Privacy Policy

Last Updated: July 17, 2026

1. Introduction

This Privacy Policy describes how E Acad Sutra (“we”, “us”, or “our”) collects, uses, stores, shares, and protects information when you use:

  • InstiCloud (https://insti.cloud) — our educational SaaS platform for coaching institutes and schools; and
  • InstiSignal (https://signal.insti.cloud) — our official WhatsApp Business automation platform built on Meta WhatsApp Cloud API.

InstiCloud may include Coaching ERP, Student ERP, Faculty ERP, attendance, fees, website builder, CRM, WhatsApp automation, AI Teacher, AI Assistant, test platform, online classes, analytics, marketplace features, and mobile apps. InstiSignal may include Embedded Signup, Cloud API messaging, broadcasts, templates, automation, AI replies, CRM, lead collection, team inbox, and analytics.

By using these products, you acknowledge this Policy. If you do not agree, discontinue use and contact us to close your account where applicable.

2. Information Collected

We collect information in three main ways: (a) you or your institute provide it; (b) it is generated through product use; and (c) it is received from integrations you enable (for example Meta WhatsApp Cloud API).

3. Educational Data

Educational data means records created or imported for teaching, assessment, administration, and counselling — such as attendance, test scores, results, assignments, batch membership, schedules, and related academic history. Institutes decide what educational data to upload. We process that data to operate InstiCloud modules the institute enables.

4. Student Information

Where entered by an institute, student information may include name, contact details, enrolment identifiers, batch/class assignment, attendance, fees status, assessment results, documents, and communication history (including WhatsApp where used).

5. Parent Information

Parent or guardian information may include name, phone number, email, relationship to the student, and messaging preferences used for fee reminders, attendance alerts, counselling follow-ups, or other institute communications.

6. Faculty Information

Faculty and staff information may include name, role, contact details, timetable allocation, attendance marking activity, and access permissions inside the institute workspace.

7. Institute Information

Institute / business information may include organisation name, branding, address, admin contacts, plan configuration, WhatsApp Business Account identifiers, phone number IDs, templates, automation settings, CRM pipelines, and operational preferences.

8. Billing Information

We collect subscription plan details, invoices, payment status, and related billing references. Card and UPI payments are typically processed by payment partners such as Razorpay. We do not store full payment-card PAN data on our application servers when the gateway handles the transaction.

9. Device, Browser, and IP Information

We may collect IP address, device type, operating system, browser type/language, approximate location derived from IP, login timestamps, and diagnostic logs. This information supports security, fraud prevention, troubleshooting, and product reliability.

10. Cookies

We use cookies and similar technologies for authentication, session security, preferences, and usage measurement. Essential cookies are required for signed-in product use. Details are described in our Cookie Policy.

11. WhatsApp Cloud API

InstiSignal and WhatsApp features in InstiCloud integrate with the Meta WhatsApp Cloud API. Meta Platforms is an independent service provider. Meta processes WhatsApp message delivery, template approval, quality rating, and related network functions under Meta’s own terms and policies.

  • We process message content, media, templates, delivery statuses, and contact WhatsApp IDs to provide inbox, automation, broadcasts, CRM, counselling workflows, and analytics that you configure.
  • We never sell customer conversations or message contents to advertisers or data brokers.
  • Messages and related metadata may be stored only as necessary for delivery confirmation, conversation history, automation execution, analytics, support troubleshooting, and legal compliance.
  • Message delivery depends on Meta. We cannot guarantee that every message will be delivered, read, or approved.
  • Your use of WhatsApp is also subject to Meta Messaging Policy, Meta Commerce Policy, and Meta Business Terms, as applicable.
  • Institutes must obtain valid opt-in consent before messaging contacts and must honour opt-outs.

12. AI Features

Where AI Teacher, AI Assistant, AI replies, OpenAI, Flowise, or similar features are enabled:

  • AI-generated responses can be inaccurate, incomplete, or unsuitable for a specific student or lead.
  • Institutes remain responsible for educational, counselling, admissions, and customer decisions — AI is assistive, not a substitute for qualified human judgment.
  • Prompts, context, and outputs may be processed by us and, if configured by you, by third-party AI providers solely to deliver the enabled feature.

13. Security

We apply reasonable safeguards appropriate to a multi-tenant SaaS platform, including:

  • HTTPS / TLS for data in transit
  • Encryption practices for sensitive credentials and secrets where the product stores them
  • Role-based permissions inside institute workspaces
  • Access controls for administrative operations
  • Audit logs and activity records where available in the product

No system is perfectly secure. Institutes must protect admin credentials and assign roles carefully.

14. Third Parties

Depending on enabled features, data may be processed by:

  • Meta — WhatsApp Cloud API, Embedded Signup, templates, messaging
  • Google — authentication, APIs, or productivity integrations where enabled
  • Razorpay — payment processing
  • YouTube — embedded or linked video content where used
  • OpenAI — optional AI model processing when enabled
  • Flowise — optional AI workflow processing when enabled
  • Cloud hosting providers — infrastructure, storage, and related hosting services

Each provider processes data under its own terms. See also our Data Processing Agreement for institute-controlled personal data.

15. Data Retention

We retain information for as long as needed to provide the services, meet legal and accounting obligations, resolve disputes, and enforce agreements. Institutes may delete or export certain records through available product tools. After subscription end or account closure, data may remain for a limited backup, compliance, or fraud-prevention period, then be deleted or anonymised according to our retention practices. More detail for processor relationships is in the DPA.

16. User Rights

Subject to applicable Indian law and whether we act as controller or processor, individuals may request access, correction, deletion (where permitted), or restriction of personal data. Institute users should first contact their institute administrator for student, parent, or faculty records controlled by the institute. Account-level requests may be sent to contact@insti.cloud.

17. Children's Privacy

Our products are sold to institutes and businesses, not marketed directly to children as individual consumers. Institutes may store information about minors as part of student management and must obtain any parental or guardian consents required by law before uploading children’s data.

18. International Transfers

Our primary operations are oriented to customers in India. Infrastructure, Meta WhatsApp Cloud API, AI providers, or other subprocessors may process data in other countries. Where international transfers occur, we rely on appropriate contractual and technical measures with providers and expect institutes to disclose relevant cross-border processing to their students/parents where required by law.

19. Changes

We may update this Privacy Policy from time to time. The “Last Updated” date above reflects the current version. Material changes will be reflected on this page. Continued use after an update constitutes acceptance where permitted by law.

20. Contact