Smart School is a school management service used by schools, coaching centres and private tutors, on the web and through our Android app. This policy explains what information we collect, why, who it is shared with, how long we keep it, and the choices you have.

Who is responsible for your data. When a school or institution uses Smart School, the school decides what is recorded about its students, families and staff, and is responsible for it (the "data fiduciary" under India's Digital Personal Data Protection Act, 2023). We store and process that information on the school's behalf and only to run the service for it. When you sign up for yourself — for example as a private tutor — we are responsible for your account information.

1. Information We Collect

Your account

Name, email address, phone number, date of birth, gender and profile photo
Your password, which we store only in hashed form and can never read
Your role at the school, your language and display preferences, and your notification settings
If you sign in with Google: your Google account identifier and email address (never your Google password)

Student records kept by the school

Admission details: name, date of birth, gender, class applied for, previous school, address, and the parent's name, phone and email
Class, roll and member number, identity card and QR code
Attendance, timetable, homework and submitted work, test answers, marks, report cards, certificates and progress reports
Leave requests, gate passes, library loans, transport route and stop, hostel and canteen records
Where the school records it for government reporting (UDISE+): the student's social category and whether the student has special needs, and of what kind
Any additional fields the school chooses to add to its forms

Parents and guardians

Name, contact details, relationship to the student, and which children are linked to the account.

Staff

Designation, department, joining and leaving dates, timetable and attendance. Where the school runs payroll in Smart School: PAN, bank account name, number and IFSC, UAN, ESI number and salary details.

Fees and payments

Fee structures, amounts due and paid, receipts and invoices. Online payments are made on Razorpay's secure payment page: your card, UPI or bank login details go to Razorpay, not to us. We keep only the transaction reference, amount and status.

What you add

Photos, documents and attachments you upload, notices, messages and comments you write, and feedback or support requests you send us.

Sign-in, security and device information

IP address, browser or device type, sign-in times and failed sign-in attempts — used to keep your account secure and to stop password guessing
On our app: an identifier created when the app is installed, the app version, a push-notification token, and whether you have allowed notifications, the camera and photos — so notifications reach the right phone and your school's administrator can help if a feature is blocked
Error reports when something goes wrong, which may include the page you were on and your account identifier

We do not use advertising identifiers and we do not use third-party analytics or advertising trackers.

Early-access waitlist

If you join our waitlist, we keep the details you give us (name, email, and optionally your phone, city, organisation, its size and, for tutors and schools, your date of birth) only to review your request and set up your account. We also record when you agreed to be contacted. If you never confirm your email, we delete your details within 14 days. You can leave the waitlist at any time from the link in any waitlist email.

2. Permissions Our Android App Asks For

The app asks for these permissions when you first open it, so that later tasks — sending a homework photo, attaching a file, getting a reminder — go through without stopping to ask. You can refuse any of them: the app asks again on a later launch, or when you use a feature that actually needs it. You can change them at any time in your phone's Settings. Refusing one only turns off the feature that needs it.

Camera: asked for when you first open the app; used only when you take a photo — a profile picture, a homework or work photo, or a document to attach. The app does not use the camera in the background.
Photos and media (storage on older Android versions): to let you pick an image or file to attach, and to save downloads such as receipts and ID cards to your phone.
Notifications: to tell you about notices, homework, fees and other updates from your school.
Internet and network state: to connect to Smart School and to know when you are offline so the app can keep working and send your changes later.

The app does not ask for your location, contacts, microphone, SMS or call logs. Home-screen widgets you add keep a small summary (for example your next class or fees due) on your phone.

3. How We Use Your Information

To run the school's services: attendance, homework, results, fees, notices, timetables and the other modules the school uses
To show each person only what their role allows — a parent sees their own children, a teacher their own classes
To send notifications, emails, SMS and WhatsApp messages the school or the service sends
To take payments and issue receipts and invoices
To keep accounts secure, stop misuse and investigate errors
To provide support and improve the service
To meet legal obligations, such as tax records for invoices

We do not sell personal information, and we do not use it for advertising.

4. AI-Assisted Features

Teachers and administrators can use AI tools to draft lesson plans, quizzes, homework, report-card remarks and progress summaries, to suggest a grade for a written answer, and to answer subject questions. Schools choose whether to use them; students do not use them. When a tool is used, the request is sent to our AI provider, DeepSeek, whose servers are in China:

Report-card remarks: the student's name, marks and attendance percentage
Answer grading: the text of the student's answer and the model answer
Progress summaries: class, subject names and attendance and marks figures only — not the student's name, contact details or photo
Lesson plans, quizzes, homework and questions: the topic and text the teacher types

AI output is a draft: a teacher reviews it before students or families see it.

5. Who We Share Information With

Inside your school, people see what their role permits. Outside it, we share information only with the service providers that help us run Smart School, only what each needs for its job:

Hosting and database: Oracle Cloud, which runs our servers and database in India
File storage: our cloud file-storage provider, or a storage account your school connects itself, for photos and documents
Payments: Razorpay, to process online fee and subscription payments
Messaging: MSG91 and Twilio for SMS and WhatsApp, and Resend for email, to deliver messages to the phone number or email address on the account
Push notifications: Google Firebase Cloud Messaging and your browser's push service
Sign-in and bot protection: Google Sign-In, if you choose it, and Google reCAPTCHA on sign-in and sign-up forms
Error monitoring: Sentry, which receives technical error reports; passwords, dates of birth and other sensitive form fields are removed first
AI: DeepSeek, as described in section 4

We may also disclose information when the law requires it, to protect people's safety, or to a company that takes over the service, which would remain bound by this policy.

6. Where Your Information Is Stored

Your information is stored in India: our servers and database are with Oracle Cloud in India. Some of the providers above process the part they need outside India: error reports in the European Union (Sentry), AI requests in China (DeepSeek), and email and SMS delivery in the United States (Resend, Twilio). We transfer information only to countries not restricted by the Government of India, and only to providers that need it for the purposes above.

7. How We Protect Your Information

All connections are encrypted (HTTPS)
Passwords are hashed, and keys for connected services are encrypted in our database
Role-based permissions limit who can see and change each record
Repeated wrong passwords temporarily block sign-in, and our team is alerted to repeated attempts
Changing your password signs you out on every other device

No system is perfectly secure. If a breach affects your information, we will inform the school, you and the authorities as the law requires.

8. Children's Information

Schools use Smart School to manage their students, many of whom are under 18. Student accounts are created by the school, and the school is responsible for getting a parent's or guardian's consent before recording a child's information.

We use children's information only to provide the school's services
We never use it for advertising, and we never sell it
We do not track children across other apps or websites

A parent or guardian can ask the school, or us, to see, correct or delete their child's information.

9. How Long We Keep Information

School records are kept while the school uses Smart School, and deleted when the school deletes them or closes its account, apart from what the law requires us to keep (such as tax invoices)
When a school removes a person, their account is deactivated: they can no longer sign in, and the school can restore it. The record is kept until the person or the school asks us to erase it; we then delete it permanently
Older attendance is condensed into yearly summaries
The "remember me" sign-in lasts up to 30 days

10. Cookies and Data Kept on Your Device

We use only the cookies needed for the service to work: keeping you signed in, remembering your school, and protecting forms against forgery. Google reCAPTCHA on sign-in and sign-up forms may set its own cookies. We do not use advertising or analytics cookies. Your browser or app also remembers small preferences on your device, such as recent searches and notices you have dismissed.

Data kept on your device for offline use. So that the app can be used with no internet connection, it keeps a copy of your own information on your phone or browser: your profile and ID card, screens you use such as your timetable and homework, photos you have viewed, and work you saved offline that has not yet been sent. It does not keep payment details or other families' contact details. Saved screens are dropped if the app is not used online for 30 days. Signing out, or choosing Remove saved data in your profile, deletes it from the device. On our Android app this data is excluded from the phone's cloud backup.

11. Your Rights and Choices

Access: ask for a summary of the information held about you
Correction and completion: ask for inaccurate or incomplete information to be fixed
Deletion: ask for information that is no longer needed to be deleted
Withdraw consent: withdraw a consent you gave, such as to be contacted; this does not affect what was done before
Nominate: name someone to exercise these rights if you die or cannot do so yourself
Complain: raise a grievance with us, and if it is not resolved, with the Data Protection Board of India

For records your school keeps, start with your school; it can correct most things directly. You can also contact us below and we will work with the school to respond.

12. Changes to This Policy

When we change this policy we update the date at the top. If a change affects what we collect or who we share it with, our app asks you to review and accept the new policy before you continue.

13. Contact and Grievances

For questions, requests or complaints about your data, contact our grievance officer:

Email: support@managemysmartschool.co.in

Phone: +91 9833-839-400

Address: Smart School, India