Privacy Policy

Website: https://smartschools.online
Last Updated: 14 October 2026
Operated by: ProtonStack Technologies Private Limited (“Company”, “we”, “our” or “us”)

1. Introduction

SmartSchool Online is a school management software platform designed to help educational institutions manage academic administration, student records, attendance, staff information, communication, and other school-related activities.

This Privacy Policy explains how we collect, use, store, process, disclose, and protect personal information when you access our website, software, applications, or related services.

By using our services, you acknowledge that you have read this Privacy Policy. Where consent is legally required, we will obtain it through an appropriate mechanism.

2. Information We Collect

Depending on the features used by a school or account holder, we may collect the following categories of information:

A. Account and Contact Information

• Name, email address, phone number, and designation.

• School name, address, affiliation details, and institutional contact information.

• Login credentials and account authentication information.

B. Student and Parent Information

• Student name, admission number, class, section, and enrollment details.

• Parent or guardian names and contact details.

• Attendance, examination results, grades, timetable, and academic progress.

• Other educational records entered by an authorized school user.

C. Staff Information

• Teacher and staff profiles, employment-related details, attendance, assigned subjects, and administrative records.

D. Payment and Transaction Information

• Subscription plan, invoices, transaction references, payment status, and billing details.

Payments may be processed by third-party payment service providers. We do not intend to store complete card details or payment authentication credentials on our servers unless expressly stated and lawfully supported.

E. Technical and Usage Information

• IP address, browser type, device information, access logs, and timestamps.

• Usage activity, error reports, and security-related events.

• Cookies and similar technologies where used.

We seek to collect information that is reasonably necessary for the purposes described in this Policy.

3. How We Use Information

We may process information to:

• Create and administer school accounts.

• Provide school management and academic administration features.

• Maintain student, parent, teacher, and staff records as instructed by authorized schools.

• Manage subscriptions, billing, invoices, and customer support.

• Send service announcements, security alerts, and account-related communications.

• Diagnose errors, improve performance, and develop platform features.

• Detect fraud, prevent unauthorized access, and maintain system security.

• Meet applicable legal, regulatory, accounting, and recordkeeping obligations.

We will not use student records for unrelated advertising or sell student personal data as a business practice.

4. Schools, Parents, and Student Data

Schools may upload and manage student, parent, and staff information through the platform.

The school is generally responsible for determining why such records are collected and ensuring that it has the required authority, notices, permissions, and consents. The Company processes this information to provide and maintain the service, subject to applicable law and the agreement with the school.

Where applicable law requires verifiable parental consent for processing a child's personal data, the responsible parties must follow the applicable requirements. We will support reasonable compliance measures appropriate to our role and the service configuration.

Parents and guardians should ordinarily contact their child's school to request corrections to academic records or other school-managed information. We will assist with appropriate requests within our contractual and legal responsibilities.

5. Sharing and Disclosure

We may share information with:

• Authorized school administrators, teachers, parents, and other users according to assigned permissions.

• Hosting providers, cloud infrastructure providers, email or messaging providers, payment processors, and technical support vendors.

• Professional advisers and auditors where reasonably necessary.

• Government authorities, regulators, courts, or law enforcement where required or permitted by law.

• A successor entity in a lawful merger, acquisition, restructuring, or transfer of business, subject to appropriate safeguards.

We require service providers to handle information appropriately and only for authorized purposes, subject to applicable agreements and law.

6. Data Storage and Security

We use reasonable technical and organizational safeguards intended to protect information against unauthorized access, alteration, disclosure, loss, or misuse.

Depending on the service and infrastructure, safeguards may include access controls, authentication, encryption in transit, backups, logging, and security monitoring.

No online service can guarantee absolute security. Schools and users must also protect passwords, restrict account access, and promptly report suspected security incidents.

7. Data Retention and Deletion

We retain personal information for as long as reasonably necessary to provide the service, maintain school records, resolve disputes, comply with legal obligations, and enforce agreements.

When a school subscription ends, the school should request any required data export or deletion within the applicable retention period. Subject to contractual commitments and applicable law, we may delete, anonymize, or restrict access to data after the relevant retention period.

Backups and records retained for legitimate legal or security purposes may remain for a limited period before deletion.

8. Cookies and Analytics

We may use essential cookies and similar technologies for authentication, session management, security, and platform functionality.

Where analytics or optional tracking technologies are used, we will provide appropriate disclosures and consent choices where required by law. You may manage cookies through your browser settings, although disabling essential cookies may affect functionality.

9. Your Rights and Requests

Subject to applicable law and the Company's role in processing the information, individuals may have rights to:

• Request information about personal data processing.

• Request correction, completion, or updating of inaccurate information.

• Request erasure where legally available.

• Withdraw consent where processing relies on consent.

• Raise a grievance or submit a privacy-related complaint.

• Exercise other rights available under applicable law.

Requests may be submitted to info@protonstacktechnologies.com. We may request reasonable verification before acting on a request.

Where the information is controlled by a school, we may refer the request to the appropriate school administrator or coordinate with the school.

10. Third-Party Services

The platform may link to or integrate with third-party services. Their privacy practices are governed by their own policies. We are not responsible for independent third-party websites or services, except to the extent required by applicable law.

11. International Processing

Depending on our infrastructure and service providers, information may be processed or stored in locations outside your state or country, subject to applicable legal requirements and contractual safeguards.

12. Changes to This Policy

We may update this Privacy Policy to reflect changes in our services, technology, or legal obligations. Updated versions will be published on this page with a revised “Last Updated” date. Where legally required, we will provide additional notice or obtain consent.

13. Contact Us

ProtonStack Technologies Private Limited
Website: https://smartschools.online
Email: info@protonstacktechnologies.com
Address: Kokarya Business Synergy Center, No 51, Old site No.1, 5th Floor, 5th Main road, above Alchemy Coffee Roasters, 36th Cross Rd, 5th Block, Jayanagar, Bengaluru, Karnataka 560041.

For privacy questions, data requests, or complaints, please contact us using the details above. We will handle complaints in accordance with applicable law and our grievance-handling procedures.