Introduction
IONIA Technologies LLP (“IONIA”, “we”, “our”, or “us”) provides a cloud-based Learning Management System (LMS) and Enterprise Resource Planning (ERP) platform for educational institutions. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices available to users.
By accessing or using IONIA LMS & ERP, you agree to this Privacy Policy.
Information We Collect
Depending on your role (Student, Parent, Teacher, Staff, Administrator, or School Management), we may collect the following information.
A. Account Information
When an account is created, we may collect:
- Full name
- Mobile phone number
- Email address (if provided)
- User role
- Account status
- School or organization
- Academic session
B. Authentication and Security Information
To securely authenticate users, we collect and maintain:
- Password hashes (passwords are never stored in plain text)
- Password reset token hashes
- Login identity
- Secure access and refresh cookies
- CSRF security tokens
- Authentication logs
C. Student Information
Educational institutions using IONIA may store:
- Student name
- Admission number
- Registration number
- Roll number
- Mobile number
- Email address
- Class and section
- Admission date
- Admission status
D. Student Personal Information
Schools may maintain additional student records including:
- Date of birth
- Gender
- Residential address
- Aadhaar number (where applicable)
- Religion
- Social category
- Blood group
- Height
- Weight
- Below Poverty Line (BPL) status
This information is collected only for educational, administrative, or statutory purposes as determined by the institution.
E. Parent, Guardian and Family Information
Schools may store:
- Father’s name
- Mother’s name
- Guardian name
- Parent and guardian phone numbers
- Occupation details
- Relationship with the student
- Emergency contact information
F. Academic Information
Schools may store academic records including:
- Previous school
- Previous grade or class
- Marks or percentage
- Transfer Certificate (TC) number
- Academic progression records
G. School Service Information
Depending on services enabled by the institution, the platform may process:
- Hostel information
- Room allocation
- Transport details
- Attendance records
- Examination records
- Marks and grades
- Fee records
- Payment receipts
- Library records
- Other ERP-related administrative information
H. Uploaded Files
Users may voluntarily upload files including:
- Student photographs
- Profile pictures
- Identity documents
- Assignments
- Supporting documents
- Other educational files
I. Staff Information
Educational institutions may store:
- Staff code
- Department
- Designation
- Joining status
- Payroll eligibility
- Payroll information
J. Audit Logs
For security, compliance, and troubleshooting, IONIA records audit history such as:
- User performing an action
- Organization
- Academic session
- Action performed
- Resource affected
- Result of the action
- Date and time of the activity
K. Browser Storage
IONIA may store limited information within your browser, including:
- Remembered login phone number
- Previously selected login identity
- Language preference
- Secure session cookies
- Temporary workflow identifiers
How We Use Information
We use collected information to:
- Authenticate users
- Provide LMS and ERP services
- Manage admissions and enrollment
- Maintain academic records
- Record attendance
- Conduct examinations
- Generate report cards
- Process fee management
- Manage transport, hostel, and library services
- Support payroll and HR functions
- Maintain security and audit logs
- Improve platform performance
- Detect fraud, misuse, or unauthorized access
- Provide customer support
- Comply with applicable legal obligations
Legal Basis
IONIA processes information on behalf of educational institutions to:
- Deliver contracted educational services
- Fulfill legal and regulatory obligations
- Protect platform security
- Perform legitimate administrative functions requested by institutions
Information Sharing
IONIA does not sell personal information.
Information may be shared only with:
- Authorized school administrators
- Teachers and academic staff
- Parents or guardians where permitted by the institution
- Payment service providers
- Cloud hosting providers
- Government authorities when legally required
- Auditors or regulatory agencies
Third-party providers are required to protect personal information appropriately.
Data Security
IONIA employs industry-standard safeguards including:
- Password hashing
- HTTPS encryption
- Secure authentication
- Role-based access control
- Session security
- Audit logging
- Database access controls
- Regular backups
- Infrastructure monitoring
Although we strive to protect your information, no system can guarantee absolute security.
Data Retention
Information is retained only as long as necessary to:
- Deliver educational services
- Meet institutional requirements
- Comply with legal obligations
- Resolve disputes
- Maintain required audit records
Retention periods are primarily determined by the educational institution using IONIA.
Children’s Privacy
IONIA is intended for use by educational institutions.
Student information is processed under the authority of schools and educational organizations. Institutions are responsible for obtaining any permissions or consents required under applicable laws.
Your Rights
Subject to applicable law and institutional policies, users may request to:
- Access their information
- Correct inaccurate information
- Request deletion where legally permissible
- Restrict processing
- Obtain a copy of their information
- Raise privacy concerns
Requests may be submitted through the educational institution or directly to IONIA where applicable.
Cookies
IONIA uses cookies and similar technologies to:
- Maintain secure login sessions
- Remember preferences
- Improve user experience
- Protect against security attacks
Users may control cookies through browser settings, although some features may not function correctly if cookies are disabled.
Changes to this Policy
IONIA may update this Privacy Policy periodically. Updated versions will be published with a revised effective date.
Consent
By using IONIA LMS & ERP, you acknowledge that you have read and understood this Privacy Policy and consent to the collection and processing of information as described herein.