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Version 1.0Updated: August 2026

File Upload & Storage Policy

This policy outlines the rules for uploading, storing, and accessing files on the Real Public School management platform, including acceptable formats, size limits, ownership, security measures, and retention periods.

1. Introduction

The Real Public School management platform allows authorized users to upload, store, and access various types of files as part of the school's academic and administrative operations. These files may include homework submissions, result documents, certificates, notices, images, and other school-related materials.

This policy sets out the rules and responsibilities for all users who upload or access files on the platform. All users must comply with this policy to ensure the security, integrity, and appropriate use of the platform's file storage system.

Last Updated: August 2026

2. Acceptable File Formats

The platform accepts the following file formats for upload:

  • Images: JPEG (.jpg, .jpeg), PNG (.png), GIF (.gif), WebP (.webp)
  • Documents: PDF (.pdf), Microsoft Word (.doc, .docx), Microsoft Excel (.xls, .xlsx), Microsoft PowerPoint (.ppt, .pptx)
  • Text files: Plain text (.txt)
  • Videos: MP4 (.mp4), WebM (.webm)

Unsupported Formats

Files in formats not listed above may be rejected by the platform. Executable files (.exe, .bat, .sh, .apk, etc.), scripts, and compressed archives (.zip, .rar) are not accepted and will be blocked.

3. File Size Limits

To ensure fair use of storage resources and platform performance, the following file size limits apply:

  • Images: Maximum 5 MB per file
  • Documents (PDF, Word, Excel, PowerPoint): Maximum 10 MB per file
  • Videos: Maximum 50 MB per file
  • Total storage per user: Subject to the school's storage allocation policy

The school reserves the right to adjust these limits at any time. Users will be notified of significant changes to storage limits.

4. Who Can Upload Files

File upload permissions are role-based and controlled by the school administration:

  • Administrators: May upload all types of school-related files including notices, circulars, result templates, and administrative documents
  • Teachers: May upload homework assignments, result documents, class materials, and notices relevant to their assigned classes
  • Students: May upload homework submissions and other files as permitted by their teachers or school administration
  • Parents/Guardians: May upload documents as required by the school administration (e.g., consent forms, identity documents)

Upload permissions may be restricted or expanded by the school administration at any time based on operational requirements.

5. Who Can Access Files

Access to uploaded files is strictly controlled based on user roles and the nature of the file:

  • Student files: Accessible only to the student who uploaded them, their assigned teachers, and authorized administrators
  • Teacher-uploaded materials: Accessible to students in the relevant class and authorized administrators
  • School notices and circulars: Accessible to all users in the relevant audience group
  • Administrative documents: Accessible only to authorized administrators

Private File Access

Files uploaded by students — including homework submissions, results, and personal documents — are never publicly accessible. Access is restricted to authorized users only.

6. User File Ownership

Users retain ownership of the original content they upload to the platform. By uploading a file, users grant Real Public School a limited, non-exclusive licence to store, display, and share the file with authorized users within the platform for the purposes of school operations.

The school does not claim ownership of student work, teacher materials, or other user-uploaded content. However, the school reserves the right to remove files that violate this policy.

Users are responsible for ensuring they have the right to upload any file they submit to the platform. Uploading files that infringe third-party intellectual property rights is prohibited.

7. Prohibited Uploads

The following types of files are strictly prohibited on the platform:

  • Executable files, scripts, or software programs
  • Files containing malware, viruses, or malicious code
  • Illegal content of any kind
  • Sexually explicit or pornographic material
  • Content that is abusive, harassing, threatening, or discriminatory
  • Files that infringe copyright, trademarks, or other intellectual property rights without authorization
  • Personal data of third parties uploaded without their consent
  • Confidential information belonging to other organizations or individuals
  • Files unrelated to school activities or academic purposes

Prohibited Content

Uploading illegal, harmful, or inappropriate content is a serious violation of this policy and may result in immediate account suspension, removal of the content, and, where required by law, reporting to the relevant authorities.

8. Data Security

The platform implements the following security measures to protect uploaded files:

  • Encrypted transmission: All file uploads and downloads are transmitted over encrypted HTTPS connections
  • Access control: File access is enforced through role-based permissions — only authorized users can access specific files
  • File type validation: Uploaded files are checked for permitted formats before being accepted

Despite these measures, no system can guarantee absolute security. Users should not upload highly sensitive personal information unless required for school operations.

9. Storage Retention & Automatic Cleanup

Files uploaded to the platform are retained for the following periods:

  • Homework submissions: Retained for the duration of the academic year, plus one additional year for record-keeping purposes
  • Result documents: Retained for a minimum of three years or as required by applicable regulations
  • School notices and circulars: Retained for the duration of their relevance, as determined by the school administration
  • Administrative documents: Retained as required by the school's record-keeping policy
  • Temporary uploads: Files uploaded for temporary purposes may be automatically deleted after 30 days

The school may implement automatic cleanup processes to remove files that have exceeded their retention period. Users will not necessarily receive individual notice before automatic cleanup occurs.

10. File Deletion

Files may be deleted from the platform in the following circumstances:

  • By the user who uploaded the file, where permitted by their role and the school's policies
  • By an authorized administrator, where the file violates this policy or is no longer required
  • Automatically, upon expiry of the applicable retention period
  • Upon closure or deactivation of a user account, subject to the school's data retention requirements

Permanent Deletion

Once a file is permanently deleted, it cannot be recovered. Users should ensure they retain copies of important documents outside the platform if needed for future reference.

12. Reporting Inappropriate Content

If you encounter a file on the platform that you believe violates this policy — including illegal content, harmful material, or copyright-infringing files — please report it immediately to the school administration.

Reports can be submitted via:

The school will investigate all reports promptly and take appropriate action, which may include removing the file and taking disciplinary action against the user responsible.

13. Contact

For questions about this policy, to request deletion of your files, or to report a file-related concern, please contact the school administration or use our Grievance Submission Form.