Privacy Policy

1. Information We Collect

We collect information you provide directly and information collected automatically:

Account Information

• Name, email address, and phone number
• Institute name and address
• Billing information for paid plans

Usage Data

• Pages visited and features used
• Time spent on the platform
• Actions taken (creating batches, adding students, etc.)

Device Information (Mobile App)

• Device type and operating system
• App version
• Push notification tokens (if enabled)

2. How We Use Your Information

• Provide our services: Process registrations, manage your account, and deliver the features you use
• Improve our product: Analyze usage patterns to enhance functionality and user experience
• Communicate with you: Send service updates, security alerts, and support messages
• Process payments: Handle billing and subscription management
• Ensure security: Detect and prevent fraud, abuse, and security incidents

3. Data Storage & Security

We take the security of your data seriously:

• All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• WhatsApp access tokens are encrypted using AES-256-GCM with per-installation keys before being stored
• We use secure cloud infrastructure with regular security audits
• Access to data is restricted and logged
• Regular backups ensure data recovery capabilities
• Passwords are hashed using industry-standard algorithms

4. Third-Party Services

We use trusted third-party services to operate our platform:

• Google Analytics: To understand how users interact with our platform (anonymized data)
• Resend: For sending transactional emails (password resets, notifications)
• Meta (WhatsApp Business Platform): When an institute connects its WhatsApp Business Account, recipient phone numbers are shared with Meta to dispatch messages, and Meta sends back delivery and read status via webhooks. See Section 5 for details.
• Payment processors: To securely handle payments (we never store card details)

These services have their own privacy policies and are bound by data processing agreements with us.

5. WhatsApp Business Communications

If your institute uses WhatsApp Business Communications through BatchManage to send you fee reminders, attendance alerts, or announcements, the following data is processed:

What BatchManage collects

• Recipient phone numbers (entered by the institute)
• Message content and delivery status (sent, delivered, read, failed)
• Replies sent by recipients to the institute
• Timestamps of message dispatch and delivery for audit and troubleshooting

What we share with Meta

• Your phone number is shared with Meta when the institute sends you a WhatsApp message
• Message status updates flow from Meta back to BatchManage via webhooks
• For institutes on the GROWTH or ENTERPRISE plan, the institute's own WhatsApp Business Account (WABA) sends the message — not BatchManage's shared number

Retention

WhatsApp message records are retained for up to 24 months for audit and delivery troubleshooting purposes. Delivery receipts are retained for 12 months. You can request earlier deletion via our Data Deletion Request page.

Opt-out

Reply STOP to any WhatsApp message to opt out from your institute's WhatsApp communications. You may also contact your institute directly to remove your number from their communications list. The WhatsApp Business Platform is operated under Meta's WhatsApp Business Solution Terms.

6. Your Rights

You have full control over your data:

• Access: Request a copy of all data we hold about you
• Correction: Update or correct inaccurate information
• Export: Download your data in a machine-readable format
• Deletion: Request permanent deletion of your account and data via our Data Deletion Request page (works for non-account holders such as parents and students whose data was entered by an institute)
• Opt-out: Unsubscribe from marketing communications at any time

To exercise these rights, contact us at [email protected].

7. Children's Privacy

BatchManage is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately, and we will delete such information.

8. Data Protection Compliance

BatchManage complies with applicable data protection frameworks:

Digital Personal Data Protection Act, 2023 (India)

As a service operating primarily in India, we adhere to the principles of lawful processing, purpose limitation, data minimization, and accountability under the DPDP Act. You have the right to access, correct, or erase your personal data, and to nominate someone to exercise your rights in case of incapacity.

GDPR (where applicable)

For users in the European Union or whose data is processed in EU jurisdictions, we extend GDPR-equivalent rights including access, rectification, erasure, restriction, and portability.

Data Processor relationships

Where BatchManage acts as a processor on behalf of an institute (the data controller), our role is governed by our Terms of Service and the institute's own data protection policies. Requests for access or deletion of data entered by an institute should generally be directed to the institute first; BatchManage will support and honour validated requests when the institute cannot or does not respond.

To exercise any rights under these frameworks, email [email protected] or submit a request via our Data Deletion Request page.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

10. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

• Email: [email protected]
• Data deletion requests: batchmanage.com/data-deletion
• Contact page: batchmanage.com/contact