Privacy Policy — Feedback Loop by Chaturya Technologies

This Privacy Policy explains how Chaturya Technologies Private Limited ("Chaturya", "we", "us") collects, uses, processes, and protects personal information through the Feedback Loop platform ("Platform") — a SaaS-based feedback management system for educational institutions.

By using the Platform, you agree to the practices described in this policy. If you do not agree, please discontinue use.

1. Scope

This policy applies to all users of Feedback Loop, including:

School administrators (Director/Owner, Management, Staff) who access the Platform to manage feedback cycles, issues, and responses
Parents and guardians who submit feedback through the feedback form (anonymous by default — see Section 2 below for details on optional identifying fields)
Platform administrators (Chaturya team members) who manage school onboarding and support

2. Information We Collect

2.1 School Account Information

When a school is onboarded, we collect:

School name, address, board affiliation (CBSE, ICSE, State Board)
Contact details of authorised school users (name, email, role)
School logo (optional, for branding purposes)
Subscription and billing information

2.2 Parent Feedback Data

When parents submit feedback, we collect:

Star ratings per selected topic (1–5 scale)
Free-text comments (optional)
Class group selection (if configured by the school)
Parent name and child name (only if the school has explicitly enabled these optional fields)

Anonymous by Design — Schools can ask, parents always decide. Feedback submissions are anonymous by default. There is no login required to submit feedback. We do not collect, store, or log IP addresses, browser fingerprints, device identifiers, or any other metadata that could identify a parent. A school may choose to display optional fields (parent name, child name, child's class) on the feedback form, but every such field is always optional — parents are never required to provide identifying information to submit feedback. If a parent voluntarily fills these fields, that information is stored as part of their submission and visible to the school. If a parent leaves them blank, the submission is fully anonymous.

2.3 Usage and Technical Data

For school administrator accounts, we may collect:

Authentication tokens and session data
Action logs (audit trail: who assigned, resolved, or published what, and when)
Browser type, device type, and access timestamps for security monitoring

For parent feedback submissions, we do not collect any technical or device data.

3. How We Use Information

We use collected information solely for:

Delivering Platform services — feedback collection, AI-powered issue clustering, issue tracking, and school response publishing
Maintaining audit trails for compliance and accountability
Generating anonymised, aggregated analytics (e.g., average ratings, response counts)
Sending transactional notifications (issue assignment, cycle published alerts) to school users
Platform security, abuse prevention, and fraud detection
Improving the Platform based on aggregated, non-identifiable usage patterns

4. AI-Powered Processing

Feedback Loop uses artificial intelligence to cluster parent feedback into actionable issues. This processing:

Analyses free-text comments to identify common concerns and assign priority levels
Does not attempt to identify individual parents
Produces results that are reviewed and confirmed by the school's Director before any action is taken
May use third-party AI services (such as Anthropic's Claude API) for text analysis — in such cases, feedback text is sent without any identifying parent information

5. Data Sharing

We do not sell personal information or share data for advertising purposes.

We may share data with:

Hosting providers — for infrastructure and database services (e.g., Railway, Neon, or equivalent)
AI service providers — for feedback clustering (anonymised text only, no parent identity)
Payment processors — for subscription billing (e.g., Razorpay)
Legal authorities — if required by Indian law, court order, or regulatory obligation

6. Data Retention

Schools can configure their data retention period through Platform settings. Options range from per-cycle retention to a maximum of 5 years.

When the configured retention period expires, raw feedback data (individual ratings and comments) is permanently deleted. Aggregated statistics (averages, counts) may be retained for trend analysis.

School account information is retained for the duration of the subscription and for a reasonable period thereafter for billing and legal compliance.

7. Data Security

We implement industry-standard security measures including:

Encrypted communications (HTTPS/TLS) for all data in transit
Token-based authentication (JWT) with session expiry
Role-based access control — school users only see data appropriate to their role
Multi-tenant data isolation — each school's data is logically separated
Parameterised database queries to prevent SQL injection
Input sanitisation on all endpoints to prevent XSS
Tokenised feedback URLs with expiry to prevent form misuse

8. Children's Privacy

Feedback Loop is designed for use by schools (as institutions) and parents (as adults). The Platform does not knowingly collect personal information from children under the age of 18. Feedback forms are intended for parents and guardians only.

If child names are collected (when optionally enabled by the school), this data is visible only to authorised school administrators and is subject to the same data retention and deletion policies.

9. Your Rights

Under applicable Indian law, you may:

Access — Request a copy of personal data we hold about you
Correction — Request correction of inaccurate data
Deletion — Request deletion of your data (subject to legal retention requirements)
Restriction — Request restriction of processing in certain circumstances

For data deletion requests, please email connect@feedbackloop.in with the subject line "Data Deletion Request — Feedback Loop".

Parent feedback data: Feedback is submitted without login. If a parent did not voluntarily fill any of the optional identifying fields (parent name, child name, class), the submission cannot be traced back to an individual — by us or by the school. If a parent did voluntarily fill one or more of those fields, that information is stored as part of the response and is visible to authorised users at the school (Director and, if delegated, Management). We never link any submission to IPs, device identifiers, or external identities — what the school sees is exactly and only what the parent chose to type.

10. Cookies

The parent feedback form does not use cookies. The school administrator portal may use essential cookies or local storage for authentication sessions. We do not use tracking cookies, analytics cookies, or advertising cookies.

11. Governing Law

This Privacy Policy is governed by the laws of India. Any disputes shall be subject to the exclusive jurisdiction of the courts in Bengaluru, Karnataka.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated through the Platform or via email to registered school administrators. Continued use of the Platform after changes constitutes acceptance of the updated policy.

13. Contact Us

For questions, concerns, or requests related to this Privacy Policy:

Chaturya Technologies Private Limited
CIN: U62011KA2025PTC208228
Email: connect@feedbackloop.in
Address: #18, 12th A Cross, Hanumagiri Nagar, Chikkalasandra, Bengaluru – 560061, Karnataka, India