Privacy Policy

Effective Date: April 24, 2025

Smart Pathshala ("we," "our," or "us") values your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and protect your information when you use our Education Management System (EMS).

1. Information We Collect

We collect the following types of information based on user roles:

• Student Information:
  • Full name
  • Student ID
  • Email address
  • Date of birth
  • Contact information
  • Guardian details
  • Academic records and performance data
  • Attendance records
  • Payment and billing information
• Teacher Information:
  • Full name
  • Employee ID
  • Email address
  • Contact information
  • Professional qualifications
  • Classes and subjects taught
• Guardian Information:
  • Full name
  • Relationship to student
  • Contact information
  • Email address
• Institute Admin Information:
  • Full name
  • Employee ID
  • Email address
  • Contact information
  • Administrative access level
• System Usage Data:
  • Login times and frequencies
  • Feature usage statistics
  • Device information
  • IP addresses

2. How We Use Your Information

We use the information we collect to:

• Create and manage user accounts for different roles.
• Facilitate educational institution operations and management.
• Enable teachers to manage classes, attendance, and assessments.
• Allow students to access educational resources and track their progress.
• Provide guardians with access to monitor their wards' academic performance, attendance, and fee status.
• Process billing and payment transactions.
• Generate reports and analytics for institutional improvement.
• Communicate important information to users.
• Enhance system functionality and user experience.
• Ensure system security and detect unauthorized access.

3. Data Collection Practices

We collect data in the following ways:

• Information provided during user registration by institute administrators.
• Information entered by users while using the system.
• Automatically collected data through system logs and cookies.
• Academic and administrative data entered by authorized personnel.

4. Data Storage and Security

We implement robust security measures to protect your data:

• Encryption of sensitive data both during transmission and storage.
• Role-based access controls to ensure data is only accessible to authorized users.
• Regular security audits and penetration testing.
• Secure data centers with physical and electronic safeguards.
• Regular system updates and security patches.
• Employee training on data protection and privacy practices.
• Secure backup systems to prevent data loss.

5. Data Retention

We retain user data for as long as required to fulfill educational and administrative purposes:

• Student records are maintained throughout their enrollment period and for a reasonable period thereafter as required by applicable education laws.
• Financial records are kept according to applicable accounting and tax regulations.
• Inactive accounts may be archived after a period of inactivity.
• Institutions can request data deletion when no longer needed, subject to legal retention requirements.

6. Data Sharing

Your data is primarily used within the context of your educational institution. We may share data in the following circumstances:

• Between authorized users within the same institution (teachers, administrators, students, guardians) as appropriate for their roles.
• With service providers who help us operate the platform (hosting, maintenance, support).
• When required by law, such as responding to legal requests or court orders.
• With your consent, for specific purposes you approve.
• In aggregated or anonymized form that cannot reasonably identify any individual.

7. Educational Institution Data

Smart Pathshala primarily serves educational institutions, and the institutions remain the controllers of the data:

• Educational institutions are responsible for obtaining appropriate consent from students, parents, and staff.
• Institutions should have their own policies regarding student data.
• We act as a processor of this data on behalf of the institutions.

8. User Rights

Users have the right to:

• Access their personal information stored in the system.
• Request corrections to inaccurate or incomplete information.
• Request deletion of their data, subject to legal and legitimate institutional requirements.
• Export their data in a portable format where technically feasible.
• Object to certain processing of their data.

To exercise these rights, users should first contact their institution administrator. For additional assistance, please contact us using the information provided below.

9. Parental/Guardian Access

Smart Pathshala provides guardian access to monitor student performance:

• Guardians can only access information related to their designated ward(s).
• Access is provided through student credentials or separate guardian accounts as determined by the institution.
• Institutions are responsible for verifying guardian relationships before granting access.

10. Cookies and Tracking

Our system uses cookies and similar technologies to:

• Maintain user sessions and authentication status.
• Remember user preferences and settings.
• Collect usage statistics to improve functionality.
• Ensure system security.

Users can control cookie settings through their browser preferences, though some features may not function properly if cookies are disabled.

11. Updates to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. Significant changes will be communicated through:

• Notifications within the Smart Pathshala platform.
• Email notifications to institutional administrators.
• Updates on our website.

We encourage users to review this policy regularly to stay informed about our data practices.

12. Contact Us

If you have questions or concerns regarding this Privacy Policy or our data practices, please contact us at:

Email: privacy@smartpathshala.com

Address: Smart Pathshala Headquarters
Hi-Tech Park, Rajshahi
Bangladesh