Privacy Policy
Last updated: 4 August 2026
In short. Grandhika is used by library staff, not by students or the public.
Each institution owns the records it enters. We store them, we do not sell them, and we do not use them for advertising.
Book cover text is sent to OpenAI to read titles and authors. Nothing else leaves our servers except to keep the service running.
Grandhika is a library management service operated by Zyvix Technologies, a sole proprietorship based in Wayanad, Kerala, India ("we", "us"). This policy explains what the Grandhika mobile app and web dashboard collect, why, and what control you have.
Who uses Grandhika
Accounts are created only for staff of a subscribing institution: librarians, administrators, class teachers, and principals. Each account is created by the institution or by us at the institution's request. There is no public sign-up.
Students do not have accounts and do not use the app. Student names appear in the system only as library member records entered by staff, in the same way they would appear in a paper register. The app is not designed for, marketed to, or directed at children.
What we collect
| Category | Examples | Source |
|---|---|---|
| Institution details | Name, institution code, address, contact person, phone, email | Provided at registration |
| Staff accounts | Name, username, email, role, encrypted password | Created by the institution |
| Library member records | Member name, class or department, division or semester, admission or membership number | Entered or imported by staff |
| Catalogue | Title, author, publisher, price, category, accession number | Entered, scanned, or imported by staff |
| Lending records | Which book was issued to which member, dates issued and returned | Recorded during normal use |
| Book cover images | Photographs of covers and title pages taken to catalogue a book | Camera, when staff choose to scan |
| Technical logs | Server error logs, request timestamps | Generated automatically |
We do not collect location data, contacts, advertising identifiers, or browsing history. We do not track you across other apps or websites.
Why we hold this information
- To run the library: catalogue books, issue and return them, and produce registers and reports.
- To sign you in and keep each institution's records separate from every other institution's.
- To read book covers automatically so staff do not have to type every title.
- To fix faults, keep the service secure, and answer support requests.
- To bill the institution and keep the records our tax obligations require.
Who your institution's data is shared with
OpenAI — text recognition
When staff photograph a book cover, the text read from that image is sent to OpenAI's API so the title, author, and publisher can be identified and, where applicable, written in the regional language. Only book information is sent. Member names and lending records are never sent to OpenAI.
OpenAI processes this on our behalf as an API customer. Under OpenAI's API terms, API inputs are not used to train their models by default. See openai.com/policies/privacy-policy.
Google ML Kit — on-device text recognition
Initial text detection runs on the device itself using Google's ML Kit. The image is not uploaded for this step. ML Kit reports anonymous diagnostic data to Google about how the library performed.
Hosting
Data is stored on servers operated by Hostinger, located in India.
That is the complete list. We do not sell data, rent it, share it with advertisers or data brokers, or give it to anyone else, except where the law requires us to.
Where the data lives and how long we keep it
All records are stored in India. Each institution's data is isolated from every other institution's at the database level.
- While the subscription is active: records are kept so the library can operate. Lending history is retained because libraries need it for their annual registers and audits.
- After a subscription ends: data is retained for 90 days so the institution can export it or renew. After that, it is deleted on request, and otherwise within 12 months.
- Book cover images: deleted from our servers once the catalogue entry is saved. They are not kept as an image archive.
- Billing records: kept for as long as Indian tax law requires.
Security
All traffic between the app and our servers uses HTTPS. Passwords are stored as one-way hashes and cannot be read by us or recovered — they can only be reset. Access to production data is restricted to the operator of Zyvix Technologies.
No system is perfectly secure. If a breach affects your institution's records, we will notify the institution's registered contact.
Your choices
The institution controls its own records. Staff with administrator access can view, correct, or delete member and catalogue records at any time from within the app or the web dashboard.
To request a copy of your institution's data, correction of an error, or deletion of an account, write to admin@grandhika.in. See the account deletion page for what happens next and how long it takes.
If you are a parent or guardian and want to know what is recorded about your child, contact the institution's librarian or head of institution directly. The institution holds those records; we store them on the institution's behalf and cannot release them without the institution's instruction.
Changes to this policy
If we change how data is handled, we will update this page and change the date at the top. Significant changes will be emailed to each institution's registered contact.
Contact
Zyvix Technologies
Wayanad, Kerala, India
admin@grandhika.in