Privacy Policy
Last updated 3 October 2026 · Applies to the Vision One app on iOS, Android and the web, including the student portal
Vision School of Aviation (“Vision Academy”, “the academy”, “we”) runs the Vision One app. Staff use it for their work; students and their parents use the student portal, which opens inside the same app and on the web. This policy says, in plain language, what information the app records about you, why, who can see it, and what you can ask us to do about it.
At a glance
- We collect what is needed to run the academy and employ its staff — nothing for advertising, and we never sell it.
- You see your own records; colleagues see them only where their role requires it, and every access rule is set by the academy.
- The camera, your location and notifications are used only for the feature you are using, and you can turn each off. Location is recorded in the background only for field staff, and only while they are checked in.
- A small number of service providers process data on our instructions, under contract; they cannot use it for their own purposes.
- You can ask for a copy, a correction or, where the law allows, deletion — and you can raise a grievance with a named officer.
- Who this covers
- What we collect
- How we use it
- Phone permissions
- Who can see it
- Service providers
- Messages we send
- AI features
- How long we keep it
- Security
- Your rights
- Students under 18
- Where data is stored
- Changes
- Contact
1. Who this policy covers
Four groups of people appear in these apps, and each sees a different part of them:
- Staff — employees and trainers who sign in to Vision One with an account the academy issues.
- Students — enrolled students who sign in to the student portal with their admission number.
- Parents and guardians — who sign in to the student portal with the mobile number the academy holds for them, and see their child's attendance, results and fees.
- People who enquire — anyone who contacts the academy about a course, through our website, a WhatsApp, Instagram or Facebook message, an event, or in person. Their enquiry is recorded so a counsellor can follow it up.
Vision One is not open to the general public. Staff use it because they work here; students and parents use the portal because of their relationship with the academy. Anyone else who installs it can only see the sign-in screen.
2. What we collect
| Category | What it includes | About whom |
|---|---|---|
| Identity & contact | Name, username, work or personal email, mobile number, photo, role and centre; for students, admission number, date of birth, course and batch; for parents, the mobile number on file. | Everyone |
| Attendance | Check-in and check-out times. Where face verification is used, a mathematical descriptor of your face — not a picture — and a check-in photo kept as proof of presence. Biometric device punches, where the centre has a device. | Staff, students |
| Location | Your position at the moment of a check-in or a visit, to confirm where it happened. For field staff only, the route travelled during the working day — from Start day (your attendance check-in) to End day (your check-out), that is between check-in and check-out — with the time, accuracy and battery level of each point, and whether the phone reported its location as simulated. It is recorded in the background on Android (on an iPhone, only while the app is open) so visits and the day can be confirmed, along with when location was switched off or the app was closed during the day. Nothing is recorded before Start day, after End day, or on an approved leave day. | Staff |
| Employment & pay | Leave, regularisations, payslips, salary structure, loans and advances, fines and warnings, and the bank account, IFSC and government identification numbers needed to pay you and file statutory returns. | Staff |
| Academic records | Fees and payments, attendance, timetable, exam attempts and results, assignments, practice sessions, placements, documents, notices and support requests. | Students, parents |
| Enquiries | Name, phone, email, the course of interest, how you heard of us, and the notes and messages a counsellor exchanges with you. | Enquirers |
| Messages | WhatsApp, SMS and email we send you, and the replies you send to our business number, so the conversation can be continued by the right person. Voice notes may be transcribed so a counsellor can read them. | Everyone |
| Technical | Device type, app version, a push-notification token for your device, sign-in tokens, and error reports and usage measurements when the academy has enabled them. | Everyone |
We collect this from you directly, from the staff who record it in the course of their work, and — for attendance — from the devices installed at a centre.
3. How we use it
- To run the academy: admissions, teaching, attendance, exams, fees, placements and communication with students and parents.
- To employ staff: attendance, leave, payroll, statutory filings, and the records employment law requires us to keep.
- To follow up enquiries and to measure which of our marketing channels lead to admissions. Marketing measurement uses totals, not individual profiles.
- To send you the messages described in section 7.
- To keep the apps working: finding and fixing faults, and understanding which features are used.
- To protect the academy and its people: preventing misuse of accounts and meeting legal obligations.
Under India's Digital Personal Data Protection Act, 2023, we rely on your consent — given when you accept an account, enrol, or contact us — and, for employment and statutory records, on the legitimate uses the Act recognises for employment and legal compliance.
4. Permissions on your phone
iOS and Android ask your permission the first time each of these is needed. Each is used only for the feature that needs it, and you can refuse or withdraw it in your phone's settings; the rest of the app keeps working.
| Permission | Used for |
|---|---|
| Camera | Face check-in, and photographing visit proof and documents. Images are taken only when you tap the button. |
| Location | Confirming where a check-in or visit happened, at that moment. For field staff on Android, the app first explains in its own words that while they are checked in it keeps recording their route even when it is closed or not in use, and only then asks for permission. The phone shows that location is in use for as long as it records, and recording stops at check-out. Field staff can choose “Not now”, and the route is then recorded only while the app is open. On an iPhone the route is always recorded only while the app is open. Students, parents and other staff are never asked. |
| Notifications | Approvals, reminders, notices and messages that need your attention. Turn them off in Settings at any time. |
| Photos & files | Attaching a document or a picture you choose. We do not scan your library. |
5. Who can see it
You can see your own records. Beyond that, access follows the job: a trainer sees their own batches, a centre head their own centre, HR and accounts what payroll needs, and management the roll-up. These rules are set by the academy in Vision One's own administration, can be narrowed or widened per person, and every change is recorded.
Parents see only their own children. Students see only themselves. Counsellors see the enquiries assigned to them.
We do not sell personal information and we do not share it with anyone for their own marketing. We disclose it only to the providers below, to a public authority where the law requires, or with your consent.
6. Service providers
We run these apps on the services of a small number of providers. Each processes data only on our instructions, under a contract that forbids using it for their own purposes.
| Provider | What it does for us |
|---|---|
| Supabase | The database and file storage holding the records above, with encrypted backups. |
| Render | Runs the application server the apps talk to. |
| Vercel | Delivers the apps and their updates to your device. |
| Sign in with Google (only if you choose it); push notifications on Android through Firebase; map data for field visits; advertising statistics, which are totals and not about you. | |
| Apple | Push notifications on iPhone and iPad. |
| Meta | WhatsApp Business, Instagram and Messenger — the channels through which we send you messages and receive yours; advertising statistics, again totals only. |
| MSG91, Fast2SMS, Resend | Delivering the SMS one-time codes and emails we send. |
| Anthropic, OpenAI | The AI features in section 8: summaries for management and transcription of voice notes. |
| Sentry, PostHog | Error reporting and usage measurement, where the academy has enabled them. They record what failed and which features are used; they do not build profiles of individuals and we do not use session recording. |
7. Messages we send
Depending on who you are, we may send you:
- One-time codes to sign in, by WhatsApp or SMS.
- Service messages — fee reminders, exam and result notices, attendance alerts, leave approvals, timetable changes — by WhatsApp, SMS, email or push notification.
- Replies from a counsellor to an enquiry you made.
- Course information if you enquired and asked to hear from us.
Reply STOP to any WhatsApp or SMS message from us and we will stop sending to that number, except for the one-time codes you request and messages the academy must send you as a student, parent or employee. Push notifications can be switched off in your phone's settings.
8. AI features
Some parts of the apps use an AI model to help staff work faster: summarising a centre's day for management, flagging students or enquiries that need attention, drafting a reply, and turning a voice note into text. When that happens, the relevant records are sent to the provider named above, processed, and the result returned; the providers we use do not train their models on our data. AI output is a suggestion for a person to act on — decisions about a student, an employee or an enquiry are made by staff, not by the model.
9. How long we keep it
- Employment records are kept while you work here and afterwards for as long as employment, tax and labour law requires.
- Student records are kept while you are enrolled and afterwards for as long as education and financial regulations require, so that certificates and transcripts can be issued later.
- Enquiries that do not lead to admission are kept for a limited period so we can respond if you come back, then removed.
- Check-in photos and location points are kept only as long as needed to resolve attendance and payroll for that period.
- Error and usage logs are kept for a short period and then discarded.
10. Security
Everything travels over an encrypted connection. Records are stored in an encrypted database with access limited to the application and to the people who operate it, and backed up to encrypted storage. Signing in issues a token that stays on your device; the app deliberately excludes itself from your phone's cloud backup so your session is not copied to a personal account. Passwords are stored only as one-way hashes. Face descriptors cannot be turned back into a picture. If you think your account has been used by someone else, tell your centre head or HR immediately.
11. Your rights
You can ask us to:
- Show you what personal information we hold about you and how it is used.
- Correct anything that is inaccurate or out of date — your own profile you can edit in the app.
- Delete information we no longer need to keep. Some records — employment, fees, results — must be kept by law and cannot be deleted on request.
- Withdraw consent for a message channel or a phone permission at any time.
- Nominate someone to exercise these rights for you if you are unable to.
- Raise a grievance with our Grievance Officer if you believe we have not handled your information properly.
Write to privacy@visionacademy.info or speak to your centre head or HR. We respond within 30 days. If you are not satisfied, you may complain to the Data Protection Board of India.
Deleting the app from your phone removes it from the phone; it does not delete the records the academy holds.
12. Students under 18
Some students are under 18. Their information is collected at admission with the consent of a parent or guardian, is used only for their education and the academy's duties to them, and is never used for advertising or profiling. Parents can see their child's records in the portal and can raise any concern with the academy directly.
13. Where data is stored
Our records are held in India where our providers offer it, and our encrypted backups are stored in Mumbai. Some providers listed above operate from outside India; where that is the case we choose providers that protect data to a standard comparable to Indian law and are bound by contract to process it only for us.
14. Changes to this policy
When this policy changes, the date at the top changes with it. If a change affects what we collect or who can see it, we tell you in the app before it takes effect.
15. Contact
Vision School of Aviation
Privacy & data requests: privacy@visionacademy.info
Grievance Officer: Head of Human Resources, reachable at the same address — mark your message “Grievance”.