Privacy Policy
Effective Date: January 2026 | Last Updated: January 29, 2026
Introduction
Iconiq School Management System ("we," "us," "our," or "Iconiq") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our cloud-based school management platform.
Please read this Privacy Policy carefully. If you do not agree with our practices, please do not use the Software.
1. Information We Collect
A. School & Institutional Data
When your institution subscribes to Iconiq, we collect:
- School name, address, registration number
- Contact information for administrators and authorized users
- Institution type and size
- Billing and payment information
B. Student Data
Schools enter student information including:
- Names, dates of birth, and unique ID numbers
- Contact information (phone, email, address)
- Academic records, grades, attendance, and performance
- Health and medical information (if provided by school)
- Photographs (optional)
C. Parent & Guardian Data
We collect information about parents and guardians, including:
- Name and relationship to student
- Contact information (phone, email)
- Emergency contact details
D. Staff Data
School staff accounts include:
- Name, employee ID, designation
- Contact information (email, phone)
- Department and subject assignment
- Attendance and payroll records (if applicable)
E. Usage & Technical Data
We automatically collect:
- Login times and access frequency
- IP addresses and device information
- Browser type and operating system
- Pages visited and features used
- Error logs and performance metrics
2. How We Use Your Information
We use collected information for:
- Service Delivery: Operating the Software and delivering features your school uses
- Support: Providing customer support and resolving technical issues
- Improvement: Enhancing features, user experience, and performance
- Security: Detecting fraud, abuse, and unauthorized access
- Analytics: Understanding usage patterns to improve the platform
- Communication: Sending updates, service announcements, and support messages
- Legal Compliance: Complying with applicable laws and regulations
3. Data Security & Encryption
Encryption: All data transmitted between your institution and our servers is encrypted using industry-standard SSL/TLS encryption (256-bit).
Data Protection: Data at rest is encrypted using AES-256 encryption. Access to stored data is restricted to authorized personnel only.
Security Measures: We implement:
- Regular security audits and penetration testing
- Multi-factor authentication for admin access
- Role-based access control (RBAC)
- Activity logging and intrusion detection
- Regular software patches and updates
However, no system is 100% secure. We encourage you to use strong passwords and report any security concerns immediately.
4. Cookies & Analytics
Cookies: We use cookies to remember login sessions, user preferences, and to track non-identifying information about how you use the platform.
Google Analytics: We use Google Analytics to analyze anonymous usage patterns. This does not identify individuals.
You can disable cookies in your browser settings, but this may limit Software functionality.
5. Third-Party Integrations
Iconiq may integrate with third-party services for enhanced functionality, including:
- Payment processors for billing
- Email and SMS providers for communications
- Cloud infrastructure providers for data hosting
- Analytics platforms for usage insights
We share only the minimum data necessary with these partners and require them to maintain confidentiality and security standards equivalent to our own.
6. Data Retention
Active Accounts: While your subscription is active, we retain all data you provide.
After Termination: Upon subscription termination, you have 30 days to export your data. After 60 days, we permanently delete all data associated with your account from our active servers. Backups may be retained for 90 additional days for recovery purposes only.
7. Children's Data Protection
Important for Schools: Iconiq serves educational institutions where student data (including minors) is processed. We treat all student data with the highest level of protection.
Schools' Responsibility: Your school is responsible for:
- Obtaining appropriate parental/guardian consent for data collection
- Ensuring compliance with local and national education privacy laws
- Restricting student access to age-appropriate features
- Managing user permissions and data sharing appropriately
Iconiq does not sell or market to minors. All student data processing is conducted exclusively for the school's educational purposes.
8. User Rights & Data Access
Depending on your location, you may have the right to:
- Access: Request copies of your data
- Correction: Correct inaccurate or incomplete data
- Deletion: Request deletion of data (subject to legal requirements)
- Portability: Export data in standard, portable formats
- Objection: Opt-out of non-essential processing
To exercise these rights, contact support@iconiqoakmont.com.
9. Data Transfers & International Users
Iconiq operates cloud infrastructure primarily in India. If you are located outside India, your data will be transferred to and stored in India. By using Iconiq, you consent to this transfer.
10. Policy Updates
We may update this Privacy Policy periodically. Material changes will be communicated via email or through the Software. Your continued use constitutes acceptance of the updated policy.
11. Contact Us
For privacy concerns, data requests, or to report a data breach, contact: