as a one-way hash; we cannot read it. A wallet PIN and its optional recovery word are also stored in a form that cannot be read back.

B. Parent and guardian details

• Guardian name, relationship, mobile number and email, provided by your college, used to send gatepass approvals and campus updates to guardians.

C. Academic records

• Class attendance, timetables and subject allocations.
• Assessment marks and results published by your faculty.

D. Campus services

• Gatepass: leave-pass and outpass requests (destination, reason, dates), approvals, and gate entry and exit scans.
• Visitor passes:the visitor's name, mobile number and purpose of visit.
• Hostel: service requests (such as complaints or room changes) and mess meal tokens.
• Library: book loans, due dates, renewals and slot bookings.
• Campus stores: wallet balances, orders and wallet transactions for the canteen, stationery and laundry.
• Communication: announcements, and help requests or feedback you send through the app.

E. Payments

Tuition fees and wallet top-ups can be paid online through Razorpay. We record the payment reference, amount, purpose, status and time.

F. Admission applicants

• The details you enter in your college's application form, and a one-time code sent to your mobile by WhatsApp or SMS to open your application.

The mobile app asks for these permissions only when a feature needs them:

• Location (precise, only while in use):used only on the Gatepass screen to confirm you are on campus before your daily entry QR is issued. It is never collected in the background. The most recent position used for that check is stored with your day's entry pass.
• Camera: used to scan QR codes (for example at the gate, library or store counter). Camera images are not stored.
• Photos and files: only the files you choose to upload (such as a profile photo or an attachment), and to save receipts and reports you download.
• Notifications: a push notification token so we can send you alerts, and on-device reminders such as exam reminders.

We also keep limited technical data needed to run the service securely:

• Your sign-in sessions and the device name used to sign in (SuperCampus allows one signed-in device at a time), your last sign-in time, and failed sign-in counts used to lock an account briefly after repeated wrong passwords.
• Server logs of requests and errors, used to keep the service secure and fix problems.

The app contains no advertising, and no third-party analytics or crash-reporting tools.

• To provide the campus services your college has enabled for you.
• To verify who you are, protect accounts and show each person only what their role allows.
• To send notifications: in-app and push notifications, emails (such as password reset links), and WhatsApp messages to guardians for gatepass approvals and updates.
• To process payments and show receipts.
• To answer help requests and fix problems.
• To meet legal obligations and respond to lawful requests.

We do not sell your personal data, and we do not use it for advertising.

• Your college: authorised staff such as administrators, faculty, class advisors, wardens, accountants, librarians, store operators and security see the data their role requires. Guardians see information about their own ward.
• Service providers that run parts of the service for us, and only for that purpose:
  • Razorpay: online payments.
  • Google Firebase Cloud Messaging: push notifications.
  • Brevo: sending emails.
  • Gallabox (and Twilio): WhatsApp messages; Twilio also sends SMS for admission applications.
  • Cloudinary: storing photos and files you upload.
  • An AI model provider: helps staff plan timetables and assists the admissions team; only the information needed for that task is sent.
  • Our cloud server hosting provider.
• When required by law:to comply with a court order or a lawful request from authorities, or to protect someone's safety.

Some of these providers may process data outside India, under their own security and privacy commitments.

• All connections to the app and API use HTTPS (TLS).
• Passwords are stored as one-way hashes; sign-in tokens, QR tokens, one-time codes and wallet PINs are also stored hashed.
• Each college's data is kept in its own database, with role-based access inside it.
• Repeated wrong passwords lock the account briefly, and signing in on a new device signs out the previous one.

No system is completely secure. Please use a strong password, never share it, and tell us straight away if you think your account has been misused.

• Your account data is kept while you are a member of your college on SuperCampus.
• Academic records such as attendance and marks belong to your college and are kept for as long as your college requires.
• Payment records are kept for as long as tax and accounting laws require.
• When your account is deleted, personal data we are not required to keep is deleted or anonymised (see section 8).

You can ask us to:

• tell you what personal data we hold about you and how it is used;
• correct or update inaccurate data;
• delete your account and personal data;
• withdraw consent where we rely on it; and
• address a grievance about how your data is handled.

Many profile details are managed by your college, so some corrections are quicker through your college office. To request account deletion, use the deletion request page:

We first confirm the request comes from you. We then sign you out everywhere, disable your account and notification tokens, and delete or anonymise personal data we are not required to keep. Records your college or the law requires us to keep, such as academic records and payment records, are retained.

SuperCampus is built for colleges. If a student is under 18, their account is created by the college, which is responsible for obtaining the consent of a parent or lawful guardian as required by law. We do not use anyone's data, including minors', for tracking, profiling or advertising.

We may update this policy when the service or the law changes. We will change the "Last updated" date above and, for significant changes, tell you in the app.

For privacy questions, requests about your data, or grievances, email us. We will confirm the request is yours and reply as soon as possible.