SmartVerse Digital Innovations Limited ("SmartVerse," "we," "us," or "our") operates SmartSchool, a school management platform. This Privacy Policy explains what information we collect, how we use it, and the choices available to schools, staff, parents, and students who use SmartSchool.
We are committed to complying with the Nigeria Data Protection Act (NDPA) 2023 and applicable data protection principles in every market where SmartSchool operates.
1. Who This Policy Covers
SmartSchool is used by three types of people, and this policy applies to all of them:
School administrators and staff — the individuals who set up and manage a school's SmartSchool account.
Parents and guardians — who access the Parent Portal to view their child's fees, attendance, and results.
Students — whose academic and administrative records are stored within the platform by their school.
Each school using SmartSchool is the "data controller" for the student and parent information it enters into the platform. SmartVerse acts as the "data processor," storing and processing that information on the school's behalf, under the school's instructions.
2. Information We Collect
Depending on how SmartSchool is used, we may process the following categories of information:
School account information: school name, address, contact email, phone number, and license details.
Staff and teacher information: names, usernames, contact details, subject/class assignments, and (where a school enables payroll) salary and bank details.
Student information: full name, class, admission date, parent/guardian name and contact details, attendance records, academic results, and behavioural records, as entered by the school.
Parent Portal credentials: a school-issued School Code, Student Code, and a PIN chosen or issued for the parent to access their child's records.
Fee and payment records: amounts due and paid, as entered by the school — SmartSchool does not process card payments directly at this time.
Technical information: device identifiers used for license activation, and standard web server logs (IP address, browser type, access times) generated automatically when the platform is used.
3. How We Use Information
To provide the core SmartSchool service: student records, attendance, results, fees, timetables, and communication between schools and parents.
To operate the Parent Portal, restricted strictly to the records of the specific student a parent is verified against.
To send school-initiated communications to parents (e.g. fee reminders, event announcements) via email or, where enabled, SMS/WhatsApp.
To maintain license activation and prevent unauthorized use of a school's SmartSchool account.
To improve the reliability and security of the platform.
We do not sell student, parent, or school data to third parties, and we do not use student data for advertising.
4. Data Storage and Security
SmartSchool data is stored on secure cloud infrastructure (Render, hosted in Frankfurt, Germany).
Passwords and PINs are stored using one-way cryptographic hashing — SmartVerse staff cannot view a school admin's, teacher's, or parent's actual password or PIN.
Login attempts are rate-limited and accounts are automatically locked after repeated failed attempts, to guard against unauthorized access.
Access to a student's records through the Parent Portal requires the correct School Code, Student Code, and PIN together — no single piece of information is sufficient on its own.
5. Third-Party Services
SmartSchool relies on a small number of third-party service providers to operate:
Render — cloud hosting for the SmartSchool application and database.
Twilio — delivery of SMS/WhatsApp messages, where a school has enabled and funded this channel.
Anthropic (Claude) and Google (Gemini) — power optional AI features such as the built-in assistant, learning assistant, and grants search. Questions sent to these features may be processed by these providers to generate a response.
Each of these providers is bound by its own data processing and security terms. We only share the minimum information necessary for each service to function.
6. Data Retention
We retain school, staff, and student data for as long as a school's SmartSchool license remains active, and for a reasonable period afterward to allow for account recovery or legal compliance. A school may request deletion of its data by contacting us at the email below, subject to any legal retention obligations that may apply (e.g. financial records).
7. Your Rights
Under the NDPA and general data protection principles, individuals have the right to:
Request access to personal data held about them.
Request correction of inaccurate personal data.
Request deletion of personal data, subject to legal or legitimate business retention needs.
Object to certain uses of their personal data.
Parents and students should first contact their school directly, since the school controls the data entered into SmartSchool. Schools, or individuals whose school is unresponsive, may also contact SmartVerse directly using the details below.
8. Children's Data
SmartSchool is designed to hold student records on behalf of schools, including students who are minors. This data is entered and controlled by the school, not collected directly from children by SmartVerse. Parents access their child's records only through the Parent Portal, using credentials issued by the school.
9. Changes to This Policy
We may update this Privacy Policy from time to time as SmartSchool evolves. The "Last updated" date at the top of this page will reflect the most recent revision. Continued use of SmartSchool after a change constitutes acceptance of the updated policy.
10. Contact Us
For questions about this Privacy Policy or to make a data-related request, contact: