Privacy Policy

1. Introduction

This Privacy Policy explains how SM Portal handles information when schools and their authorized users use smportal.org. Schools decide what school and student information to enter into their workspace and are responsible for ensuring they have an appropriate basis and permissions to provide it.

2. Information we may process

Depending on how the platform is used, information may include:

• School and account details, such as school name, contact information, usernames and administrator details.
• School records entered by the school, such as student, parent, staff, attendance, class, assessment and fee information.
• Platform activity and technical data, such as access logs, device/browser details and actions needed to maintain security and troubleshoot issues.
• Payment or billing references related to school services. Payment card or bank details may be handled by the relevant payment provider.
• Messages and support information provided when a school contacts us.

3. How information is used

Information is used to provide and operate school workspaces, authenticate users, support school administration features, communicate service updates, respond to support requests, process or reconcile payments where applicable, protect the platform, and meet legal obligations.

4. Sharing information

We do not sell personal information. Information may be accessed or shared when necessary:

• With service providers that support hosting, communications, security or payment processing, subject to appropriate safeguards.
• With the school that manages the relevant workspace and its authorized users, according to their access permissions.
• To comply with law or valid legal process, or to protect the rights, safety and security of users and the service.

5. Security and retention

We use reasonable technical and organizational measures to protect information. No online service can guarantee absolute security. Information is retained for as long as needed to provide the service, meet legal or operational requirements, resolve disputes, and enforce agreements. Schools should contact us regarding account closure or data export.

6. Children’s information

Schools may enter information about students, including children, as part of school administration. The school is responsible for ensuring it is authorized to provide that information and for responding to requests from students and their parents or guardians. We use this information to provide the school’s requested platform services.

7. Your choices and requests

You may ask to access or correct information associated with your account. If the information is managed by a school, please contact that school administrator first. Schools or users may also contact us for help with privacy requests, subject to applicable legal and operational requirements.

8. Cookies and technical data

The website may use session storage, cookies or similar technical mechanisms needed for sign-in, preferences, security and reliable operation. Browser settings can control some cookies, but disabling essential mechanisms may affect platform functionality.

9. Updates to this policy

We may update this policy as the service or applicable requirements change. The revised policy and date will be published on this page.