BotClub (“BotClub”, “we”, “our” or “us”) is committed to protecting the privacy and personal data of individuals who visit our website, use our applications, access our educational content, purchase our products, or interact with our team. 

This Privacy Policy explains how we collect, use, disclose, store and protect personal data in connection with our website, digital platforms, educational products, physical learning models and related services. 

This policy applies to BotClub and its products and services, including: 

● Luminary — science-learning ecosystem, educational content, activity books, physical science models and related software. 

● SkolAR Labs — interactive science simulations and digital learning experiences. 

● SkolAR Teach — teacher lesson planning, classroom presentation and AI-assisted teaching tools. 

● SolvE’d — educational problem-solving and step-by-step learning support.

 ● Super Teacher — AI-assisted teaching and computational thinking learning resources. 

● Any other website, application, platform, product or service operated by BotClub that links to this policy. 

The exact information collected may vary depending on the product, features used and the arrangements agreed with a school or other institution. 

Legal entity: BotClub Private Limited 

Brand: BotClub 

Website: https://botclub.in 

Registered 

office: APIS, Hill No-3, ITSEZ, Rushikonda 

Privacy and data protection contact: contact@botclub.in 

Grievance : contact@botclub.in 

For privacy-related questions, requests or complaints, please contact us using the details above. 

Depending on the service being used, we may process information relating to: 

● School owners, principals, administrators and authorised representatives. 

● Teachers, educators and other school staff. 

● Students using school-managed or individual learning services. 

● Parents or legal guardians. 

● Individual users of our applications. 

● Customers, prospective customers, distributors, partners and suppliers. 

● Visitors to our website and individuals who contact us through forms, email, telephone or messaging platforms. 

Where a product is provided through a school, the school may determine how accounts are created, which features students can access and what learning information is collected. 

4.1 Identity and contact information 

We may collect your name, email address, telephone number, designation, organisation, school name and other contact information that you provide to us. 

4.2 School, teacher and student information 

Where relevant to the service, we may collect school name, grade, class, section, subject, assigned learning activities, lesson schedules, participation records and other information needed to deliver the educational service. Student information should be limited to what is reasonably necessary for the relevant educational purpose. 

4.3 Learning and usage information

 Depending on the product, we may collect: 

● Topics, simulations, lessons or educational content accessed. 

● Quiz responses, scores, completion status and learning progress. 

● Teacher lesson plans and classroom activity information. 

● Feature usage, interaction history and product preferences.

● Technical logs and diagnostic information needed to operate and improve the service. 

Not every product collects all of these categories. 

4.4 AI prompts and content submitted by users

 If an AI-assisted feature is enabled, we may process the questions, prompts, text, images or other content submitted to that feature, together with the information needed to generate a response. 

Please do not submit passwords, financial account details, government identity numbers, confidential personal information or other sensitive information unless a specific feature expressly requires it and provides appropriate safeguards. 

4.5 Device and technical information

 Depending on the service and configuration, we may collect information such as device type, operating system, application version, browser type, IP address, access times, crash reports and diagnostic logs. 

4.6 Payment and transaction information 

For paid products or subscriptions, we may maintain order details, invoices, payment status, subscription details and transaction references. 

Payments may be processed by third-party payment providers. We do not intend to collect or store complete payment card details unless explicitly stated for a particular service. 

4.7 Communications and enquiries 

We may retain enquiries, feedback, support requests, sales communications, consent records and other information you voluntarily provide when communicating with us.

 4.8 Cookies and similar technologies

 Our website or applications may use cookies, local storage, analytics tools or similar technologies to maintain functionality, understand usage, remember preferences and diagnose technical issues. 

The specific technologies used depend on the service. Where required, we will provide appropriate information and obtain consent before using non-essential technologies

We may use personal data for the following purposes, where applicable and legally permitted: 

1. To create and administer accounts and authenticate users. 

2. To provide access to educational software, simulations, lesson plans, AI features and related services. 

3. To enable school administrators and authorised teachers to manage classes and monitor educational usage. 

4. To provide customer support, troubleshoot issues and maintain service security. 

5. To process orders, subscriptions, payments, invoices and product deliveries. 

6. To respond to enquiries and communicate service-related information. 

7. To generate learning summaries, usage reports and product performance metrics. 

8. To improve product functionality, reliability, accessibility and user experience. 

9. To detect misuse, prevent fraud, investigate security incidents and enforce our agreements. 

10. To comply with legal obligations and respond to lawful requests. 

11. To send product updates, event information or marketing communications where permitted and, where required, with your consent. 

We will not use personal data for a purpose that is incompatible with the purpose communicated to you, except as permitted by applicable law. 

We will process personal data on a basis permitted by applicable law, including consent where required and other legally recognised grounds where applicable. 

Where consent is required, we will provide appropriate information about the data being processed and the purpose of processing. You may withdraw consent through the available mechanism or by contacting us. Withdrawal does not affect processing already lawfully carried out before withdrawal, but it may affect our ability to provide certain features. 

Where a service is provided through a school or another institution, the relevant institution and BotClub may have different responsibilities depending on their roles, the contract and applicable law.

Some BotClub products are intended for educational use by school-age students, including children. 

We aim to collect only the student information reasonably needed to provide the relevant educational service. 

We do not intend to use children's personal data for targeted advertising or behavioural monitoring for advertising purposes. 

Where required by applicable law, we will obtain verifiable consent from a parent or lawful guardian before processing a child's personal data, subject to any applicable statutory provisions or exemptions. 

For school-managed deployments: 

● The school should identify the authorised school administrator and permitted users. 

● The school should provide appropriate information to parents, guardians, teachers and students about the service. 

● The school and BotClub should establish their respective responsibilities for notices, consent, account administration and student-data requests. 

● Access to student records should be limited to authorised individuals. 

● Student information should not be used for unrelated purposes without an appropriate legal basis. 

Parents or lawful guardians may contact us to ask about a child's information, request access or correction where applicable, or raise a concern about its processing. 

Some products may use third-party AI models or infrastructure to generate explanations, educational content, questions, summaries or other responses.

Where an AI feature uses an external provider, the relevant prompts and associated information may be transmitted to that provider to generate the requested output or operate the feature. 

Before enabling an AI feature, BotClub should identify the relevant provider, review its contractual privacy and security terms, configure available data-use controls, and disclose material processing arrangements to users where appropriate. 

AI-generated responses may be inaccurate, incomplete or unsuitable for a particular educational context. Users and educators should review AI-generated material before relying on it for teaching, assessment or other important decisions. 

AI outputs should not be treated as a substitute for professional judgement or teacher supervision. We do not intend to make consequential decisions about students solely through automated processing unless expressly disclosed and lawfully permitted. 

We do not offer personal data for sale as a standalone commercial product. 

We may disclose or make personal data available to the following categories of recipients when necessary and legally permitted: 

9.1 Schools and authorised administrators 

For school-managed services, authorised school personnel may access information relating to accounts, lesson usage, activity completion and reports, depending on the product and school configuration. 

9.2 Technology and service providers 

These may include providers of cloud hosting, databases, authentication, analytics, application monitoring, AI processing, communications, payment processing, customer support and security services. 

Providers should receive only the information reasonably required for their assigned services and should be subject to appropriate contractual and security requirements. 

9.3 Business partners and distributors 

We may share necessary order, delivery, account or support information with authorised partners where they are involved in supplying or supporting a product or service. 

9.4 Legal and regulatory authorities 

We may disclose information where required by law, court order, regulatory direction or another lawful process, or where reasonably necessary to protect the rights, safety and security of BotClub, users or others. 

9.5 Business transfers 

If BotClub undergoes a merger, restructuring, financing, acquisition or sale of assets, relevant information may be transferred subject to applicable law and appropriate safeguards. 

We will not disclose personal data to unrelated third parties for their independent marketing purposes without an appropriate legal basis and any required consent.

We retain personal data only for as long as reasonably necessary for the purposes described in this policy, including service delivery, account administration, security, dispute resolution, contractual obligations and legal compliance. 

Retention periods may vary according to the type of information, the product, school agreements and applicable law. 

When information is no longer required, we will take reasonable steps to delete it, anonymise it or otherwise dispose of it securely, subject to legal retention requirements, legitimate dispute needs and applicable law. 

For school-managed accounts, the school agreement may specify retention and deletion arrangements at the end of a contract.

We will implement reasonable technical and organisational safeguards appropriate to the nature of the information and the risks involved. Depending on the service, safeguards may include access controls, authentication, restricted permissions, secure transmission, backups, logging and vendor security reviews. 

No online service or storage system can be guaranteed to be completely secure. Users should protect their credentials and promptly report suspected unauthorised access. 

If a personal-data breach occurs, we will take appropriate steps to investigate, contain and address it and provide notifications where required by applicable law. 

Some service providers may process information on infrastructure located outside your state or country. Where such processing occurs, BotClub will apply the transfer restrictions and safeguards required by applicable law and relevant contractual arrangements. 

Details of material international processing should be confirmed for the services actually used. 

Subject to applicable law and the service concerned, you may be entitled to: 

● Request information about the personal data we process about you. 

● Request correction or updating of inaccurate or incomplete information. 

● Request erasure of personal data where legally available. 

● Withdraw consent where processing is based on consent. 

● Raise a grievance about our processing of personal data. 

● Exercise other rights provided under applicable data-protection law. Parents or lawful guardians may exercise rights relating to a child where authorised and legally permitted. School-managed users may also need to contact their school administrator. 

To submit a request, contact contact@botclub.in. We may need to verify your identity or authority before acting on a request. We will respond within the period required by applicable law.

Where permitted, we may send product announcements, event invitations, educational updates and other relevant communications. 

You can opt out of promotional emails using the unsubscribe mechanism provided or by contacting us. Service, account, security and transaction messages may still be sent when necessary. 

Our website or applications may link to third-party websites, platforms or services. Their privacy practices are governed by their own policies. BotClub is not responsible for the privacy practices of independent third parties, except to the extent required by applicable law. 

We encourage users to review the relevant third-party privacy notices before sharing information with them. 

We may update this Privacy Policy as our products, data practices or legal obligations change. 

The updated version will be published on our website with a revised “Last updated” date. Where required by law, we will provide additional notice or seek consent before implementing material changes.

For privacy requests, questions or complaints, please contact: 

Privacy contact: Harsha Vardhan 

Email: harsha@botclub.in 

Grievance email: contact@botclub.in 

Postal address: APIS, Hill no-3, ITSEZ, Rushikonda, Vizag - 45 

Please include enough information for us to understand and investigate your concern, but do not send passwords or unnecessary sensitive personal information. 

We will acknowledge and address complaints within the applicable legal timelines. 

This Privacy Policy is governed by the laws of India, subject to applicable statutory rights, regulatory requirements and the jurisdiction of competent courts. 

Important publication note: This policy must be checked against BotClub’s actual data collection, vendors, AI integrations, retention settings, consent flows and school contracts before publication. Also, are subject to updation.