Gradus is software that tutoring and test-prep institutes use to run online classes, track attendance, bill families and pay tutors. It is operated by GRADUS EDUCATION PRIVATE LIMITED (“Gradus”, “we”, “us”). This policy explains what personal data we handle, why, and what you can do about it.
1. Who is responsible for your data
Gradus handles personal data in two different roles.
When we decide how it is used
For people who visit gradusprep.com, ask us for a demo, or hold a staff account at an institute that uses Gradus, we decide why and how the data is used. Under India’s Digital Personal Data Protection Act 2023 we are the Data Fiduciary for this data (a “controller” under laws such as the GDPR).
When we act for an institute
Students, parents and the classes they take belong to the institute that enrolled them. The institute is the Data Fiduciary for that data, and Gradus processes it only on the institute’s instructions, as its Data Processor. If you are a student or parent, your institute’s own privacy policy applies, and they are the first people to contact about your data. We will help them answer you.
2. What we collect
- Demo requests: your name, your institute, your email address and any note you add.
- Accounts: name, email address and sign-in details for staff, students and parents who sign in. Sign-in is provided by Clerk, so passwords and verification codes are handled by them, not stored by us.
- What an institute enters: student and parent names and email addresses, tutors and their pay rates, subjects, courses, hour packages, payments the institute records, and its name and logo.
- Class attendance: when each person joined and left each online class, as reported by the video provider. This is what billing and tutor pay are calculated from.
- Email records: which reminders were sent, and whether an address bounced, complained or unsubscribed, so that we stop writing to it.
What we do not collect
- We do not record classes. Video and audio pass through the video provider and are not stored by Gradus.
- We do not take card or bank details. Gradus records payments an institute tells it about; it does not move money.
- We use no analytics, advertising or tracking services.
3. How we use it
- To run classes: schedule them, open the video rooms, and let the right people join.
- To work out billable time from attendance, and from that the charges to families and the pay owed to tutors, for the institute to review.
- To send class reminders and account emails.
- To answer demo requests and support questions.
- To keep the service secure, and to find and fix problems.
We never sell personal data. We do not use anyone’s data for advertising, and we never track, profile or target advertising at children.
4. Children
Many students are under 18. Gradus has no direct relationship with them: an institute enrols its students and is responsible for obtaining verifiable consent from a parent or lawful guardian where the law requires it. We process children’s data only to provide the service to their institute, and never for tracking, behavioural monitoring or advertising.
6. Who we share it with
We use a small number of service providers to run Gradus. Each receives only what it needs, and only to provide its service to us:
- Vercel — hosts the website and application.
- Neon — hosts the database.
- Clerk — accounts and sign-in.
- Amazon Web Services (SES) — sends email.
- Daily — video classrooms.
- Zoom — only if an institute chooses to connect it for its classes.
These providers may store or process data outside India. Where they do, we rely on their contractual commitments to protect it, and on transfers permitted by law. We also disclose data where the law requires us to.
7. How long we keep it
- Institute data is kept while the institute uses Gradus. When its account ends, it is deleted within 60 days, apart from anything we must keep by law.
- Demo requests are kept while they are relevant to a conversation with you, and deleted on request.
- Unsubscribes are kept for as long as Gradus sends email for that institute, because deleting one would start the emails again.
8. How we protect it
- All traffic to Gradus is encrypted in transit.
- Credentials an institute gives us for other services, such as its video provider’s key, are encrypted before they are stored.
- Each institute’s data is kept separate, and people see only what their role allows: students their own classes, parents their own children, staff their own institute.
9. Your rights
You can ask us to:
- tell you what personal data we hold about you and how it is used;
- correct, complete or update it;
- erase it, where we no longer need it or you withdraw consent;
- nominate someone to exercise these rights for you if you are unable to; and
- address a grievance about how your data has been handled.
Depending on where you live, you may have further rights, such as to object to processing or receive a copy of your data. Email privacy@gradusprep.com and we will reply within 30 days. If your data belongs to an institute’s records, we will pass your request to them and help them answer it.
Grievance officer
Tarun, at privacy@gradusprep.com. If you are not satisfied with our response, you may complain to the Data Protection Board of India or the data protection authority where you live.
10. Changes and contact
When we change this policy we will update the date at the top, and tell institutes about significant changes before they take effect.
GRADUS EDUCATION PRIVATE LIMITED, Lajpat Nagar, Delhi, India. Email: privacy@gradusprep.com.