Last updated: August 14, 2024
Protecting Student and Teacher Data Our Privacy Commitment
Welcome to Smartschool
At Smartschool, Inc. ("Smartschool," "us," "we," or "our"), we believe that learning should be boundless, but your personal information shouldn't be. This Privacy Policy is our commitment to you about how we handle the personal information of teachers and students who use our digital learning platform.
What This Policy Covers
This document outlines our practices for collecting, using, and protecting personal information gathered through:
Our website: https://www.joinsmartschool.com
The Smartschool Learning Platform https://app.joinsmartschool.com/
Any complementary iOS and Android apps we may add to our offering in the future.
Together, we refer to these as our "Services."
Our Commitment to Privacy in Education
We take our role in the educational ecosystem seriously. That's why:
We support schools in their efforts to comply with the Family Educational Rights and Privacy Act (FERPA).
We comply with the Children's Online Privacy Protection Act (COPPA).
For any specific questions or concerns, please don't hesitate to reach out to us at privacy@joinsmartschool.com.
Our Privacy Principles
At Smartschool, we believe in transparency and accountability. Our approach to handling personal information is guided by the following core principles:
1. Minimal Data Collection
We collect only the personal information that is essential for providing our educational services. Our goal is to balance functionality with privacy, ensuring we have just enough data to deliver a great learning experience and teacher tools.
2. Purpose-Driven Use
The personal information we collect is used solely for authorized educational purposes or as explicitly approved by parents, students, or schools. We do not repurpose data for unrelated activities.
3. No Data Sales
We have a strict policy against selling personal information to third parties. Your data is for education, not for profit.
4. Ad-Free Environment
We do not use personal information for advertising purposes. Our platform is and will remain an ad-free zone, focusing solely on learning and teaching.
5. User Control
We empower you to control the personal information you provide to us. You have the right to access, correct, or delete your data as per applicable laws and our policies.
6. Data Protection
Protecting your personal information is our priority. We implement robust security measures to safeguard your data against unauthorized access, disclosure, alteration, and destruction.
7. Transparency
We believe in clear communication about our data practices. This policy and our other communications aim to keep you informed about how we handle your personal information.
8. Compliance and Beyond
While we adhere to all applicable data privacy laws and regulations, our commitment often goes beyond mere compliance. We strive to uphold the highest standards of data ethics in everything we do.
Information We Collect from Teachers
To provide our educational services effectively, we collect certain information from teachers. We are committed to collecting only what is necessary and using it responsibly. Here's what we collect and why:
1. Account Information
What we collect: First name, email address, and school name. Last name is optional.
Why we need it: This information is essential for account creation, authentication, and to ensure you're connected to the correct school in our system.
2. Content
What we collect: Math assignments, other educational content you create, and data associated with your use of the platform.
Why we need it: This allows you to create, store, and manage your educational materials on our platform, and helps us improve your experience with our services.
3. Customer Support Information
What we collect: Questions, feedback, or issues you submit to our support team.
Why we need it: This helps us address your concerns, resolve technical issues, and improve our services based on your feedback.
4. Testimonials (Optional)
What we collect: If you choose to provide a testimonial, we may collect your name, photo, and the content of your testimonial.
Why we need it: With your permission, we may post your testimonial on our services to share your experience with other educators.
How to remove it: To request removal of your testimonial, please contact privacy@joinsmartschool.com.
5. Information from Third-Parties
We may receive information about you if you choose to use integrated technologies with our platform, such as:
Google Login
Clever
EdLink
Canvas
Google Classroom
Schoology
What we may receive: Your LMS account information including your full name, email address, and school name or your full name and email address in case of Google Login. Why we need it: This information allows for seamless integration between our platform and these third-party services - most notably Learning Management Systems supported by your district - enhancing your user experience.
6. Usage Data
We automatically collect certain information about how you interact with our platform. This includes:
Device data (e.g., operating system, browser type, IP address)
Online activity data (e.g., pages viewed, time spent on pages, click patterns)
This information helps us understand how our platform is being used, identify and fix issues, and improve our services.
We are committed to using this information solely for the purposes outlined in this policy and will not share it with third parties except as described in the "How We Share Your Information" section of this policy.
Information We Collect from Students
Protecting student privacy is at the core of our mission. We collect only the minimum amount of information necessary to provide our educational services effectively. Here's what we collect from students and why:
1. Login Information
What we collect: A modified email address.
Why we need it: This allows students to securely access our platform.
2. Identification Information
What we collect: First and last name.
Why we need it: This allows teachers to accurately track and assess student submissions.
3. Educational Content
What we collect: Student submissions to assignments created by their teachers.
Why we need it: This allows students to complete their schoolwork and teachers to review and assess student progress.
4. Usage Data
What we collect: Information about how students interact with our platform, such as pages visited and features used.
Why we need it: This helps us improve our platform's functionality and user experience for students.
Additional Information for School and District Partners
For our school and district partners, we may collect additional student information if specifically requested to do so. This could include:
Grade level
Class assignments
Student ID numbers
Any such additional data collection will be clearly communicated to the relevant school or district administrators and will comply with all applicable privacy laws and regulations.
Parental Rights and Access
We respect the rights of parents and guardians to oversee their children's digital footprint. You have the right to:
Review the information we have collected about your student.
Request that we make no further use of your student's information.
Request deletion of your student's information from our systems.
To exercise these rights, please email privacy@joinsmartschool.com with your name, your student's school email address, and the specific action you're requesting.
Important Note for School-Provided Accounts: If your student uses our services through an account provided by their school, please direct your requests to the school or school district. They maintain control over student data in these cases and can assist you with your privacy-related requests.
We are committed to using student information solely for educational purposes as outlined in this policy. We do not share student information with third parties except as described in the "How We Share Your Information" section of this policy and as required by law.
Automatic Data Collection
In addition to the information you provide directly, we also collect some data automatically when you use our Services. This helps us to improve your experience and maintain the security of our platform.
What We Collect Automatically
Device Information, including:
Operating system type and version
Browser type and version
Device type (e.g., desktop, tablet, mobile phone)
Screen resolution
IP address
Language settings
Time zone
Usage Information, including:
Pages or screens you view
Time spent on pages or screens
Navigation paths between pages or screens
Features and functions you use
Date and time of access
Frequency and duration of use
Why We Collect This Information
To improve the functionality and user experience of our Services
To identify and fix technical issues
To protect against fraudulent or unauthorized use of our Services
To analyze trends and usage patterns
How We Collect This Information
We use industry-standard technologies for automatic data collection, including:
Cookies: Small text files stored on your device to remember your preferences and improve navigation.
Web Beacons: Also known as pixel tags or clear GIFs, these help us understand which content is viewed or clicked.
Your Control Over Automatic Data Collection
Most web browsers allow you to control cookies through their settings preferences. However, limiting the ability of websites to set cookies may affect your overall user experience. To learn more about cookies and how to manage them, visit www.allaboutcookies.org.
We do not respond to web browser "do not track" signals at this time. To learn more about "do not track," please visit www.allaboutdnt.com.
By using our Services, you consent to this automatic data collection. However, we are committed to using this data responsibly and solely for the purposes outlined in this policy.
How We Use Your Information
At Smartschool, we are committed to using your personal information responsibly and solely for purposes that support our educational mission. Here's an overview of how we use the information we collect:
1. Providing and Improving Our Services
Deliver, maintain, and enhance the functionality of our platform
Personalize your experience based on your role (teacher or student) and preferences
Analyze usage patterns to improve our features and user interface
Identify and fix technical issues to ensure a smooth user experience
2. Communication and Support
Respond to your inquiries, feedback, and support requests
Send important announcements about the Services, including updates and security alerts
Provide administrative messages related to your account or the Services
3. Research and Development
Conduct research to improve our educational tools and methods
Develop new features and services that meet the evolving needs of educators and students
Important: For research and development purposes, we only use anonymized data. We do not use personally identifiable information (PII) in this process.
4. Protecting Our Services and Users
Detect, prevent, and address fraudulent or unauthorized use of our Services
Enforce our Terms of Service and other usage policies
Protect the rights, property, or safety of Smartschool, our users, and others
5. Legal Compliance and Protection
Comply with applicable laws, regulations, and legal processes
Respond to lawful requests from public and government authorities
Protect our legal rights and interests, and those of our users
Important Notes:
We do not sell personal information to third parties.
We do not use personal information for advertising purposes.
We do not build personal profiles of students other than for supporting authorized educational purposes or as explicitly approved by the school, parent, or student (as applicable).
Any use of de-identified or aggregated data (data that does not identify individual users) for research and development purposes is done in compliance with applicable privacy laws and our commitment to protecting student privacy.
We are committed to transparency in our data practices. If you have any questions about how we use your information, please contact us at info@joinsmartschool.com.
How We Share Your Information
At Smartschool, we take the privacy of your information seriously. We do not rent, sell, or exchange personal information to third parties for marketing or advertising purposes. However, there are limited circumstances under which we may share your information:
1. Within Your Educational Institution
Teachers can view their students' completed assignments, uploaded photos of handwritten solutions, and requests sent to Yoko - our AI coach - within the platform.
School administrators may have access to teacher and student data as necessary for educational purposes.
2. Service Providers
We may share information with third-party companies that help us deliver our Services. These companies are obligated to protect your information and are not permitted to use it for any purpose other than helping us provide our Services. Examples include:
Cloud hosting providers
Database management services
Email delivery services
A list of our third-party service providers is available here.
3. Legal Requirements
We may disclose information if required to do so by law or in response to valid requests from public authorities (e.g., a court or government agency).
4. Protection of Rights
We may share information to:
Enforce our Terms of Service
Protect the rights, property, or safety of Smartschool, our users, or others
Prevent or investigate possible wrongdoing in connection with the Services
5. Business Transfers
In the event Smartschool is involved in a merger, acquisition, or sale of all or a portion of its assets, we are committed to protecting your privacy rights:
You will be notified via email and/or a prominent notice on our website well in advance of any change in ownership or uses of your personal information.
You will be informed of any choices you may have regarding your personal information.
You will always retain the right to request deletion of your data prior to any transfer.
We are committed to ensuring that your privacy rights are respected and protected throughout any business transition process.
Important Notes:
We do not share personally identifiable information with AI service providers.
Any sharing of information is subject to strict confidentiality and data protection agreements.
We require third parties to handle your personal information in accordance with our privacy standards and applicable data protection laws, including educational data protection laws such as FERPA and COPPA.
Your Control
For users who belong to the same educational institution, you have control over what information you choose to share through our platform. However, please be aware that any information you share may be visible to other authorized users within your institution as described above.
We are committed to transparency in our data sharing practices. If you have any questions about how we share your information, please contact us at privacy@joinsmartschool.com.
Data Retention
At Smartschool, we retain your information for as long as necessary to provide our Services and to comply with our legal obligations. Here's an overview of our data retention practices:
How Long We Keep Your Data
Active Accounts: We retain your personal information and content for as long as your account is active.
Deactivated Accounts: If you deactivate your account, we will retain your information for a limited period in case you decide to reactivate your account.
School Contracts: For accounts associated with school contracts, we retain data in accordance with the terms of the contract and applicable education laws.
Data Deletion
Account Deactivation:
You can deactivate your account through your account settings.
Upon deactivation, your account will no longer be accessible, and no further activity can occur in the account.
Other users will no longer be able to see information connected to your account.
Data Removal Requests:
You may request the permanent deletion of your data by contacting privacy@joinsmartschool.com.
For students, parents or guardians may make this request on their behalf.
School-Managed Accounts:
For accounts managed by schools or districts, data deletion requests should be directed to the school or district administration.
Schools may request that we deactivate and de-identify accounts, which we will do unless there is a regulatory or valid legal need to retain certain information.
De-identified Data
After account deactivation or deletion, we may retain de-identified data (data that no longer identifies individual users) for analytical and service improvement purposes.
This de-identified data helps us to enhance our product and services but cannot be linked back to individual users.
Legal and Regulatory Retention
We may retain certain information for longer periods if required by law, regulation, or valid legal process.
This retained information will be handled in accordance with this privacy policy and applicable laws.
We are committed to maintaining the privacy and security of your data throughout its lifecycle with us. If you have any questions about our data retention practices, please contact us at privacy@joinsmartschool.com.
Data Security
At Smartschool, protecting your privacy and securing your personal information is of utmost importance to us. We implement a variety of security measures to maintain the safety of your personal information when you use our Services.
Our Security Practices
Encryption: We use industry-standard encryption protocols to protect your data both in transit and at rest.
Access Controls: We employ strict user access controls and authentication procedures to ensure that only authorized personnel can access user data.
Regular Audits: We conduct regular security audits and assessments to identify and address potential vulnerabilities.
Employee Training: Our team undergoes regular privacy and security training to ensure they understand and follow best practices in data protection.
Incident Response: We have a comprehensive incident response plan in place to quickly address any potential security issues.
Third-Party Verification: We engage independent third-party security firms to assess our security measures and help us maintain high standards.
Compliance Standards
We adhere to recognized cybersecurity frameworks and standards, including:
The National Institute of Standards and Technology (NIST) Cybersecurity Framework
Family Educational Rights and Privacy Act (FERPA) requirements
Children's Online Privacy Protection Act (COPPA) guidelines
Student Online Personal Information Protection Act (SOPIPA) in California
Illinois Student Online Personal Protection Act (SOPPA)
New York's Education Law 2-d
Colorado Student Data Transparency and Security Act
Connecticut's Act Concerning Student Data Privacy
Maryland Student Data Privacy Act
Utah Student Data Protection Act
This list is not exhaustive, and we continuously monitor and adapt to new and evolving privacy regulations across different jurisdictions.
Your Role in Security
While we implement strong security measures, the security of your account also depends on you. We recommend that you:
Use strong, unique passwords for your Smartschool account
Do not share your account credentials with others
Log out of your account when using shared devices
Promptly report any suspected unauthorized access to your account
Security Limitations
Despite our efforts, no method of electronic storage or transmission over the internet is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.
Reporting Security Concerns
If you have any reason to believe that your interaction with us is no longer secure (for example, if you feel that the security of your account has been compromised), please immediately notify us at security@joinsmartschool.com.
We are committed to continuously improving our security measures to protect your data. For more detailed information about our security practices, please contact us at privacy@joinsmartschool.com.
International Visitors
Smartschool is based in the United States and our services are primarily intended for use by individuals and institutions within the United States. However, we recognize that some of our users may access our Service from outside the US. If you use our Service outside of the United States, here's what you need to know:
Data Transfer and Storage
If you are located outside the United States, the personal information we collect will be transferred to and stored on our servers in the United States. By using our Service, you consent to this transfer and storage of your information.
European Union, European Economic Area, and United Kingdom Users
If you are located within the European Union (EU), European Economic Area (EEA), or the United Kingdom (UK), you are afforded specific rights under data protection laws such as the General Data Protection Regulation (GDPR) or the UK GDPR. These rights include:
The right to access your personal data
The right to rectify inaccurate personal data
The right to erase your personal data
The right to restrict the processing of your personal data
The right to object to the processing of your personal data
The right to data portability
To exercise any of these rights, please contact us at privacy@joinsmartschool.com.
As an EU/EEA or UK resident, you also have the right to file a complaint with your local data protection authority if you have concerns about our handling of your personal information.
Compliance with Local Laws
While we strive to comply with applicable data protection laws, our primary focus is on US regulations. If you are accessing our Service from outside the US, please be aware that your information may not be protected under the same laws and regulations that apply in your home country.
For specific questions about how we handle data for international users, please contact us at privacy@joinsmartschool.com.
Changes to This Privacy Policy
At Smartschool, we're committed to continuously improving our services and adapting to new technologies and regulations. As a result, we may update this Privacy Policy from time to time. Here's what you need to know about potential changes:
How We Make Changes
We may modify this Privacy Policy to reflect changes in our practices, our Services, or legal requirements.
Any changes we make will be effective immediately upon posting the updated Privacy Policy on our website.
Notification of Changes
For significant changes that materially alter your rights or our obligations, we will provide prominent notice to our users and account holders.
This notice may be in the form of:
An email to the address associated with your account
A notification within our platform when you log in
Your Choices
We encourage you to review our Privacy Policy periodically to stay informed about our data practices.
By continuing to use our Services after changes to this Privacy Policy become effective, you agree to be bound by the revised Privacy Policy.
If you do not agree with the changes, you should discontinue your use of the Services and contact us to close your account.
School and District Contracts
For users accessing our Services through a school or district contract, changes to policies that are inconsistent with our contractual requirements will not be made without prior notice and consent from the relevant educational institution.
In cases where a school or district contract is in place, the terms of that contract regarding data privacy and policy changes will supersede individual consent to this Privacy Policy.
Effective Date
The effective date of the current version of this Privacy Policy is listed at the top of this document.
We will maintain an archive of previous versions of our Privacy Policy, which you can request by contacting us at privacy@joinsmartschool.com.
We are committed to maintaining transparency in our data practices. If you have any questions about changes to this Privacy Policy, please contact us at privacy@joinsmartschool.com.