1. Scope and who is responsible
This Privacy Notice applies to SMARA's mobile applications, web applications, public websites, demo requests, support and related services (“Service”). “SMARA”, “we”, “us” or “our” means Nexaris VR Technologies Private Limited, a company incorporated in India under CIN U62013TS2026PTC219351 and doing business as SMARA. Our registered office is at Plot 17, Andhra Kesari Nagar, Vanasthalipuram, Hyderabad 500070, Telangana, India.
For student, parent, guardian, staff, academic, attendance, fee, transport and similar school records, the relevant school or Institution generally decides the purpose and means of processing and acts as the data fiduciary/controller. SMARA generally processes the information on its documented instructions as a data processor/service provider.
For public-website visitors, demo enquiries, direct support, platform security and SMARA account administration, SMARA determines the relevant purposes and acts directly as the data fiduciary/controller. The Institution's own privacy notice and agreement with SMARA may provide additional information.
2. Personal data we may handle
The categories depend on your role, the modules selected by the Institution and the information lawfully supplied or generated:
- Identity and relationship: name, photograph, date of birth, gender where required, student or employee identifier, class, section, role, parent/guardian relationship and school affiliation.
- Contact and account: mobile number, email, address, username, authentication events, role permissions, device and session information, and recovery or multi-factor-authentication status.
- Academic and school life: enrolment, attendance, timetable, assignments, submissions, marks, grades, report cards, learning progress, certificates, activities, library, hostel and school communications.
- Administrative and financial: admissions records, fee structure, concessions, invoices, receipts, transaction references, payroll or employment records where the Institution uses those modules. SMARA does not need your card PIN, UPI PIN or banking password.
- Operations: transport route, stop and vehicle location information, visitor or inventory records, and biometric attendance references where configured by the Institution and permitted by law.
- Wellbeing and support: limited mood check-ins, counselling workflow information, grievances or safeguarding records where the Institution has enabled an appropriate restricted workflow.
- Content and communications: files, messages, announcements, support correspondence, survey responses and AI-assistant queries submitted through authorised features.
- Technical and security: IP address, device and app version, operating system, timestamps, crash information, access logs, audit trails, suspected abuse and diagnostic data.
- Website and demo: name, role, school, city, work email, phone number, board, student-count range, current system and the message you choose to send.
Information may come from you, a parent or guardian, the Institution and its authorised staff, connected devices or services, payment and communication providers, and records generated through use of SMARA.
3. Why we process personal data
- create and administer authorised accounts and enforce role-based access;
- deliver the Institution's selected academic, administrative, financial, communication, learning and campus workflows;
- send requested or necessary service, attendance, fee, transport, emergency, security and school communications;
- process and reconcile payment status through authorised payment providers;
- provide reports, analytics, summaries and decision-support features to authorised roles;
- support users, troubleshoot errors, maintain backups, monitor reliability and secure the Service;
- detect, investigate and prevent unauthorised access, fraud, abuse, child-safety risks and security incidents;
- respond to demo requests, service enquiries and school procurement discussions; and
- comply with applicable law, lawful orders, recordkeeping duties and the establishment, exercise or defence of legal claims.
Where consent is the applicable basis, the request should identify the specific data and purpose, and consent may be withdrawn as described in that notice. Withdrawal does not invalidate earlier lawful processing and may make a requested feature unavailable. Other processing may be necessary to provide a requested service, perform the Institution's agreement, meet employment-related or legal obligations, or support another lawful use recognised by applicable law.
4. Children and student data
SMARA is designed for use in the school context and may process information about children under the authority and instructions of an Institution. The Institution is responsible for giving required notices and obtaining verifiable permission from a parent or lawful guardian before child data is processed, except where applicable law provides otherwise.
We do not sell children's personal data, serve targeted advertising to children, or knowingly use school records for unrelated behavioural profiling. Child data must not be used in a way likely to cause a detrimental effect on the child's wellbeing. Student accounts must be authorised by the Institution and supervised according to age, school policy and law.
A parent or lawful guardian seeking access, correction or erasure of school-held child data should first contact the Institution, which can verify the relationship and decide the request. SMARA will assist the Institution as required by contract and law.
5. Analytics and AI-assisted features
Authorised users may receive summaries, learning trends, early-warning signals, recommendations or generated text derived from Institution Data. These tools support human review; they should not be treated as definitive or used alone for a materially adverse academic, disciplinary, employment, financial, health, wellbeing or safeguarding decision.
Access controls apply before data is retrieved. Institutions should configure permissions appropriately and verify source records. Where information is sent to a contracted AI service, SMARA limits the fields to those necessary for the feature and applies the safeguards described in the Institution's agreement and our security documentation.
7. Data location and transfers
SMARA's primary school-platform hosting and backups are designed to operate in India. Some support, communications, payment or specialist service providers may process limited information from or in another country. Where a transfer occurs, we apply contractual, access-control and other safeguards required by applicable law and any Institution agreement, and we observe any government restriction on transfers.
8. Retention and deletion
Institution Data is retained according to the Institution's documented instructions, active subscription, school recordkeeping needs and applicable law. After the relationship ends, data may remain for a limited export, backup or legal-retention period before secure deletion or de-identification. Backup copies are removed through scheduled rotation unless preservation is legally required.
Website demo information is retained while we respond and for a reasonable follow-up period; support and security records are retained as needed to resolve the matter, prevent abuse, meet audit obligations and comply with law. Financial, contractual and incident records may be kept for longer statutory periods. We erase or de-identify personal data when its stated purpose and required retention period end.
9. Your choices and rights
Subject to applicable law, you may request information about processing, access a summary of personal data, correct or update inaccurate data, request erasure, withdraw consent where processing relies on consent, nominate another person to exercise rights in specified circumstances, and seek grievance redressal.
For school records, submit the request to the Institution first. For website, demo, support or SMARA-controlled data, email Contact@smaracrm.in. State your Institution, role, registered contact detail, the right you wish to exercise and enough information for us to locate the record. Do not send passwords, one-time codes or unnecessary identity documents.
We or the Institution may verify identity and authority, ask for clarification, preserve data required by law, and decline or limit a request where permitted by law. We will explain the outcome. You may escalate an unresolved grievance to the competent data-protection authority when that remedy is available.
10. Security and incident response
We use technical and organisational measures designed for the nature of school data, including tenant isolation, role-based permissions, multi-factor authentication capability, secure mobile token storage, encryption and secret management, logging, backups, release testing and incident-response procedures. More detail is available on our Trust & security page.
No service can guarantee absolute security. Users must protect credentials and devices and promptly report suspected loss, unauthorised access or disclosure. Where a personal-data breach requires notice, SMARA and the Institution will coordinate notifications to affected people and authorities according to their legal roles.
11. Public website and external links
The public website does not currently use advertising trackers or behavioural-advertising cookies. It necessarily processes basic network and security information when a page is requested and loads web fonts from Google; the provider may receive technical request information such as an IP address. If analytics or optional cookies are introduced, this notice and any required consent controls will be updated first.
Links to third-party sites open services SMARA does not control. Review their privacy notices before submitting personal data.
12. Updates to this notice
We may update this notice to reflect legal, product or operational changes. The current version and effective date will appear here. We will provide reasonable additional notice of material changes through the Service, email or the Institution where practicable.
13. Privacy contact and grievance channel
Privacy and Grievance Contact
Nexaris VR Technologies Private Limited
SMARA
CIN: U62013TS2026PTC219351
Plot 17, Andhra Kesari Nagar
Vanasthalipuram, Hyderabad 500070
Telangana, India
Email: Contact@smaracrm.in
Telephone: +91 94417 47395
For the fastest handling, use the subject “Privacy Request” or “Privacy Grievance”, identify your Institution and registered account contact, and briefly describe the issue. If your concern relates to a school record or school decision, contact the Institution at the same time.