Privacy Policy

This covers data VILMS handles. There are two quite different kinds and it matters which is which:

• Your institute's data— your staff's names and emails, your billing details, how you use the product. We decide how this is handled.
• Your students' data — names, emails, phone numbers, enrolments, test answers. You decide how that is used; we only store and process it to run the platform for you. In data-protection terms you are the controller and we are the processor.

What we collect about your institute

• Account details: institute name, web address, owner and staff email addresses, mobile number.
• Billing details: plan, payment status and invoices. Card details are held by our payment provider, never by us.
• Product usage: which features are used, storage and delivery figures, error logs.

What we do with it

Run and secure the service, bill you correctly, warn you before you hit a usage limit, answer your support questions, and tell you about material changes. We use your contact details for service messages; marketing email is separate and you can opt out without losing service messages.

We do not sell your data, and we do not use your students' data to train AI models. Where you switch on AI features, the content goes to the AI provider whose key you supplied, under your account with them.

Your students' data

We process it only on your instructions, keep it isolated from every other institute on the platform, and never contact your students for our own purposes. If you leave, you can export it; ask us to delete it and we will. You are responsible for having a lawful basis to collect it and for your own privacy notice to your students — there is a template in the product.

Where it lives

Primary data is stored in India (Mumbai region). Some sub-processors operate globally — our hosting provider, our video provider and our email provider. Video files are delivered from servers near your students so that playback is fast.

Who else touches it

A short list of sub-processors: our application host, our database and storage provider, our video hosting and delivery provider, and our transactional email provider. Services you connect yourself — your payment gateway, your WhatsApp provider, your AI provider — are your own relationships on their own terms. We will tell you before adding a sub-processor that handles student data.

How long we keep it

For as long as your account is active. After cancellation, content and student records remain exportable for 60 days and may then be permanently deleted. Invoices and transaction records are kept as long as Indian tax law requires.

Security

Data is encrypted in transit and at rest. Every institute's data is isolated at the database level so one institute cannot read another's. Integration keys you provide are stored encrypted and used only server-side. If a breach affects your data we will tell you promptly and plainly.

Your rights

Ask us for a copy of your institute's data, correct it, or have it deleted: privacy@vilms.in. For a request from one of your students, they should contact you — we will help you answer it.

Cookies

We use cookies to keep you signed in, which are essential and cannot be turned off without breaking sign-in. Analytics cookies are set only with consent. Any analytics or pixel you configure on your own site is yours, under your own privacy notice.

See also Terms of Service and Usage & Fair Use.