Effective Date: 1 Jan,2025

Last Updated: 15 Jan,2025

Scoolsmart Hong Kong Ltd (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy outlines how we collect, use, store, and protect the personal information of our users. By using our digital school management system (hereinafter referred to as the “Platform”), you agree to the practices described in this Privacy Policy.

Information We Collect

We collect the following types of information to provide and improve our services:

1.1 Personal Information

• User details: Name, email address, phone number, role, and designation.
• Student data: Name, date of birth, gender, admission details, academic records, attendance, and fee-related information.
• Parent/Guardian data: Name, contact information, and relationship to the student.

1.2 Non-Personal Information

• Usage data: IP address, browser type, operating system, and usage patterns.
• Log files: Access times, pages viewed, and error reports.

1.3 Sensitive Data

• Health information (e.g., allergies, medical conditions, blood group) provided by the institution for emergency management purposes.
• Payment details (e.g., transaction history, but not credit/debit card details).

How We Use Your Information

We use the collected data to:

• Provide and enhance our services, such as managing student records, fee collection, and academic performance tracking.
• Communicate with users regarding updates, notifications, and support.
• Monitor and analyze Platform usage to improve functionality and security.
• Ensure compliance with applicable laws and institutional policies.

Sharing of Information

We do not sell, rent, or trade your personal information to third parties. However, we may share information in the following scenarios:

3.1 With Authorized Users

Data may be shared with school administrators, teachers, and parents/guardians as required by the institution.

3.2 With Service Providers

Third-party service providers who assist us in maintaining and improving our services (e.g., cloud hosting, payment gateways) may have access to data, subject to confidentiality agreements.

3.3 For Legal Compliance

We may disclose information when required by law or in response to valid legal requests, such as court orders.

3.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, user information may be transferred to the new entity, with notice provided to users.

Data Security

We implement robust technical and organizational measures to protect your information, including:

• Encryption of sensitive data during transmission.
• Secure access controls to prevent unauthorized access.
• Regular audits and updates to maintain system security.

However, no system is completely secure, and we cannot guarantee the absolute security of your data.

User Rights

You have the following rights regarding your personal data:

• Access: Request access to the data we hold about you.
• Correction: Update or correct inaccurate or incomplete information.
• Deletion: Request the deletion of personal data, subject to institutional policies and legal obligations.
• Data Portability: Obtain a copy of your data in a portable format.
• Withdraw Consent: Revoke consent for data processing, where applicable.

To exercise these rights, please contact us at Haroon.hasan@scoolsmart.com.

Data Retention

We retain personal information only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. Upon request, we will delete or anonymize data that is no longer needed.

Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Enhance user experience by remembering preferences and settings.
• Analyze usage patterns to improve our services.
• Provide secure login and session management.

You can control cookie settings through your browser preferences.

Children’s Privacy

The Platform is designed for use by schools and educational institutions. We process children’s data under the direction of authorized school administrators and in compliance with applicable laws. Parents or guardians can contact the school for data-related queries.

Third-Party Links

Our Platform may include links to third-party websites. We are not responsible for the privacy practices or content of these websites. Users are encouraged to review the privacy policies of third-party platforms.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be posted on the Platform, and significant changes will be communicated to users.

Contact Us

For questions, concerns, or requests regarding this Privacy Policy, please contact us at:Scoolsmart Hong Kong Ltd
Email: Haroon.hasan@scoolsmart.com
Phone: +852 61562533
Address: Room 55, 5th Floor, Core C, Cyberport 3, 100 Cyberport, Hong Kong

By using the Scoolsmart Platform, you acknowledge that you have read, understood, and agreed to this Privacy Policy.