Privacy Policy

Effective Date: January 1, 2025
Last Updated: January 1, 2025

1. Introduction

Welcome to smartEdu, a comprehensive Smart Education Management System. We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.

2. Information We Collect

2.1 Personal Information

• Name, email address, phone number
• Student ID, teacher ID, or administrative credentials
• Educational records and academic progress
• Profile photos and identification documents
• Parent/guardian contact information

2.2 Educational Data

• Course enrollment and progress information
• Grades, assignments, and test results
• Attendance records and check-in data
• Learning analytics and performance metrics
• Communication records between students, teachers, and parents

2.3 Technical Information

• Device information and browser type
• IP address and location data
• Usage patterns and platform interactions
• Login timestamps and session data

3. How We Use Your Information

• Educational Services: Provide learning management, grade tracking, and academic progress monitoring
• Communication: Send notifications about courses, grades, attendance, and important school updates
• Safety & Security: Implement attendance tracking, emergency notifications, and platform security
• Analytics: Improve educational outcomes through learning analytics and performance insights
• Compliance: Meet educational regulations and reporting requirements
• Support: Provide technical support and customer service

4. Information Sharing and Disclosure

4.1 Educational Stakeholders

• Teachers and educational staff (for academic purposes)
• Parents/guardians (regarding their children's progress)
• School administrators (for management and reporting)
• Educational authorities (as required by law)

4.2 Service Providers

• Cloud hosting providers (for data storage and processing)
• Payment processors (for course fees and transactions)
• Communication services (SMS, email notifications)
• Analytics providers (for educational insights)

4.3 Legal Requirements

We may disclose information when required by law, such as compliance with Vietnamese education regulations, court orders, or government investigations.

5. Data Security

We implement comprehensive security measures to protect your information:

• Encryption: All data is encrypted in transit and at rest using industry-standard encryption
• Access Controls: Role-based access controls ensure only authorized personnel can access data
• Secure Infrastructure: Data is hosted on Vietnam-based GovCloud clusters with robust security
• Regular Audits: We conduct regular security audits and vulnerability assessments
• Staff Training: All staff receive privacy and security training
• Incident Response: We have procedures in place to respond to any security incidents

6. Student Privacy Rights

We are committed to protecting student privacy:

• Students (or parents for minors) can access their personal information
• Requests for corrections to inaccurate information will be processed promptly
• Educational records are maintained according to Vietnamese education law
• Students have the right to restrict certain uses of their information
• Parents have access to their children's educational records

7. Data Retention

• Educational Records: Retained for the duration required by Vietnamese education law
• Account Information: Retained while the account is active and for 3 years after closure
• Communication Records: Retained for 2 years for support and audit purposes
• Technical Logs: Retained for 1 year for security and system optimization

8. International Data Transfers

Your data is primarily stored and processed in Vietnam. When international transfers are necessary for service providers, we ensure appropriate safeguards are in place to protect your information.

9. Cookies and Tracking

We use cookies and similar technologies to:

• Maintain user sessions and login status
• Remember user preferences and settings
• Analyze platform usage for improvements
• Provide personalized learning experiences

You can control cookie settings through your browser, but disabling cookies may affect platform functionality.

10. Children's Privacy

We take special care to protect the privacy of students under 18. Parental consent is required for students under 16, and parents have the right to review, modify, or delete their children's information.

11. Your Rights and Choices

You have the right to:

• Access: Request access to your personal information
• Correct: Request correction of inaccurate information
• Delete: Request deletion of your information (subject to legal requirements)
• Restrict: Request restriction of processing in certain circumstances
• Port: Request a copy of your data in a portable format
• Object: Object to certain processing activities

12. Third-Party Integrations

Our platform integrates with:

• Payment Services: ViettelPay, Momo, Bank QR for secure payments
• Communication: Zalo, SMS services for notifications
• Government Systems: Education Sector Database (CSDL Ngành GD)
• Cloud Services: MongoDB Atlas for data storage

These third parties have their own privacy policies, and we encourage you to review them.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify users of significant changes through the platform or email. Continued use of the platform constitutes acceptance of the updated policy.

14. Contact Information

For questions about this Privacy Policy or to exercise your privacy rights, please contact us: