Privacy Policy

Effective Date: June 25, 2026

Koshi St. James Secondary School ("Koshi Academy", "we", "our", or "us") operates the Koshi Academy mobile application (the "App") and the website www.koshistjames.edu.np (the "Website"). This Privacy Policy describes how we collect, use, disclose, and safeguard your information. By using the App or Website, you agree to this policy.

1. Information We Collect

a) Information You Provide Directly

We collect personal information you voluntarily submit through forms and features, including:

• Student Registration: Student name, date of birth, grade/class, parent/guardian name, contact number, email address, and postal address.
• Entrance Exam Registration: Candidate name, contact details, educational background, and program preferences.
• Convocation Registration: Graduate name, contact information, and verification details.
• Job Applications: Applicant name, contact details, resume/CV, educational qualifications, and work experience.
• Contact Forms: Name, email address, phone number, and message content.
• Voting / Election System: Token-based voter credentials. Votes are stored anonymously; tokens are permanently locked after submission.
• Bootcamp & Scholarship Registrations: Participant name and contact details.
• Club Membership Applications: Member name and contact details.

b) Automatically Collected Information

When you use the App or Website, we may automatically collect:

• Device type, operating system, and version
• Browser type and preferred language
• IP address and approximate geographic location (country / region level only)
• App usage patterns and interaction data
• Crash reports and performance diagnostics

c) Information We Do Not Collect

• Payment or financial information
• Precise GPS location
• Device contacts, microphone, or camera data (unless explicitly granted for a specific feature)

2. How We Use Your Information

We use the information we collect to:

• Process student registrations, entrance exam applications, and admissions
• Manage convocation registrations and verifications
• Process job applications and support recruitment
• Facilitate school elections and voting in a secure, anonymous manner
• Deliver important school notices, events, results, and news
• Provide bus route schedules and school timetables
• Respond to inquiries submitted via contact forms
• Improve and maintain the App and Website
• Ensure the security and integrity of our systems

3. Sharing and Disclosure of Information

We do not sell, rent, or trade your personal information to third parties. We may share your information only in these limited circumstances:

• School Administration: Relevant departments receive data needed to process your request (e.g., admissions office, examination board).
• Service Providers: Trusted vendors who help us operate the App and Website (e.g., web hosting), bound by confidentiality agreements.
• Legal Obligations: When required by applicable law, court order, or governmental authority.
• Safety: To protect the rights, property, or safety of Koshi Academy, our students, staff, or the public.

4. Data Security

We implement industry-standard technical and organisational safeguards, including:

• SSL / TLS encryption for all data transmitted between your device and our servers
• Access controls and role-based permissions on our backend systems
• Regular security updates and audits
• Token-based, anonymous vote storage for our election system

While we strive to protect your data, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but will notify affected users of any breach as required by law.

5. Data Retention

We retain personal data only as long as necessary to fulfil the purposes described in this policy or as required by law. Academic and enrollment records may be kept for the duration of a student's enrollment and a reasonable administrative period thereafter. You may request deletion of your data at any time (see Section 7).

6. Children's Privacy

Our App and Website are intended for use by students (including minors), parents, and school staff. We do not knowingly collect personal information from children under 13 without verifiable parental or guardian consent. If you believe we have inadvertently collected such information, please contact us immediately and we will take prompt steps to delete it.

7. Your Rights

You have the right to:

• Access: Request a copy of the personal data we hold about you.
• Correction: Ask us to correct inaccurate or incomplete data.
• Deletion: Request erasure of your personal data, subject to legal retention obligations.
• Objection: Object to processing of your data for certain purposes.
• Portability: Request your data in a structured, machine-readable format.

To exercise any of these rights, contact us at the details in Section 10.

8. Third-Party Links

The App and Website may contain links to external websites or services (e.g., social media platforms). We are not responsible for the privacy practices of those third parties and encourage you to review their policies before providing any personal information.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Effective Date" at the top of this page and, where appropriate, notify you via the App or email. Continued use of the App or Website after changes constitutes acceptance of the revised policy.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, please reach out: