India's Digital Personal Data Protection Act, 2023 and its Rules, 2025 ask an institution to tell people what it does with their data and to ask consent where needed. SunRuby helps you record this. It is a tool for your readiness. It is not legal advice, and some texts are marked "For lawyer review".
Open Privacy > Privacy dashboard for the overview: open requests, overdue ones, open breaches, consents by purpose, and a Readiness checklist (a privacy contact is published, a grievance officer is named, the processor agreement is accepted and so on).
Privacy notices
Open Privacy > Privacy notices. There is a notice for parents, for staff and for students.
- Press Start from the built-in text. A draft opens in English, Marathi and Hindi.
- Edit the text. Save. Press Publish and confirm. The previous version becomes Retired. A published notice cannot be edited. Make a new version instead.
- At the next sign-in each person sees the notice. They can choose Later or I have read this notice. A reading is recorded with the language, the time and the channel (web or phone app).
- The Acknowledgements list shows who has read the current version.
The consent register
Open Privacy > Consent register. It lists choices recorded for each purpose.
- Some purposes are Checked by the system, such as WhatsApp messages and the student's photo outside the institution. If consent is withdrawn, SunRuby stops using it for that purpose.
- Others are Recorded only, for you to keep a record.
- Turn on Current choices only to see the latest choice of each person.
A parent decides for a child under 18. A child sees "Your parent decides this until you are 18".
Record a choice at the office
- Press Record a choice. Choose the child and a linked parent. A choice for a child cannot be recorded without a parent.
- Choose the purpose and the method, for example Signed paper form. "The person's own choice" is not allowed for a child.
- Tick that the person is 18 or over (the parent or guardian). Add a note such as the paper's place. Save.
Purposes
On the Purposes tab you can add your own purpose and switch it off. The built-in codes cannot change.
Common questions
A parent sees the notice every time they sign in.
They pressed Later. It returns at the next sign-in until they press I have read this notice.
Who can see the register?
The principal and the privacy desk. The office sees only the Consent register. Teachers and trustees do not see Privacy.