1. Scope and our role
This policy applies to visitors to smartcampusapp.in, organizations registering for Smart Campus, authorized school staff, parents, guardians, students, and other users of school-specific portals.
For information entered and managed by a school—including student, guardian, academic, attendance, and fee records—the school generally determines why the information is used, and EXTKO TECH SERVICES processes it to provide Smart Campus. For website enquiries, platform registration, account administration, security, and our own business operations, we determine the relevant processing purposes.
2. Information we collect
- Identity and contact information: names, usernames, email addresses, phone numbers, roles, school details, and verification information.
- Student and guardian records: admission and registration details, demographic and contact records, authorized relationships, documents supplied to the school, and portal credentials.
- School operations: attendance, classes, sections, subjects, lessons, homework, assessments, report cards, library records, requests, certificates, communications, and audit activity.
- Commercial and transaction information: quotations, subscriptions, orders, project milestones, invoices, amounts due and paid, taxes, transaction identifiers, gateway references, payment status, method category, timestamps, receipts, and reconciliation records.
- Technical information: IP address, device and browser information, application logs, session and security events, and cookie or similar identifiers required for operation.
- Communications: demo requests, support messages, feedback, and records of our response.
3. How we use information
We use information to provide and administer our products and services; authenticate users and enforce permissions; support customer workflows; manage subscriptions, projects, orders, invoices, and payments; generate receipts and reports; send service communications; respond to enquiries; prevent fraud and security incidents; maintain audit records; troubleshoot and improve performance; comply with law; and protect the rights and safety of customers, users, and EXTKO TECH SERVICES.
Where consent is required, the relevant school or EXTKO TECH SERVICES, as applicable, will request it. Other processing may be necessary to perform a contract, comply with legal obligations, operate the service securely, or pursue legitimate interests that do not override applicable rights.
5. Student and children's data
Smart Campus is provided to educational institutions and necessarily processes student information. Schools are responsible for having an appropriate educational, contractual, legal, or consent basis for adding student data and for giving required notices to parents or guardians. Children should use Smart Campus only through access authorized by their school and parent or guardian, where applicable.
We do not knowingly use student information for behavioural advertising or sell it. If you believe a child's information has been added without proper authority, contact the relevant school and our support team.
6. Retention and security
Information is retained for as long as needed to provide the Platform, satisfy the school's documented requirements, maintain academic and financial records, resolve disputes, enforce agreements, and meet legal obligations. Retention periods vary by record type. Data may then be deleted, anonymized, or securely archived as applicable.
We use administrative, technical, and organizational safeguards designed to protect information, including authentication, role-based access, logging, backups, secure transmission, and restricted operational access. No internet service can guarantee absolute security, so users must also protect credentials and devices.
7. Cookies, choices, rights, and contact
We use cookies and similar technologies that are necessary for sessions, security, preferences, and reliable operation. Optional analytics or marketing technologies, if introduced, will be handled in accordance with applicable notice and consent requirements.
Depending on applicable law, you may request access, correction, deletion, restriction, objection, withdrawal of consent, or information about processing. Requests about school-managed records should normally be directed to the school first. We will assist the school and respond to requests for which we are responsible, subject to identity verification and lawful exceptions.
Contact info@extko.com with the subject “Privacy Request”. You may also write to the registered address published on our Contact page, when available.
We may update this policy as the Platform, providers, or legal requirements change. Material updates will be published here with a revised effective date.