Privacy Policy

1. Who we are and what this policy covers

EdFleet ("EdFleet", "we", "us") makes school management software that schools use to manage fees, attendance, exams, staff, and parent communication. This policy explains what information we handle, how we use it, who we share it with, and the choices you have.

Our role is important to understand. When a school uses EdFleet, the school owns and controls its data — the records about its students, parents, and staff. EdFleet only processes that data on the school's behalf and under the school's instructions, to provide the service. In data-protection terms, the school is the "controller" and EdFleet is the "processor". Each school is also responsible for its own privacy notice to the families and staff whose data it enters into EdFleet.

If you have any questions about this policy or your data, contact us at support@edfleet.com.

2. Information we handle

Data a school enters about students, parents, and staff

Schools enter and manage records inside EdFleet. Depending on what the school chooses to use, this can include:

• Student information: name, date of birth, gender, photo, contact details, address, nationality, religion, national identity number, admission number, guardian and mother details, and academic history.
• Parent / guardian information: name, national identity number, phone, WhatsApp number, email, and fee or wallet balances.
• Staff information: name, contact details, national identity number, date of birth, address, emergency contact, salary, allowances, deductions, and bank account details.
• School records: fee structures, invoices and payments, attendance, exam marks and report cards, salaries, and messages sent to parents or staff.
• Files: documents and photos a school uploads, such as profile pictures and supporting documents.

Much of this is information about children. We treat it with care and only process it to provide the service to the school (see section 6).

Data we collect directly from account holders and visitors

• Account data: the name, email, phone, and login details of the school staff who use EdFleet.
• Support and enquiry data: messages you send us, and details you share when you book a demo or contact us.
• Automatic technical data: when you sign in, we record limited technical details such as IP address, device and browser information, and login and session times — used to keep accounts secure.

3. How we use information

• To provide, run, and maintain the EdFleet platform.
• To process fees, generate invoices and receipts, and keep ledgers.
• To send messages (SMS and WhatsApp) to parents and staff when the school chooses to send them.
• To answer questions through the AI Assistant (see section 4).
• To provide support and respond to your requests.
• To keep the service secure and prevent misuse.
• To meet legal and accounting obligations.

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

4. The AI Assistant

EdFleet includes an AI Assistant that answers plain-English questions about a school's own data (for example, "who has not paid this month?"). To do this, your question and a description of the relevant database structure are sent to Google's Gemini AI service, which runs outside Pakistan. The Assistant is built to be read-only — it can answer questions but cannot change, delete, or send anything. It is restricted to your school's data, and it is blocked from reading sensitive fields such as passwords. We keep an audit log of Assistant queries so schools can review how it was used.

5. Who we share data with

We do not sell data. We share it only with the trusted service providers that help us run EdFleet ("sub-processors"), and only as needed to provide the service:

Some of these providers store or process data outside Pakistan. We may also disclose data if the law requires it, or to protect the rights and safety of people and the service.

6. Children's data

EdFleet holds information about children because schools use it to manage their students. We process this data only on the school's instructions and to provide the service. The school is responsible for having the right to enter this data and for obtaining any consent that parents or guardians need to give. We do not knowingly use children's data for any purpose other than running the service for the school.

7. How long we keep data

We keep a school's data for as long as its account is active and as needed to provide the service. If a school cancels, we provide a full export of its data (in CSV format) on request, and then delete the data after a reasonable wind-down period, unless the law requires us to keep certain records (for example, financial records) for longer.

8. How we protect data

• Data is encrypted while it travels over the internet (TLS).
• Passwords are stored using strong one-way hashing, never in plain text.
• Access is role-based — each person only sees what their role needs (for example, a teacher cannot see staff salaries).
• Each school's data is kept separate from every other school's data.
• Sign-ins are tied to a limited number of devices per user.
• Sensitive identifiers such as national identity numbers and bank account details are encrypted.
• Data is backed up regularly.

No online service can be completely secure, but we work to protect your data and to limit who can access it.

9. Your rights and requests

You can ask to access, correct, or delete personal data. Because the school controls its own data, students, parents, and staff should send these requests to their school, which can act on them directly inside EdFleet. Schools and account holders can contact us at support@edfleet.com for help, and we will support the school in handling the request.

10. Cookies and tracking

EdFleet uses only the essential cookies needed to keep you signed in and to keep your session secure. We do not use third-party advertising or analytics trackers in the application. The school dashboard loads fonts from Google Fonts to display text.

11. Changes to this policy

We may update this policy as our service or the law changes. When we make an important change, we will update the "last updated" date above and, where appropriate, let schools know.

12. Contact us

For any privacy question or request, email support@edfleet.com. See also our Terms of Service.