Privacy notice
Last updated 3 November 2026
Acadex helps you keep track of your own academic records. This notice explains, in plain language, what Acadex stores, why, and the control you have over it.
Summary
- Acadex stores only what you enter, import and confirm. It never logs in to SRM portals on your behalf.
- We never ask for your Academia or Student Portal password, or your register number.
- Uploaded documents are processed on our own server, kept only while you review them, then deleted.
- Your data isn't sold, used for advertising, shared with your institution, or used to train AI models.
- You can export everything or delete your account at any time from Settings → Privacy & data.
Who runs Acadex
This deployment of Acadex is operated by the operator of this Acadex deployment, who decides how your personal data is processed (the “data fiduciary” under India's Digital Personal Data Protection Act, 2023). Acadex is an independent student tool. It isn't affiliated with, endorsed by or operated by SRM Institute of Science and Technology (SRMIST).
What we collect
| Data | Where it comes from | Purpose |
|---|---|---|
| Name, email, password (stored only as an argon2id hash) | You, at sign-up | Your account, sign-in, password resets |
| Campus, department, programme, year, semester, section | You, during setup | Organising your semesters and courses |
| Courses, faculty names, attendance totals, marks, timetable, exams, plans | You, by typing or by confirming rows from an import | The features you use: margins, planners, reminders, analytics |
| Uploaded screenshots and PDFs | You, in Acadex Scan | Extracting rows for you to review (see below) |
| Preferences (theme, timezone, targets, notification choices) | You | Making Acadex work the way you chose |
| Security records: sign-in times, device/browser name, keyed hashes of IP addresses | Automatically | Protecting your account, rate limiting, investigating abuse |
Faculty names and any contact details are recorded only if you add them, and only details officially published for students should be added.
What we never collect
- Your SRM Academia, Student Portal or email passwords, session cookies or MFA codes.
- Your register number, Aadhaar, phone number, photo, location or contacts.
- Analytics or advertising trackers. Acadex loads no third-party scripts.
Why we use it
We process your data to provide the service you asked for, on the basis of the consent you give when you create an account and use each feature. Optional features, such as email reminders, need a separate opt-in that you can withdraw at any time. We don't make automated decisions about you. Attendance and marks calculations are estimates shown only to you.
Uploaded documents & OCR
- Files are checked by their actual content (PNG, JPEG, WebP or PDF only), stored with a random name in a private directory, and never served at a public URL.
- Text is read from PDFs directly, or recognised from images using an open-source OCR engine running on our own server.
- Documents are not sent to third-party AI or OCR services.
- The file is deleted as soon as you confirm or cancel the import. Anything left unreviewed is deleted automatically after your retention period (24 hours by default, adjustable in Settings).
- Only the rows you approve are saved. Each one is labelled with where it came from.
How long we keep it
- Account and academic records: until you delete them or your account.
- Uploaded documents: until you confirm or cancel the import, and never beyond your retention period.
- Signed-out or expired sessions: removed within a day.
- Security logs: up to 180 days. When you delete your account, any log entries linked to you are anonymised.
- Encrypted database backups: overwritten on a rolling schedule of up to 14 days.
Security
Traffic is encrypted with HTTPS. Passwords are hashed with argon2id, session tokens are stored only as hashes, the database isn't reachable from the internet, and every record is checked against your account on every request. See our security page for details and how to report a vulnerability.
Your rights
You can, at any time:
- Access a full copy of your data: Settings → Privacy & data → Export (JSON or CSV).
- Correct anything, directly in the app.
- Erase individual records, or your entire account and all associated data.
- Withdraw consent for optional processing such as email reminders.
- Raise a grievance using the contact below. If you're not satisfied with the response, you may approach the Data Protection Board of India once it's operational for such complaints.
Age
Acadex is intended for university students aged 18 or over. If you're under 18, please use Acadex only with the consent of a parent or guardian, or don't use it.
Changes to this notice
If we change this notice materially, we'll update the date above and tell you in the app before the change applies. The version you accepted is recorded with your account (current version: 2026-11-03).
Contact & grievances
The operator of this deployment hasn't published a contact address yet. You can still export or delete all of your data yourself from Settings → Privacy & data, at any time.