Privacy Policy

This Privacy Policy explains how CoachingWallah ("we", "us") collects, uses, and protects data in connection with the Service, in line with India's Digital Personal Data Protection Act (DPDP Act, 2023).

1. Who This Applies To

CoachingWallah is used by coaching institutes ("Institutes") to manage their own leads, students, and staff. For data about leads, students, and parents that an Institute enters into the Service, the Institute is the data controller/fiduciary and we act as a data processor on the Institute's behalf. For data about Institute owners and staff accounts, we act as the data fiduciary.

2. What We Collect

• Account data: name, email, phone, and institute name provided at signup.
• Institute data: leads, students, courses, batches, attendance, exam scores, fee payments, and staff records entered by the Institute.
• Communications: WhatsApp/SMS/email messages sent through the Service, and inbound replies, where the Institute has connected those channels.
• Payment data: subscription and AI-credit payments are processed by Razorpay; we store the resulting order/payment status, not full card or bank details.
• Usage data: login activity and an audit log of sensitive actions (e.g. permission changes, exports) for security purposes.

3. How We Use Data

• To provide and operate the Service (e.g. displaying leads, sending scheduled reminders).
• To send transactional notifications the Institute has enabled (fee reminders, attendance alerts, etc.).
• Where an Institute enables AI features, relevant lead/student data is sent to OpenAI's API to generate a score or suggestion; OpenAI does not use this data to train its models under its API terms.
• To detect abuse and secure the Service (e.g. rate-limiting public forms).

4. Data Sharing

We do not sell personal data. Data is shared only with the sub-processors needed to run the Service: Supabase (database/authentication hosting), Razorpay (payments), Meta and Twilio (WhatsApp/SMS delivery), OpenAI (AI features, only when enabled), and Google (Calendar sync, only when connected).

5. Data Retention & Deletion

Institute data is retained for as long as the account is active. An Institute owner can export their data at any time from Settings > Data & Privacy. To request deletion of an account and its data, contact us at the address below — we will act on verified requests within the timeframe required by applicable law.

6. Security

Data is encrypted in transit (TLS) and at rest by our infrastructure provider. Access within an Institute is controlled by role-based permissions, and owners can enable two-factor authentication (TOTP) on their account.

7. Your Rights

Depending on your role and applicable law, you may have the right to access, correct, or request deletion of your personal data. Institute staff and leads/students should direct such requests to the Institute that collected their data; Institute owners can contact us directly.

8. Cookies

We use only the cookies necessary to keep you signed in (authentication session cookies). We do not use third-party advertising or tracking cookies.

9. Changes to This Policy

We may update this Policy from time to time; material changes will be notified via email or an in-app notice.

10. Contact

For privacy questions or data requests, contact privacy@coachingwallah.com.