Privacy Policy

1. Who We Are

CoachOva (coachova.in) is a multi-tenant SaaS platform for coaching institutes and tutoring centres in India. We provide tools for managing students, batches, attendance, fees, and communication between owners, teachers, students, and parents.

CoachOva is operated as a sole proprietorship registered under Udyam Certificate UDYAM-BR-12-0097187, based in Gaya, Bihar, India.

2. Information We Collect

We collect information necessary to provide our services. This includes:

Account & Profile Information

• Full name, email address, phone number
• Role (Owner, Teacher, Student, Parent)
• Coaching institute name and branch details
• Profile photo (optional)

Academic & Operational Data

• Batch and subject enrolment details
• Attendance records
• Fee payment history and dues
• Test scores and performance data
• Homework and assignment submissions

Communication Data

• Messages sent via Group Chat and Complaints features
• Notifications sent via email or SMS

Technical Data

• Browser type, device type, IP address
• Pages visited, session duration (via website analytics tools)
• OTP verification logs

Payment Data

• Fee amounts and payment status
• Transaction IDs (processed via our payment gateway — we do not store card or bank details)

3. How We Use Your Information

We use the collected information to:

• Create and manage your account and institute profile
• Provide attendance tracking, fee management, and academic tools
• Send OTPs for login verification via email
• Process subscription payments for platform access
• Enable communication between institute roles
• Improve platform features and fix bugs using analytics data
• Send important service updates and notifications
• Comply with legal obligations under Indian law

We do not sell your personal data to any third party.

4. Third-Party Services

CoachOva uses trusted third-party services to operate the platform. These services may process your data on our behalf:

• Authentication & Database: Secure cloud-based storage and user authentication
• Payment Processing: Fee and subscription payments are processed by a licensed payment gateway. We do not store your card or bank account details.
• Email Delivery: OTP and notification emails are sent via a third-party email service
• Analytics: We use website analytics to understand platform usage and improve our services
• Hosting: Our platform is hosted on secure cloud infrastructure

Each of these providers processes your data only as instructed by us and in accordance with applicable data protection laws. We share only the minimum data necessary for each service to function.

5. Data Storage & Security

All user data is stored securely on encrypted cloud servers. Each coaching institute can only access its own data — complete tenant isolation is maintained.

We implement industry-standard security measures to protect your data at all times. While we take all reasonable steps to keep your information safe, please ensure you keep your login credentials confidential.

6. Data Retention

We retain your data for as long as your account is active or as needed to provide our services. Specifically:

• Active accounts: data retained indefinitely while the account exists
• Deleted accounts: data removed within 30 days of deletion request
• Payment records: retained for 7 years as required by Indian financial regulations
• Analytics data: retained in aggregated/anonymised form

7. Children's Privacy

CoachOva is a B2B platform used by coaching institutes. Student accounts may include minors. Student accounts are created and managed by the institute owner or teacher — not directly by the student themselves.

We do not knowingly collect personal data from children under 13 without explicit parental or institutional consent. If you believe a minor's data has been collected without proper consent, please contact us immediately at coachova9@gmail.com.

8. Your Rights

As a user of CoachOva, you have the right to:

• Access — Request a copy of your personal data
• Correction — Update incorrect or incomplete information
• Deletion — Request deletion of your account and associated data
• Portability — Request your data in a structured, machine-readable format
• Withdraw Consent — Opt out of non-essential communications at any time

To exercise any of these rights, email us at coachova9@gmail.com. We will respond within 30 days.

9. Cookies & Analytics

CoachOva uses analytics tools to understand how users interact with the platform. These tools use cookies to collect anonymised usage data such as pages visited, session duration, and device type.

You can opt out of analytics tracking by adjusting your browser's cookie settings or using a browser extension that blocks tracking cookies.

We do not use cookies for advertising or tracking across other websites.

10. Changes to This Policy

We may update this Privacy Policy from time to time as our platform evolves. When we make significant changes, we will notify users via email or a notice on the platform at least 7 days before the change takes effect.

The "Last Updated" date at the top of this page always reflects the most recent revision. Continued use of CoachOva after changes are posted constitutes your acceptance of the updated policy.

11. Contact Us

For any privacy-related questions, concerns, or requests, please reach out to us: