Privacy

The school is the data controller. Smart Minds is the processor: we hold and process the information on the school's instructions, and the school decides what goes in and who may see it.

That distinction matters in practice. If a parent asks us to correct or delete a record, we refer them to their school, because it is not ours to change.

For students: name, admission number, class and section, attendance, marks and results, fee demands and payments, and any remarks a teacher records.

For parents and guardians: name, phone number and email address, so the school can reach you about your own child.

For staff: the above plus employment details, attendance, leave and payroll records.

For everyone with a login: an email address, a hashed password, and a record of when you last signed in.

Absence alerts, school notices and one-time codes are sent over WhatsApp using the phone number your school holds for you. Fee receipts, reminders, calendar notes and greetings are sent by email.

Replying STOP to any WhatsApp message opts that number out immediately, across every record it appears on, and cancels anything already queued for it. The school can also switch you off at the office.

We keep a delivery log — what was sent, to which address, when, and whether it arrived. That log is how a school answers a parent who says nobody told them.

We do not sell data, and we do not share it with advertisers or data brokers.

We do not use a school's data to train models.

We do not let one school see another's data. Every query is scoped to the school on your session.

We do not send marketing messages to parents. Every message we send is about a child at that school.

Meta, through the WhatsApp Business Platform, delivers WhatsApp messages and therefore sees the recipient's phone number and the message content.

Amazon Web Services delivers email through SES and hosts the database and the application.

Razorpay processes online fee payments. Card and bank details go directly to Razorpay and never reach our servers.

Each of these processes data on our instruction, under their own terms.

Academic and financial records are kept for as long as the school remains a customer, because a school is required to be able to produce them.

The activity log follows the school's own retention setting and is deleted automatically once it passes.

Notifications are deleted the moment somebody clears them. They are a nudge towards a screen, not a record of anything.

If a school leaves, we return an export and delete the workspace on request.

You can ask your school for a copy of what is held about you or your child, ask for it to be corrected, or ask for it to be deleted where the school is not required to keep it.

If the school needs our help to do any of that, we provide it.

Write to privacy@smartminds.app and a person will answer. If your question is about a specific child's record, please contact the school first — they hold the decision.