Privacy Policy

Skolar Bot is a school platform (ERP, LMS, AI tutor and related apps) and the Skolar Bot assistant, operated by Xenocipher Private Limited (“Xenocipher”, “we”, “us”). This policy covers the website skolarbot.com and its sub-domains, our enquiry and demo forms, and our official accounts on Facebook, Instagram and WhatsApp.

When a school uses the Skolar Bot platform for its own students, parents and staff, the school decides how that data is used and we process it on the school’s behalf. The school’s own privacy notice applies to that data; this policy explains our part.

• Demo and contact requests: your name, work email, school name, phone number (optional) and your message, and — only if you tick the optional box — your consent to receive SkolarBot updates on WhatsApp, recorded with the wording you agreed to and the time.
• Admission enquiries on a school’s page: the child’s name, the parent’s name, phone number and email, which we pass to that school.
• Messages on Facebook, Instagram and WhatsApp: see section 3.
• School platform accounts: the account and school records a school adds to the platform (for example names, class details, attendance and fee records).
• Automatically: pages visited, device and browser type, approximate location derived from your IP address, and cookies used by Google Tag Manager and Google Analytics; our servers also keep standard technical logs (IP address, time, requested page) for security.

We run the official Skolar Bot Facebook Page, the Instagram account @skolarbot_official and the WhatsApp Business number +91 76785 92540. We connect to them through Meta’s official APIs (the Facebook Graph API, the Instagram Graph API and the WhatsApp Business Platform). When you interact with these accounts we receive:

• WhatsApp: your WhatsApp phone number, the profile name you set, the messages and media you send us, buttons you tap in our messages, and delivery and read status of the messages we send.
• Facebook: your public name and Facebook-assigned ID, and the comments and mentions you post on or about our Page.
• Instagram: your username and Instagram-assigned ID, comments and mentions on our posts, and direct messages you send to our account.

We use this data only to reply to you, provide the information or service you asked for (for example confirming or rescheduling a demo), keep a record of the conversation, and handle requests to stop or delete. We do not sell it, we do not use it to build advertising profiles, and we do not send you WhatsApp marketing unless you have agreed to receive it — for example by ticking the WhatsApp updates box on our demo form, or saying yes when we ask in a chat. Replying STOP withdraws that consent. Messages you receive from us outside a conversation you started use templates approved by Meta.

Some replies may be drafted with the help of AI (see section 4); a member of our team reviews them before they are sent. Meta also processes this data under its own policies: see the Meta Privacy Policy and the WhatsApp Privacy Policy.

• To reply to enquiries, arrange and remind you about demos, and provide support.
• To provide and maintain the Skolar Bot platform for schools that use it.
• To send product updates or offers, only where you have agreed; you can stop them at any time.
• To draft replies faster using AI services. AI output is reviewed by our team before it is sent, and we do not allow these providers to use your data to train their models where the service offers that choice.
• To understand how the website is used and improve it.
• To keep our services secure, prevent abuse, and meet legal obligations.

We share personal data only with:

• Meta Platforms (Facebook, Instagram, WhatsApp) — to deliver and receive messages and comments.
• OpenAI — AI services that help draft replies and power AI features.
• Microsoft — email delivery.
• Google — website analytics and tag management.
• Hosting and infrastructure providers that run our servers.
• Schools — the school you enquire with, or whose platform account you use.
• Authorities — when the law requires it.

These providers act on our instructions. Some of them process data outside India. We never sell personal data.

Access to personal data is limited to staff who need it. Messages received from Facebook, Instagram and WhatsApp, and the credentials that connect our accounts, are stored encrypted, and access to them is logged.

We keep personal data only as long as needed for the purpose it was collected for — for example, while an enquiry or customer relationship is active — and then delete or anonymise it, unless the law requires us to keep it longer.

• Stop WhatsApp messages: reply STOP or tap the stop button in our message. We will not message you again unless you contact us.
• Access, correct or delete your data, or withdraw consent: email skolar@xenocipher.com.
• Delete your data: follow the steps on our Data Deletion page.
• Cookies: you can block or delete cookies in your browser settings.
• If you are in India you have the rights given by the Digital Personal Data Protection Act, 2023, including grievance redressal; if you are in the UK or EU you have rights under the GDPR. For school platform data, contact your school first — we will help them respond.

Our website forms and social accounts are meant for adults — school staff and parents. Data about students on the Skolar Bot platform is provided and controlled by their school, with the consent the law requires. If you believe a child has sent us personal data directly, contact us and we will delete it.

We may update this policy; the date at the top shows the latest version, and we will announce material changes on this website.

Questions, requests or complaints — including to our Grievance Officer — can be sent to Xenocipher Private Limited at skolar@xenocipher.com or on WhatsApp at +91 76785 92540. We aim to reply within 30 days.