Privacy Policy

This Privacy Policy explains how Sproutly Solution Private Limited (“Sproutly”, “we”, “us”, “our”), the owner and operator of the Sproutly pre-school management application (“App”, “Sproutly”, “Service”), collects, uses, stores, shares, and protects information when pre-schools, teachers, staff, and parents/guardians use the App.

Sproutly is designed for use by pre-school institutions to manage admissions, attendance, fee collection, daily activity updates, communication, and related administrative functions, including information relating to children enrolled at partner schools.

By registering for, accessing, or using Sproutly, the school administrator, staff member, or parent/guardian agrees to the practices described in this Policy. If you do not agree, please do not use the App.

“School”: the pre-school institution that has subscribed to Sproutly for institutional management.

“Parent/Guardian”: the verified parent or legal guardian of a child enrolled at a School using Sproutly.

“Child Data”: any personal data relating to a child under 18 years of age, including a child enrolled at a School.

“Data Fiduciary”: Sproutly Solution Private Limited, which determines the purpose and means of processing personal data through the App.

“Data Principal”: the individual to whom the personal data relates (School staff, Parent/Guardian, or, through their guardian, the Child).

3.1 Information from School Administrators and Staff

Name, designation, mobile number, email address, and login credentials

School name, address, registration details, and branch information

Staff attendance, role assignments, and payroll-related information (if used)

3.2 Information from Parents/Guardians

Name, mobile number, email address, residential address, and relationship to the child

Identity verification details where required to confirm guardianship

Payment and billing information for fee transactions

Communication history with the School through the App (messages, notices, complaints)

3.3 Child Data (collected only through the School and with verifiable parental consent)

Child’s name, date of birth, gender, photograph, and enrolled program/class

Attendance records, daily activity logs, meal/nap updates, and developmental notes shared by teachers

Health-related information voluntarily shared by parents (allergies, medical conditions) for the child’s safety

Photographs and short videos captured during school activities, shared only with that child’s own parent/guardian and authorised School staff

3.4 Automatically Collected Information

Device type, operating system, App version, and unique device identifiers

App usage logs, crash reports, and diagnostic data for improving reliability

IP address and approximate location (city-level) for security and fraud prevention

To operate core School management features — admissions, attendance, fee collection, activity updates, and parent-teacher communication

To process fee payments and issue receipts through our payment gateway partners

To send essential notifications (attendance alerts, fee reminders, School announcements) via app notifications, SMS, or WhatsApp

To maintain the safety and security of the App, including preventing unauthorised access to a child’s records

To comply with legal, regulatory, and educational record-keeping obligations applicable to Schools

To improve the App through aggregated, anonymised usage analysis — never through profiling or behavioural tracking of children

Sproutly is a business-to-business-to-parent platform — Child Data is provided to us by the School and Parent/Guardian for the specific purpose of school administration, not collected directly from children. In line with the Digital Personal Data Protection Act, 2023 and its 2025 Rules, we apply the following safeguards:

Verifiable parental consent: Child Data is processed only where the enrolling School has obtained, or facilitates our obtaining, verifiable consent from the child’s parent or lawful guardian at the time of admission/onboarding to the App.

No tracking or targeted advertising: We do not use Child Data for behavioural monitoring, profiling, or targeted advertising, and Sproutly does not display third-party advertisements to child or parent accounts.

Purpose limitation: Child Data is used strictly for school administration, safety, and parent communication — never sold, rented, or used for any unrelated commercial purpose.

Access restriction: A child’s records and photographs are visible only to that child’s own parent/guardian and the authorised staff of their specific School branch.

Parental rights: A parent/guardian may request access to, correction of, or deletion of their child’s data at any time by contacting the School or Sproutly directly (see Section 15).

We do not sell personal data or Child Data. We share information only in the following circumstances:

With the School: Staff of the School where the child is enrolled can access relevant records to perform their administrative and educational duties.

With service providers: Payment gateways (for fee processing), SMS/WhatsApp/cloud hosting providers, strictly under contractual confidentiality obligations and only to the extent necessary to provide the Service.

For legal compliance: Where required by applicable law, court order, or a lawful request from a government or regulatory authority.

Business transfers: In the event of a merger, acquisition, or restructuring of Sproutly, with continued protection of data under an equivalent policy.

Data is stored on secure cloud servers with encryption in transit (HTTPS/TLS) and at rest

Access to Child Data within Sproutly is restricted to authorised personnel on a need-to-know basis

Role-based access control ensures School staff can only view data relevant to their own branch/class

We conduct periodic security reviews and require service providers to maintain comparable safeguards

We retain Child Data and Parent/Guardian data for as long as the child is enrolled at the School and using Sproutly, and for a reasonable period thereafter (typically up to 3 years) to comply with educational record-keeping norms, resolve disputes, and meet legal obligations, after which it is securely deleted or anonymised, unless a longer retention period is required by law or requested by the School/parent for record continuity.

The Sproutly web dashboard (used by School administrators) may use essential cookies for login sessions and security. We do not use third-party advertising cookies. Users can control cookie preferences through their browser settings; disabling essential cookies may affect App functionality.

Subject to applicable law, School staff and Parents/Guardians (on behalf of themselves and their child) may:

Request access to the personal data we hold about them or their child

Request correction of inaccurate or incomplete data

Request deletion of data, subject to the School’s legitimate record-keeping requirements during active enrolment

Withdraw consent for optional processing (e.g., optional photo-sharing features) at any time, without affecting core School administration functions

Raise a grievance with our Grievance Officer (Section 15) if a request is not addressed satisfactorily

11.1 Cancellation by the School (Subscribing Institution)

A School may cancel its Sproutly subscription at any time by submitting a written cancellation request to Sproutly via email or the in-app support option

Cancellation requests must be submitted at least 15 days before the next billing cycle to avoid being charged for the following period

Upon cancellation, the School will retain access to the App until the end of the current paid billing period, after which access will be disabled

Schools may export their attendance, fee, and student records for a period of 30 days after cancellation, after which data will be handled as per Section 8 (Data Retention)

11.2 Cancellation by Parents/Guardians

Individual parent accounts are linked to their child’s enrolment at a subscribing School and are typically managed through the School (e.g., on withdrawal of the child from the School)

Where a parent has a separate paid add-on subscription directly with Sproutly (if applicable, e.g., premium features), they may cancel it anytime through their account settings, effective at the end of the current billing cycle

11.3 Cancellation by Sproutly

We reserve the right to suspend or cancel a School’s or user’s access in cases of non-payment beyond the grace period, violation of these policies or our Terms of Service, or misuse of the platform, including any unauthorised handling of Child Data. Where possible, prior written notice will be provided.

12.1 Subscription Fees

Subscription fees paid by Schools are billed monthly, quarterly, or annually as per the plan selected at sign-up

Fees already paid for the current billing period are non-refundable once the billing period has begun, except as described below

If a School cancels before a new billing cycle begins, no further charges will apply, but the already-paid current period is not refunded on a pro-rata basis

12.2 Eligible Refund Situations

Duplicate or erroneous payment charged due to a technical error on our payment gateway or App — fully refundable upon verification

Service unavailability: if Sproutly is not accessible for more than 5 consecutive business days due to a fault attributable to Sproutly, an affected School may request a pro-rata credit or refund for that downtime

Non-delivery of a paid add-on feature that was not activated within 15 days of payment

12.3 Non-Refundable Situations

Change of mind after the billing period has started

Reduced usage or partial use of the App during a billing cycle

Cancellation initiated due to violation of our Terms of Service

Third-party payment gateway charges or taxes already remitted to the government

12.4 Refund Process and Timeline

Refund requests must be raised in writing within 7 days of the disputed charge, along with transaction details

Approved refunds will be processed to the original payment method within 7–10 business days

Sproutly will communicate the outcome of a refund request within 5 business days of receiving it

Sproutly integrates with third-party payment gateways and communication providers (such as SMS/WhatsApp Business API providers) solely to enable fee collection and notifications. These providers process data under their own privacy policies and applicable contractual safeguards; we encourage Schools and parents to review the relevant third-party policy where linked within the App.

We may update this Policy from time to time to reflect changes in our practices, features, or legal requirements, including future amendments to the DPDP Act and Rules. Material changes will be notified to Schools and Parents/Guardians via in-app notice or email at least 15 days before taking effect. Continued use of Sproutly after the effective date constitutes acceptance of the revised Policy.

In accordance with the Digital Personal Data Protection Act, 2023 and applicable Indian IT Rules, any questions, requests, or grievances regarding this Policy, Child Data, cancellations, or refunds may be directed to:

Grievance Officer / Data Protection Contact: Sproutly Solution Private Limited

Address: 504 Shades View Phase II, Kaspate Wasti, Wakad, Pune 411057

Phone: +91 98193 42824

Email: contact@sproutly.com

We aim to acknowledge all grievances within 48 hours and resolve them within 30 days, in line with applicable regulatory timelines.

This Policy is governed by the laws of India, including the Digital Personal Data Protection Act, 2023, the Information Technology Act, 2000, and applicable rules made thereunder. Any disputes shall be subject to the exclusive jurisdiction of the courts at Pune, Maharashtra.