Privacy Policy

This Privacy Policy governs your use of Smart School App ("the Platform"), a multi-tenant School Management SaaS operated by Raei Technologies ("we", "us", "our") from Bangalore, Karnataka, India. By registering, subscribing to, or otherwise accessing the Platform you agree to this document. If you do not agree, please stop using the Platform.

We are committed to protecting the personal information of every school, staff member, parent, and student who uses the Platform. This policy is drafted in accordance with the Digital Personal Data Protection Act, 2023 (DPDP Act) and the Information Technology Act, 2000 of India, and follows generally accepted global SaaS best practices.

We collect only the information that a school or its users provide to us or that is generated in the course of normal use of the Platform.

Student information: name, date of birth, admission number, class, section, roll number, gender, photograph, address, guardian contact details, academic records, attendance, examination results, fee records, transport, medical remarks and other fields a school chooses to store.

Parent information: name, relationship to student, mobile number, email address, address, communication history and payment history.

Staff information: name, employee ID, role, contact details, qualifications, photograph, subjects taught, class assignments, attendance and any HR fields the school chooses to store.

School information: legal name, address, board affiliation, principal name, academic year, logo and other operational details.

Login credentials: email address, hashed password, session tokens, one-time passwords and, when enabled, phone numbers used for OTP based sign in.

Device information: browser type and version, operating system, IP address, approximate location, device identifier and referring URL. This is used for security and fraud prevention.

Cookies: session cookies to keep you signed in and preference cookies for language and theme. See our Cookie Policy for full details.

Payment information: subscription plan, invoice history, GSTIN of the school where provided and tokenised references returned by our payment gateway. We do not store card numbers, CVVs, UPI PINs or net banking passwords on our servers.

Analytics: aggregated, non-identifying usage statistics such as page views, feature adoption and error reports that help us improve the Platform.

We use the information described above only for the following purposes:

• To provide the core Platform features to the school (attendance, fees, exams, admissions, timetable, communications and reporting).
• To authenticate users and secure their accounts.
• To process subscription payments, generate GST-compliant invoices and support billing queries.
• To respond to support requests and grievance complaints.
• To send transactional notifications (fee receipts, attendance alerts, exam results, announcements).
• To detect and prevent fraud, abuse and misuse of the Platform.
• To comply with applicable laws, court orders and lawful requests from Indian authorities.
• To improve the Platform through aggregated analytics.

We do not sell personal information to third parties. We do not use student information for advertising or profiling.

All traffic between your browser and our servers is encrypted using TLS 1.2 or higher. Passwords are hashed using industry-standard one-way algorithms and are never stored in plain text. Sensitive fields at rest are stored on encrypted disks managed by our infrastructure provider.

Data is hosted on secure cloud infrastructure with primary data centres located in India or the closest available region. Multi-tenant isolation is enforced at the database layer using row-level security so that one school cannot see another school's data under any circumstance.

We retain school data for as long as the school maintains an active subscription with us.

After termination or cancellation, we retain the school's data in a read-only state for 30 days so that the school can export it. After 30 days the data is permanently deleted from our production systems.

Encrypted backups are retained for a further 60 days for disaster recovery and are then destroyed on a rolling basis.

Anonymised, aggregated analytics that cannot identify any individual may be retained indefinitely.

To operate the Platform we rely on a small number of trusted sub-processors:

• Cloud hosting and database (for storage and compute).
• Email and SMS gateway providers (for transactional notifications).
• Payment gateway (for subscription billing and GST invoices).
• Error monitoring and analytics providers (for aggregated, non-identifying diagnostics).

Each sub-processor is bound by contractual confidentiality obligations and processes data only on our instructions.

Subject to the DPDP Act, 2023 and applicable law, you have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion of your account and personal information, subject to lawful retention requirements.
• Withdraw consent for optional processing at any time.
• Nominate another person to exercise these rights on your behalf in the event of death or incapacity.

For student data the school is the Data Fiduciary and the primary point of contact. Parents may exercise these rights on behalf of their children through the school.

The Platform is not intended for direct use by children below the age of 18 without the involvement of a parent or the school. All student data is entered and controlled by the school. We rely on the school to obtain any parental consent required under the DPDP Act, 2023 before recording student data on the Platform. See our Child Data Protection Policy for further safeguards.

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The current version and effective date are always shown at the top of this page. Material changes will be communicated to registered users by email and by an in-app notice.

Questions, requests, or concerns about this document can be sent to us:

• Company: Raei Technologies
• Address: Bangalore, Karnataka, India
• Email: support@raeitech.com
• Website: https://app.raeitech.com