Privacy Policy — Short Version
A simple explanation of how SmartEduTech handles personal information. This short version is based on previously approved product rules. Where applicable, the signed institutional agreement and detailed policies continue to govern. This draft is not yet live.
1.Who provides this service?
SmartEduTech is a service of 4ASPIRANTS PRIVATE LIMITED. The company operates the platform and provides technical and customer support.
2.Who does this policy cover?
This policy explains how information is handled through SmartEduTech’s education management software, mobile apps, website enquiries and related services. Features depend on the institution’s subscribed modules.
3.What information do we handle?
This may include student and parent details, staff records, admissions, attendance, academic results, fees, documents, login details and relevant technical records. Only information needed for an enabled service should be used.
4.Website enquiries and support
If you contact us, we may keep your name, contact details, institution details and message so we can respond, provide support and maintain appropriate business records.
5.Why do we use information?
We use information to provide educational and administrative functions, operate accounts, deliver requested services, provide support, improve reliability and meet lawful obligations.
6.Who controls institutional records?
Educational institutions generally decide why their student, parent and staff records are collected and who may access them. SmartEduTech processes those records under the applicable institutional agreement and authorized instructions. We separately manage our direct enquiries and support records.
7.Children and parental consent
Institutions are responsible for required notices and lawful parent or guardian permissions. SmartEduTech supports consent and withdrawal processes where available. Withdrawal may not remove records that must lawfully be retained.
8.Accounts, access and documents
Institution administrators create and manage user accounts and permissions. Only authorized users should see personal records or documents. Students and parents can access only information permitted for their account.
9.Vehicle GPS information
If transport tracking is enabled, location information relates to authorized vehicles and drivers during trips—not students’ personal phones. Parents may view only their assigned bus. Ordinary GPS history is kept for 30 days after the trip, subject to lawful exceptions.
10.AI features
Authorized AI features may process user requests and responses. Eligible AI interaction history is ordinarily kept for 30 days. Student information is not used for model training without required institutional approval and consent. Sensitive decisions require human review.
11.Messages, cookies and advertising
We use in-app messages and optional push notifications for service communication. Eligible in-app notification history is ordinarily kept for 90 days. Our website uses essential cookies. We do not use student data for targeted advertising.
12.Sharing information
We share data only where needed for authorized service delivery, lawful instructions, contracted service providers or legal obligations. Institutional information is not sold to advertisers. Access between institutions is restricted.
13.How we protect information
We use role-based controls, secure connections, access restrictions and appropriate audit and backup measures. Institutional service data and backups are intended to remain hosted in India under the approved service arrangements. No online system can guarantee zero risk.
14.How long is information kept?
Retention depends on the record and legal duties. Ordinary targets include GPS history: 30 days; eligible AI interaction history: 30 days; in-app notification history: 90 days; document/deletion audit records: generally 1 year. Academic, financial, enquiry and support records follow applicable approved schedules and lawful exceptions.
15.Institution cancellation and deletion
After an institution’s cancellation becomes effective, it ordinarily has 30 days to export eligible data, followed by 90 days of restricted retention. Eligible primary data is then scheduled for deletion, subject to legal holds or approved recovery. Eligible backup copies expire within 60 days after corresponding primary-data deletion.
16.Your privacy choices
For institution-managed records, contact the institution first to request access, correction, permitted deletion or consent withdrawal. For enquiries or information directly managed by us, email 4aspirantsltd@gmail.com. We verify requests and may retain records where legally required.
17.Security incidents, complaints and updates
We investigate relevant security incidents and aim to notify affected institutions without undue delay, targeting 24 hours where applicable. We aim to address privacy complaints within 15 days where practicable. Material updates will be communicated as required; contact 4aspirantsltd@gmail.com.
Staging copy: remove the noindex setting only after review, approved effective date, and deployment authorization.