Privacy policy

1. Introduction

Kwilo AI ("we," "our," or "us") is committed to protecting the privacy of our users, including learners, trainers, parents, and school administrators. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our educational platform and mobile application.

By using Kwilo AI, you consent to the data practices described in this policy. If you do not agree with the terms of this Privacy Policy, please do not access the application.

2. Information we collect

2.1 Personal information

We may collect the following personal information:

• Name, email address, and contact information
• School affiliation and academic details (class, section, subjects)
• User credentials (username and encrypted password)
• Profile information provided by school administrators
• Parent-child relationship data for parental access

2.2 Biometric data (face recognition)

Important: Our mobile application uses camera functionality for face recognition-based attendance tracking. This feature:

• Captures facial images for the purpose of learner attendance verification
• Converts facial images into mathematical representations called "embeddings"
• Stores embeddings securely - original facial images are not retained after processing
• Requires explicit consent from parents/guardians for learners under 18
• Is used solely for attendance verification and not for any other purpose

2.3 Usage data

We automatically collect certain information when you use our platform:

• Learning progress and course completion data
• Assignment submissions and grades
• Kwilo Tutor conversation history (for educational continuity)
• Device information and app usage analytics
• Attendance records and timestamps

3. How we use your information

We use the collected information for the following purposes:

• Educational services: To provide personalized learning experiences, track academic progress, and facilitate communication between learners, trainers, and parents
• Attendance management: To verify learner attendance using face recognition technology
• AI-powered learning: To provide intelligent tutoring and personalized educational content
• Communication: To send notifications about assignments, grades, and school announcements
• Platform improvement: To analyze usage patterns and improve our services
• Safety and security: To maintain the security of our platform and prevent unauthorized access

4. Camera permission and face recognition

Our mobile application requests camera permission specifically for the face recognition attendance feature. Here's what you need to know:

• Purpose: Camera access is used exclusively for capturing facial images during attendance marking
• Processing: Facial images are processed on-device using machine learning models to generate embeddings
• Storage: Only mathematical embeddings are stored; raw facial images are not retained
• Consent: Face enrollment requires explicit consent from parents/guardians for minor learners
• Deletion: Face embeddings can be deleted upon request from the school administrator
• No third-party sharing: Facial data is never shared with third parties or used for advertising

5. Data sharing and disclosure

We may share your information in the following circumstances:

• With schools: Learner data is shared with the respective school administration for educational purposes
• With parents: Parents/guardians can access their child's academic progress, attendance, and communications
• Service providers: We use trusted third-party services for hosting, analytics, and AI capabilities (Google Cloud, OpenAI, etc.)
• Legal requirements: When required by law or to protect our rights and safety

We do not sell personal information to third parties.

6. Data security

We implement appropriate technical and organizational measures to protect your data:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure cloud infrastructure (Google Cloud Platform)
• Regular security audits and vulnerability assessments
• Access controls and authentication mechanisms
• Employee training on data protection practices

7. Children's privacy

Kwilo AI is designed for use in educational settings and serves learners of all ages. We are committed to complying with applicable children's privacy laws, including:

• Digital Personal Data Protection Act (DPDP) 2023: We obtain verifiable parental consent before collecting personal data from children under 18
• No behavioral advertising: We do not use children's data for targeted advertising
• Limited data collection: We collect only data necessary for educational purposes
• Parental access: Parents can review, correct, or delete their child's information

8. Data retention

We retain personal information for as long as necessary to provide our services and fulfill the purposes outlined in this policy. Specifically:

• Learner academic records are retained for the duration of enrollment plus applicable legal retention periods
• Face recognition embeddings are retained until the learner leaves the school or upon deletion request
• AI conversation history is retained for educational continuity during the academic year
• Account data is deleted within 30 days of account termination request

9. Your rights

You have the following rights regarding your personal data:

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your data (subject to legal obligations)
• Withdraw consent: Withdraw consent for face recognition at any time
• Data portability: Request your data in a portable format
• Grievance redressal: Lodge a complaint with us or the relevant data protection authority

To exercise these rights, please contact your school administrator or email us at privacy@kwilo.ai

10. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically.

11. Contact us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: