Our policies.

Cancellation & Refund Policy

Free trial

Akadvia ERP offers a 14-day free trial for every new school. No credit card is required to start, and no charges are made during the trial period.

Subscription plans

If your school is on a subscription plan, you may cancel at any time from your admin dashboard or by writing to our support team. Cancellation stops future billing — it does not automatically refund the current billing cycle, which continues until its scheduled end date.

• Monthly subscriptions can be cancelled anytime; access continues until the end of the paid month.
• Annual subscriptions cancelled within 14 days of purchase are eligible for a full refund, minus any payment gateway charges already incurred.
• Annual subscriptions cancelled after 14 days are not eligible for a pro-rated refund, but access continues until the end of the paid term.

One-time licence plans

For schools that purchase Akadvia under the one-time licence model, refunds are considered only if reported within 7 days of purchase and only if the platform has not yet been actively used for admissions, fee collection, or data migration. Once student, staff, or fee data has been imported into the system, the licence fee is non-refundable.

How to request a refund

Email connect@akadvia.com with your school name, registered email, and reason for the request. Approved refunds are processed to the original payment method within 7–10 business days.

Cookie Policy

Akadvia uses cookies and similar technologies on our website and inside the ERP application to keep you signed in, remember your preferences, and understand how the platform is used so we can improve it.

Types of cookies we use

• Essential cookies — required for login sessions, security tokens, and core ERP functionality (attendance, fees, admissions modules). These cannot be disabled without breaking the platform.
• Preference cookies — remember settings like language, dashboard layout, and the last screen you visited.
• Analytics cookies — help us understand which features schools use most, so we can prioritise improvements.

Managing cookies

You can control or delete cookies through your browser settings. Disabling essential cookies will prevent you from logging in to the Akadvia dashboard or parent/student apps.

Fraud Awareness

Akadvia will never ask parents, students, or school staff for banking passwords, OTPs, or account credentials over phone, WhatsApp, or email. Please stay alert to the following common scams targeting school ERP users:

• Messages claiming to be "Akadvia Support" asking you to click a link and enter your login password to "verify your account".
• Calls asking for the OTP sent to your phone during a fee payment — Akadvia never needs this OTP; it is meant only for you.
• Fake fee-payment links sent via SMS or WhatsApp that do not lead to your school's official Akadvia payment page.

What to do

If you receive a suspicious message referencing Akadvia, do not click any links or share any codes. Verify directly with your school's front office, or report it to us at grow@arvixa.com with a screenshot if possible.

Grievance Policy

We aim to resolve every concern — technical, billing, or data-related — as quickly and fairly as possible.

How to raise a grievance

• Use the in-app Contact Support option available to every school admin.
• Or email connect@akadvia.com with a clear description of the issue and your school name.

Response timelines

• Acknowledgement of your complaint: within 24 hours.
• Initial resolution or status update: within 3 business days.
• Complex issues (data disputes, billing disputes): resolved within 15 business days.

If you're not satisfied with the resolution, you may escalate to our Grievance Officer at the contact details below.

Trust & Safety

Akadvia handles sensitive information about students, parents, and staff. We take that responsibility seriously.

Data protection

• All data is encrypted in transit (HTTPS/TLS) and access to production data is restricted to authorised team members only.
• Role-based access control means teachers, accountants, and front-office staff only see the data relevant to their role.
• Regular backups protect against accidental data loss.

Child safety

Because Akadvia is used in schools, we hold student data to the same standard of care a school itself would apply — student information is never sold, shared with advertisers, or used for any purpose beyond running the school's operations.

Payment security

Fee payments processed through Akadvia go through PCI-DSS compliant payment gateway partners. Akadvia does not store full card numbers or banking credentials on its own servers.

E-Waste Policy

As a cloud-based ERP company, Akadvia's direct hardware footprint is limited to office equipment and biometric/RFID devices supplied for attendance tracking. We are committed to responsible handling of electronic waste generated through our operations.

• End-of-life biometric devices, RFID readers, and networking equipment are routed through authorised e-waste recyclers in compliance with applicable e-waste management rules.
• We encourage partner schools to responsibly dispose of any replaced hardware (old biometric machines, routers) through certified e-waste collection centres rather than general waste.
• Office IT equipment (laptops, servers) at Akadvia/Arvixa facilities is refurbished for reuse where possible before being sent for certified recycling.