1. Who We Are
Alvara Workspace (“the Workspace”) is provided by Alvara Education (and its successors and permitted assigns), a sole proprietorship based at Pithampur, Indore, Madhya Pradesh 453001, India.
“Alvara”, “we” and “us” mean Alvara Education. “You” means the staff member using the Workspace. “Your campus” means the organisation that runs your campus and uses Alvara, such as a trust, society or company, together with the institutes under it.
2. Who This Policy Is For
The Workspace is the web app that campus staff use to manage their daily work and run their campus on Alvara, at admin.alvara.education (alvara.in redirects to it).
There is no sign-up. Your campus created your account so you can do your job, and it can change or withdraw your access at any time. It is not a personal account, and the Workspace is not offered to the general public. You must be 18 or older to use it.
If you also use the Alvara Attendance or Alvara Access app, that app has its own policy. The Student App has its own policy.
3. Who Answers for What
In short: Your campus owns and answers for the records it keeps in Alvara, including everything you create and handle at work. We answer for your Alvara Workspace account and its security records. For your campus's records we act only as a Data Processor.
4. What We Hold About You, and Why
In short: The details your campus entered to set up your account, our security records, what you do in the Workspace, and your use of Alva.
5. What Your Campus Can See and Get
In short: Your campus's superadmin can see all campus data, including staff direct messages, group chats and Alva chats. Some of it is visible directly in the Workspace. Anything that is not, we provide when your campus asks, and your campus can also ask us to delete it. Your sign-in and security log is not shown in the Workspace. We give it to your campus only on the superadmin's written request, and we keep a record of every such disclosure.
The superadmin
- Directly in the Workspace: The records of every area of the campus; every Sheet, including the bin and earlier versions, and Sheets activity; where a record notes it, who created it and who last changed it, and when; and the account details of the staff below them in the reporting line.
- On request to Alvara: Anything that is not shown in the Workspace. For example: other staff members' direct messages and group chats, their attachments, earlier versions of edited messages, staff members' Alva chats, and the Alva activity record, which includes what each staff member asked. We provide it. Your campus can also ask us to delete campus data.
- Your sign-in and security log: The time, IP address, and device and browser details. We provide it only on a written request from the superadmin, and we keep a record of every disclosure.
Other staff at your campus
- Every staff member of your campus can see your name, designation, photo and institute if your account is public.
- Your superiors in the reporting line can also see and edit your mobile number, login ID, access date and the other account details on record, as well as the workspace records created under their scope (such as notices, forms, and quizzes).
- Staff with access to an area see the records in that area, including who created or last changed each entry and when. Your campus decides who has that access. We do not.
- People in a conversation with you can see who has read each message and when. There is no online or last-seen status.
- When you are editing a Sheet, others who open it see your name as the current editor.
What your campus never gets from us
- Feedback, bug reports, and feature requests you send to Alvara.
- The identity behind an anonymous complaint or form. For a complaint, your campus always sees a complaint ID. When a complaint is anonymous, it never sees who raised it. We disclose that identity only where a lawful order requires it.
- Alvara Private Network. Your campus cannot see, request or delete any account or content in it. It can only narrow who students may post to, or turn the feature off.
- Students' sign-in and device history, except the limited record described in the Student Privacy Policy: On a formal written request about a specific security or disciplinary matter.
Inside Alvara, and authorities
Inside Alvara, access to the live database is limited to the proprietor. There is no team access. We open campus content only to provide the service, to answer a request from your campus, to keep the service secure, or where the law requires it.
Authorities receive information only against a lawful order. We do not act on informal requests, and we keep a record of every disclosure.
6. Student and Other People's Information You Handle
In short: Student records belong to your campus while the student is enrolled. Staff with access can edit student details, remove non-archived data, and request removal of all workspace data associated with a student. However, the student's identity itself cannot be deleted by your campus, as student references exist across hundreds of places in the system and deleting the identity would break audit trails and institutional history, and most importantly, the portable student archive data is linked to the student. Your campus can end an enrolment instead.
What you see
What you see depends on the access your campus has given you. The Workspace shows you only the students, staff, visitors and records in your areas. Use what you see only for your work.
How a student record works
- The portable record. A student's identity and record details are attached to their permanent Alvara UID. The record follows the student if they move to another institute that uses Alvara.
- What your campus can do. It can end a student's enrolment (exit or release); the student then becomes not enrolled. A wrong admission is handled the same way, by exit, not deletion. It can remove individual items that are not part of the student's history.
- What your campus cannot do. It cannot delete a student's identity, UID, or the record of who admitted the student.
- Removing a student record completely. While a student is enrolled, the record is removed only if both the student and the current institute explicitly agree. Both parties agree that Alvara is not liable to retain, restore, or provide any data for that student once removed. This is permanent and irreversible: any remaining references become ghost records (anonymized placeholders), and neither the student nor any institute can ever request or retrieve that data.
- When a student is not enrolled anywhere. A student who is not enrolled at any institute that uses Alvara can ask us to erase their record. We first tell their past institutes and give them 30 days to keep a copy of the records the law requires them to keep, such as fee records.
- How erasure works. The student's personal identity is permanently purged. In short: No identity of the student remains in the system, but as history, the anonymous record remains. Records that remain show “Deleted Student” and an anonymous number instead of a name. The number is not the UID and cannot be linked back to the individual. History held under the student's name is removed. The UID is permanently retired and never reassigned.
The full process is set out in the admission consent documentation and in your campus's agreement with us.
Other people
Visitors, guardians and emergency contacts, transport and hostel staff, and other people recorded in the Workspace are your campus's records. Enter only what your campus needs.
Your responsibilities
- Use what you see only for your work. Do not share it with anyone who does not need it for the campus's purposes.
- Exports and downloads. You can export Sheets to CSV or Excel, print them, or send a copy in a message. You can download an attachment when the sender has allowed it. A file that leaves the Workspace is outside our systems. Keep it safe and delete it when you no longer need it.
- New students' passwords. Bulk admission shows each new student's UID, name and temporary password, with a copy button. Give each student their own details privately. Do not post the list in a group.
- Remarks. Keep remarks on a student's record to academic matters.
- Alva. Do not type personal details into Alva that it does not need, such as medical, bank or family details. See .
- Your account. Do not share your password or sign-in code, and do not let anyone else use your account.
- Admissions. When you admit a student, you confirm on behalf of your campus that it has the student's consent or another lawful basis.
- Shared computers. Avoid using the Workspace on a shared computer. If you must, always sign out when you are done. See .
7. Alva, the AI Assistant
In short: Alva is an AI assistant for staff. It sends what you type, and the content you ask it to work on, to our enterprise AI service provider (which may process data outside India). We use enterprise-grade paid services under which the provider does not use your content or prompts to train public AI models. Alva reads campus data only within your own access, and the results of database queries are never sent to the AI provider. Your campus can request your Alva chats and activity record.
What Alva sends to the AI service provider
| Feature | What is sent to the AI provider |
|---|---|
| Chat | Your message, the recent turns of your current chat, your name and designation, and Alvara's product knowledge. Anything you type is sent. Any data previously fetched from the database and shown on your screen is strictly excluded and never sent to the AI. |
| Draft and polish (notices and messages) | The title and body, your name, designation and organisation, your instruction and earlier turns, and a short description of the audience you selected. That description can include the names and Alvara UIDs of up to two selected students, the names and designations of selected staff, and the names of selected lists with their member counts. Alva reads this content only when you send an instruction; simply composing a notice or opening the assistant does not read or send any data. |
| Sheets assistant | The sheet's title and the contents of the cells in use in the open sheet (up to about 5,000 cells), your question and earlier turns. Alva reads this sheet's data only when you send a message (as reminded in the chat); simply opening the assistant does not read or send any cell data. |
| Unread digest | Up to 40 of your unread messages: sender name, group name, title, an excerpt of the message, number of attachments and urgency. Alva's server fetches these on your behalf, from your own inbox only. Alva does not read or inspect your messages until you explicitly click to summarize them; simply opening your inbox or receiving messages does not read or send anything to the AI. |
Data questions
The AI model has no access to our database. When you ask a data question, our servers execute the query on your behalf, solely within the permissions you hold, and stream the results directly to your screen. The executed database data is never read by the AI — neither in transit, nor once it arrives on your screen, nor in subsequent chat turns.
Changes
In Sheets, Alva proposes edits. Nothing is written to the sheet until you apply them.
What we keep
- Your current chat stays until you start a new one.
- A chat that is no longer active is deleted in a weekly clean-up once it has been inactive for 7 days.
- The Alva activity record — what you asked, the outcome and your usage — is kept while your campus uses Alvara. It is not deleted when an inactive chat is cleaned up.
- Alva does not store the contents of your sheet cells, the messages it summarises, or the results of data questions.
Who can see it
You can see your own chat history and usage. Other staff cannot see them in the Workspace. Your campus can request your Alva chats and activity record ().
Turning it off
Your campus decides who can use Alva by giving or withholding the Alva permission. If no one has it, Alva is off. Any monthly Alva usage limit is set by Alvara, as decided by your campus.
Enterprise AI terms
We use enterprise API services bound by business data processing agreements. Under these terms, the provider does not train public models on your content, retains data only for a short window to detect abuse, and may process it in countries where its servers operate.
8. Service Providers
In short: A small set of providers help us run the Workspace. Your records and files are stored in India, in the Mumbai region. Some providers receive limited data and may process it outside India. Each one is listed below.
| Service | What they do | What they receive | Where |
|---|---|---|---|
| Database and storage provider | Database, sign-in, file storage and server functions | Your records and the files you upload | India (Mumbai) |
| SMS delivery provider | Sends your sign-in code by SMS | Your first name, mobile number and the code | India |
| Enterprise AI service provider | Runs Alva | As described in | May be outside India |
| Website hosting provider | Serves the Workspace web app | Your IP address and request details | May be outside India |
| Map and font services (Google) | Maps on transport screens; fonts on every page | Your IP address, browser details and the map area you view or search | May be outside India |
| Weather service | Shows the weather on kiosk screens | The campus location and the kiosk's IP address | May be outside India |
| Your browser's push service | Delivers Workspace notifications to your browser | The notification, encrypted | May be outside India |
| Placeholder-icon service | Draws the icon shown on a notification | The first letter of a name, and the receiving browser's IP address | May be outside India |
The database, SMS, AI and website hosting providers act on our instructions and are bound by their contract or service terms with us. The others are public web services that your browser uses directly. They do not act on our instructions. They receive only what is listed above, under their own terms.
We share your information with nobody else, other than your own campus, the party whose records they are, and where the law requires it against a lawful order.
9. What We Do Not Do
We are committed to keeping institutional and staff data strictly protected.
No Advertising
The Workspace contains no advertisements and no advertising trackers.
No Data Sales
We do not sell your personal data to anyone.
No Marketing
We do not use your details to send you promotions or marketing.
No Analytics on You
No analytics or crash-reporting software running in the Workspace.
No Cookies
No cookies are set by the Workspace. It uses your browser's local storage.
No AI Training
We do not train AI models on your data, and our enterprise AI providers do not use Alva content to train public models.
No Email Collection
We do not collect your email address. System login IDs cannot receive mail.
No Payments
Alvara processes no payments. Fee records are strictly internal campus registers.
10. What Stays in Your Browser
In short: The Workspace keeps some things in your browser so it opens quickly, and clears them when you sign out. Push notifications are switched off when you sign out, use “Log out of all devices”, change your password, or when your account access ends. Avoid using the Workspace on a shared computer; if you must, always sign out when you are done.
| What | Removed when |
|---|---|
| Your signed-in session | You sign out |
| The pages you visited recently | You sign out |
| Theme and font size | Removed when you sign out, and restored from your account when you sign in |
| Layout settings (split screen, sidebar) | They stay until you change them |
| Staff Inbox cache (recent conversations) | You sign out (or when an ended session is cleared in that browser) |
| Unsaved Sheet drafts, so you do not lose work | When you use Sign out in that browser. They are not cleared by “Log out of all devices” or when your session is ended from elsewhere. Otherwise, a draft untouched for 24 hours is cleared the next time you open a sheet |
| Permission to show notifications in that browser | You sign out, or when your session ends (e.g. logging out of all devices or changing your password) |
The Workspace sets no cookies.
11. How Long We Keep It
In short: Campus data is kept as long as your campus wants it — until your campus deletes it, asks us to delete it, or leaves Alvara. Your sign-in and security log is kept for 90 days.
| Information | How long |
|---|---|
| Campus workspace data, including Staff Inbox messages, notices, Sheets and files | As long as your campus wants, or until it expires (for items with an expiration set). See “When your campus deletes something” below |
| Your account and your campus's record of you | While your campus uses Alvara. If your campus removes your account, it is switched off, and your details stay in your campus's records while it uses Alvara |
| Sign-in and security log | 90 days |
| Your sign-in code | Valid for 5 minutes. A used code is deleted at once; an unused code is removed within two hours |
| Your current Alva chat | Until you start a new chat |
| An Alva chat that is no longer active | Deleted in a weekly clean-up once it has been inactive for 7 days |
| Alva activity record (what was asked, the outcome, usage) | No fixed period. Kept while your campus uses Alvara |
| Sheets activity (who shared, exported or froze a sheet) | 2 years |
| Saved versions of a Sheet | Kept with the sheet |
| Unsaved Sheet drafts in your browser | See |
| Your profile photo | Until a new photo replaces it; otherwise kept with your account |
| The record of a browser you allowed notifications in | Deleted when you sign out or your session ends (e.g. logging out of all devices); otherwise kept with your account |
| Feedback you send us | Kept by Alvara. There is no fixed deletion period today; you can ask us to delete it |
| Backups | Deleted data can remain in backups for 90 days |
When your campus deletes something. It is removed from use in the Workspace. It is permanently erased when your campus asks us to erase it, or when your campus leaves Alvara.
Withdrawn messages. A Staff Inbox message can be withdrawn within 10 minutes. Its text is replaced, and the text at the time of withdrawal is not kept. Earlier edited versions and its attachments are kept as part of your campus's records, but other participants can no longer open them.
If your campus leaves Alvara. Your campus has 60 days to export its data. After that, we permanently delete its campus workspace data within 90 days, including from backups. Staff accounts end with it. Students become not enrolled and keep their portable record.
12. How We Protect It
- All traffic between your browser and our systems is encrypted in transit.
- Your password and sign-in codes are stored only in hashed form. We never see your password, and a code works once.
- Signing in needs your password and a code sent to your registered mobile number.
- Sign-in attempts and OTP requests are rate-limited with cooldowns between requests. Five incorrect codes in a row temporarily lock the account for 15 minutes to prevent unauthorized access.
- Log out of all devices signs you out everywhere and immediately revokes push notifications across all other browsers, ensuring no incoming message previews can appear on previous devices.
- Access rules are checked on our servers, not only on your screen.
- Records and files are stored in India, in the Mumbai region. Access to our own systems requires multi-factor authentication.
- Security records are kept 90 days, so we can investigate if something goes wrong.
Photos and file links
- Staff profile photos are stored at a web address with a long random identifier that cannot be guessed. As with most modern web apps, the link itself provides access, so no sign-in is required.
- Student institute photos are stored similarly at an unguessable web address, accessible directly via the link so profile images load smoothly across campus lists without a separate sign-in.
- Files attached to notices sent to students use links that stay valid for up to 10 years, so that old notices still open. Anyone who has such a link can open the file.
- Other private files, such as Staff Inbox attachments, desk files and visitor identity proofs, use short-lived links that expire.
Notifications. A Workspace notification can show the sender and a preview of the message on your screen, where anyone near it can read it.
No method of transmitting or storing information is completely secure. We work to protect your information but cannot guarantee absolute security.
13. Your Rights, and How to Use Them
In short: You can ask to see, correct or erase your personal data, and to nominate someone to act for you. Records your campus keeps are your campus's decision, and we pass the request on. Write to grievance@alvara.education. We aim to resolve requests within 30 days.
You can ask to see the personal data we hold about you, to have it corrected, to have it erased, and to nominate a person who can use these rights for you if you die or become unable to. Where the request goes depends on who answers for it ():
- Your campus's records about you, and campus workspace data — Your campus answers. Send the request to us and we will pass it on and help your campus answer it, or go to your campus directly. Records you created stay with your campus after your access ends: Removing them would break its history.
- Your Alvara account and our security records — We answer directly. While your campus keeps your access, we cannot delete the account itself; that decision is your campus's. When your campus removes your account, it is switched off, and your details stay in its records while it uses Alvara.
How to make a request. Email grievance@alvara.education with your login ID. Because giving your data to the wrong person would itself be a breach, we confirm it is you by sending a code to the mobile number on your record before we act. We aim to resolve requests within 30 days.
If we do not resolve it, you may complain to the Data Protection Board of India. Please raise it with us first.
14. If Something Goes Wrong
If a security incident affects campus data, we tell your campus within 48 hours of becoming aware of it. We help your campus inform the Data Protection Board of India and the people affected, as the law requires.
Where the incident affects information we answer for, such as your Alvara account or our security records, we tell you directly and inform the Data Protection Board of India, as the law requires.
15. Changes, Contact and Governing Law
We may update this policy. When we do, the “Last updated” date at the top changes. If the change is significant, we will show a notice in the Workspace.
If our business is transferred to another entity — for example if we incorporate as a company, or are acquired — your data may transfer with it, and the new owner stays bound by this policy until it gives you notice of any change.
| Purpose | |
|---|---|
| Privacy, data requests and complaints | grievance@alvara.education |
| Help with the Workspace | staffsupport@alvara.education |
| Feedback | feedback@alvara.education |
Grievance Officer
Alvara Education · Pithampur, Indore, Madhya Pradesh 453001, India
Governed by the laws of India. The courts at Indore, Madhya Pradesh have exclusive jurisdiction.