গোপনীয়তা নীতি

Qawmi360 – Madrasa Management System

Effective Date: 13th September 2026

1. Introduction

Qawmi360 ("Qawmi360," "we," "us," or "our") provides a cloud-based (SaaS) Madrasa Management System that helps madrasahs, Islamic educational institutions, and related organizations ("Institutions") manage admissions, student records, attendance, academic performance, staff administration, finance, communication, and other operational functions (the "Service").

This Privacy Policy explains how we collect, use, disclose, and safeguard information when an Institution, its staff, students, guardians, or other authorized users ("you," "Users") access or use the Service, including our website [Insert Website URL], mobile applications, and related tools.

By using the Service, you agree to the collection and use of information in accordance with this Policy. If you do not agree, please do not use the Service.

Note on roles: In most cases, the Institution (madrasa/organization) is the "Data Controller" of student, guardian, and staff data, and Qawmi360 acts as the "Data Processor" or "Service Provider" processing data on the Institution's behalf and instructions. Where Qawmi360 determines the purpose and means of processing (e.g., account administration, billing, product analytics), Qawmi360 acts as a Data Controller for that limited purpose.

2. Information We Collect

2.1 Information Provided by Institutions and Users

Account & Institution Information: Madrasa/institution name, address, registration details, subdomain, admin contact details, billing information.
Staff Information: Names, contact details, national ID/passport numbers, qualifications, employment records, salary and payroll data, attendance, and performance records.
Student Information: Full name, date of birth, gender, photograph, admission number, class/grade, academic records, attendance, health or dietary information (if provided), disciplinary records, hostel/boarding details, and academic performance (results, exams, progress reports).
Guardian/Parent Information: Names, contact numbers, email addresses, relationship to student, home address, and communication preferences.
Financial Information: Tuition fee records, payment history, invoices, donation records, and payment method details (processed via third-party payment gateways; Qawmi360 does not directly store full card numbers).
Biometric Data (optional feature, if enabled by Institution): Fingerprint or facial recognition data used strictly for attendance verification, where the Institution has enabled and configured this feature and obtained necessary consents.
Communications: Messages, notices, circulars, and notifications sent through the platform's messaging, SMS, or email features.

2.2 Information Collected Automatically

Usage Data: Log data, IP address, browser type, device identifiers, pages visited, time spent, and actions taken within the Service.
Cookies & Tracking Technologies: See Section 9 (Cookies) below.
Device Information: Operating system, device type, and unique device identifiers when using our mobile application.

2.3 Information from Third Parties

Payment confirmation data from payment gateways (e.g., transaction status, not full card details).
SMS/Email delivery confirmations from communication service providers.

3. How We Use Information

We (and the Institutions using our Service) use collected information to:

Provide, operate, and maintain the Service (admissions, attendance, grading, scheduling, finance, communication, reporting).
Create and manage student, staff, and guardian accounts and records.
Process tuition payments, salaries, invoices, and financial reporting.
Send notifications, circulars, exam results, and administrative communications via SMS, email, or in-app alerts.
Generate academic transcripts, certificates, ID cards, and reports.
Monitor attendance and generate attendance-based alerts.
Improve, secure, and troubleshoot the Service, including analytics on feature usage.
Comply with legal, regulatory, or accreditation requirements applicable to educational institutions.
Communicate with Institution administrators regarding billing, support, updates, and service changes.
Prevent fraud, unauthorized access, and misuse of the Service.

We do not use student or guardian data for third-party advertising, and we do not sell personal data.

4. Legal Basis for Processing

Where applicable (e.g., under GDPR or similar data protection laws), we process personal data based on:

Contractual necessity – to perform our agreement with the Institution.
Legitimate interests – to operate, secure, and improve the Service.
Consent – for optional features such as biometric attendance, marketing communications, or specific data uses requiring explicit consent (obtained by the Institution from guardians/staff as applicable).
Legal obligation – to comply with applicable education, tax, or financial regulations.

Institutions are responsible for obtaining any consents required under local law (e.g., guardian consent for collecting a minor's data) before entering such data into the Service.

5. Children's Privacy

Qawmi360 is designed to be used by educational institutions to manage records of students, many of whom are minors. We take children's privacy seriously:

Student data is entered and managed by the Institution (not directly by children), except where the Institution enables a student-facing portal or app.
We rely on Institutions to obtain appropriate parental/guardian consent as required by applicable law before submitting a minor's personal data to the Service.
We do not knowingly collect personal data directly from children without Institutional and/or guardian authorization.
Student data is used strictly for educational administration purposes and is not used for profiling, advertising, or any purpose unrelated to the child's education.
Parents/guardians may contact their Institution or us directly (see Section 12) to request access, correction, or deletion of a student's data, subject to the Institution's records retention obligations.

6. How We Share Information

We do not sell personal data. We may share information in the following circumstances:

With the Institution: Data entered into the platform is primarily accessible to authorized staff/administrators of the relevant Institution.
Service Providers: Third-party vendors that support our operations, such as:
Cloud hosting providers (e.g., for data storage and infrastructure)
Payment gateway providers (for processing tuition/fee payments)
SMS/Email/notification service providers
Analytics and error-monitoring tools These providers are contractually bound to protect data and use it only for providing services to us.
Legal Requirements: If required by law, court order, or governmental request, or to protect the rights, safety, or property of Qawmi360, our users, or others.
Business Transfers: In connection with a merger, acquisition, or sale of assets, subject to continued protection of personal data under this Policy or an equivalent standard.
With Consent: Where you or the Institution has given explicit permission to share data with a specific third party (e.g., an examination board or accreditation body).

7. Data Storage and International Transfers

Data is stored on secure cloud servers, which may be located in a country different from where the Institution or Users are located. Where data is transferred internationally, we take reasonable steps (such as contractual safeguards) to ensure it receives an adequate level of protection consistent with this Policy and applicable law.

8. Data Security

We implement administrative, technical, and physical safeguards designed to protect personal data, including:

Encryption of data in transit (e.g., HTTPS/TLS).
Access controls and role-based permissions (e.g., only authorized staff can view sensitive student/financial records).
Regular backups and disaster recovery procedures.
Monitoring for unauthorized access or suspicious activity.

However, no method of transmission or storage is 100% secure. While we strive to protect personal data, we cannot guarantee absolute security. Institutions are responsible for maintaining the confidentiality of their login credentials and managing user access permissions appropriately.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to:

Keep Users logged in and maintain session security.
Remember preferences (e.g., language, dashboard settings).
Analyze usage patterns to improve the Service.

Users can control cookie preferences through their browser settings. Disabling cookies may affect certain functionalities of the Service.

10. Data Retention

We retain personal data for as long as necessary to:

Provide the Service to the Institution under an active subscription.
Comply with legal, regulatory, tax, or accreditation record-keeping requirements.
Resolve disputes and enforce agreements.

Upon termination of an Institution's subscription, data will be retained for a limited period (e.g., [Insert Retention Period, e.g., 30–90 days]) to allow for export or reactivation, after which it will be securely deleted or anonymized, unless a longer retention period is required by law or requested in writing by the Institution.

11. Your Rights

Depending on your jurisdiction, you (or, in the case of a minor, their parent/guardian) may have rights to:

Access the personal data we/the Institution hold about you.
Correct inaccurate or incomplete data.
Request deletion of data, subject to the Institution's legal/record-keeping obligations.
Object to or restrict certain processing.
Data portability – request a copy of data in a structured, commonly used format.
Withdraw consent where processing is based on consent (e.g., biometric attendance).

Since Institutions typically control student, staff, and guardian data, such requests should generally first be directed to the relevant Institution. If you are unable to reach the Institution, you may contact us directly using the details in Section 12, and we will assist to the extent possible in our role as a service provider.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact:

Qawmi360 Email: w3asolutions@gmail.com Website: https://qawmi360.w3asolution.com

For Institution-specific data requests (e.g., a specific student's records), please also contact your madrasa/institution administrator directly.

13. Third-Party Links and Services

The Service may contain links to third-party websites or integrate with third-party services (e.g., payment gateways, SMS providers). We are not responsible for the privacy practices of these third parties. We encourage you to review their respective privacy policies.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify Institutions of material changes via email or an in-app notice, and will update the "Last Updated" date above. Continued use of the Service after changes take effect constitutes acceptance of the revised Policy.

15. Governing Law

This Privacy Policy shall be governed by and construed in accordance with the laws of The Laws of Bangladesh, without regard to its conflict of law provisions. Any disputes arising under this Policy shall be subject to the exclusive jurisdiction of the courts of The Laws of Bangladesh.