Terms of Service — Smart Attendance System

2.1 Introduction and Acceptance

These Terms of Service ("Terms") govern your use of the Smart Attendance System("the Platform") as provided by your school ("the School"). The Platform is operated by Ganat Infotech on behalf of the School.

By accessing or using the Platform — whether as a parent/guardian, teacher, or staff member — you agree to be bound by these Terms, the Privacy Policy, the Disclaimer, and the DPDP Notice. If you do not agree, please do not use the Platform and contact the school administration.

The School reserves the right to update these Terms at any time. Continued use after changes constitutes acceptance. Material changes will be communicated through the Platform or other appropriate channels.

2.2 Account Responsibilities

For parents and guardians:

• You are responsible for maintaining the confidentiality of your login credentials. Credentials must not be shared with anyone, including other family members or other parents.
• You are responsible for all activity under your account. Notify the school immediately if you suspect unauthorised access.
• You must provide accurate and up-to-date contact information (mobile number, email) to ensure attendance notifications reach you.

For teachers and staff:

• Your account is issued by the school and is for your professional use only. Do not share your credentials with other staff members.
• You must access only the data and features authorised for your role. Attempting to access data outside your scope is a violation of these Terms and may result in disciplinary action.
• All actions you perform in the Platform are logged in the audit trail with your identity and timestamp.
• You must report any suspected data breach, security incident, or unauthorised access to the school administration and the Platform's Grievance Officer immediately.

2.3 Acceptable Use

The Platform is provided solely for attendance management, parent communication, student record-keeping, and related school operations. Users may not:

• Use the Platform for any unlawful, abusive, or unauthorised purpose.
• Attempt to access data belonging to other users, students, or classes outside their authorised scope.
• Interfere with or disrupt Platform functionality, security mechanisms, or other users' access.
• Extract, scrape, bulk-download, or redistribute personal data from the Platform for any purpose not authorised by the School.
• Share student or parent personal data obtained through the Platform with any unauthorised party, including on social media, messaging groups, or external websites.
• Use information from the Platform to discriminate against, harass, or target any student, parent, or staff member.

2.4 Data Handling

Personal data processed through this Platform is handled in accordance with our Privacy Policy and in compliance with the Digital Personal Data Protection Act, 2023. Please review the Privacy Policy to understand what data is collected, how it is used, your rights as a Data Principal, and how to exercise those rights.

Staff members who handle personal data as part of their duties are bound by confidentiality obligations. Misuse of personal data accessed through the Platform may result in disciplinary action and may be reportable to the Data Protection Board of India.

2.5 RFID Card Responsibilities

RFID cards remain the property of the School. Students and parents must:

• Report lost or stolen cards immediately to the school office.
• Not share, lend, or allow another person to use the card.
• Not tamper with, damage, or attempt to duplicate the card.
• Return the card upon leaving the school or when requested by the administration.

The School may charge a replacement fee for lost or damaged cards as per its fee policy. Attendance records generated from RFID taps reflect the moment of card interaction with the reader device.

2.6 WhatsApp Messaging Terms

If the School has enabled WhatsApp-based attendance notifications:

• Messages are sent via the WhatsApp Business API provided by Meta Platforms Inc. By opting in, you agree to receive automated attendance alert messages from the School's verified WhatsApp Business number.
• You may opt out at any time by replying "STOP" followed by your child's name. Opt-out takes effect immediately.
• Message delivery depends on Meta's infrastructure and is subject to WhatsApp's Terms of Service. Neither the School nor Ganat Infotech guarantees delivery timing, read receipt accuracy, or uninterrupted service.
• Opting out of WhatsApp messages does not affect your child's attendance records or your rights under these Terms.
• Standard mobile data charges from your telecom provider may apply for WhatsApp messaging.

2.7 Staff-Specific Terms

For class teachers:

• You may view and manage attendance only for your assigned classes. Accessing data for other classes without authorisation is prohibited.
• Manual attendance entries and corrections submitted by you are logged with your identity and are subject to approval by the Principal.
• You may record parental consent for students in your class as part of the enrolment/onboarding process.

For administrative staff:

• You may access school-wide attendance data, manage RFID cards, configure system settings, and process data subject requests as authorised by the Principal.
• You may record offline (physical form) consent for parents on behalf of the school. The system automatically records your identity as the staff member who entered the consent.
• You must not modify system configurations without proper authorisation.

For principals:

• You have full administrative access to your school's data within the Platform.
• You are responsible for ensuring your school's DPDP configuration (grievance officer, data retention period, consent text) is accurate and up to date.
• You are responsible for appointing and maintaining a Grievance Officer as required by the DPDP Act.

2.8 Limitation of Liability

The School and Ganat Infotech make reasonable efforts to ensure accurate attendance records and Platform availability, but do not guarantee uninterrupted or error-free service. To the maximum extent permitted by applicable law, neither the School nor Ganat Infotech shall be liable for:

• Indirect, incidental, special, consequential, or punitive damages.
• Loss of data, inaccurate attendance records, or failed message delivery.
• Actions of third-party service providers (Meta, hosting providers, telecom operators).
• System unavailability due to maintenance, outages, or force majeure events.

2.9 Termination

The School may suspend or terminate your access to the Platform at any time for violation of these Terms, upon the student's departure from the school, upon termination of employment (for staff), or for any other lawful reason. Upon termination, your data will be handled in accordance with the Privacy Policy and the School's data retention policy.

2.10 Governing Law

These Terms are governed by the laws of India, including the Digital Personal Data Protection Act, 2023, the Information Technology Act, 2000, and applicable education regulations. Disputes shall be subject to the jurisdiction of courts in the city where the School is located.

2.11 Contact

School-specific contact details are available after you sign in to your school's account.

For school-specific terms: contact the school administration or visit Settings → DPDP in this platform.