Data Protection

1. Overview

SmartSchool360, owned by MJG Technologies, provides a digital school management platform for educational institutions. The platform may process sensitive school information, including student records, parent and guardian details, teacher information, attendance data, academic results, report cards, school fee information and platform activity logs.

This Data Protection page explains the practical controls, responsibilities and governance approach used to support responsible data handling within SmartSchool360.

2. Data Protection Principles

SmartSchool360 is guided by responsible data protection principles that support privacy, security and transparency.

3. Data We Help Schools Manage

3.1 Student Data

• Student names, admission numbers, class, stream and campus records;
• Attendance records and academic history;
• Subject marks, examination results and report cards;
• Learning material access and performance information where enabled;
• Student photographs where uploaded by the school.

3.2 Parent and Guardian Data

• Parent or guardian names and contact details;
• Student relationship information;
• Login and portal access records;
• Communication history and school notices;
• Fee statement access where enabled by the school.

3.3 Teacher and Staff Data

• Teacher and staff names, roles and contact details;
• Subject allocations and class assignments;
• Timetable, attendance and marks-entry activity;
• Login activity and system usage records.

3.4 School Administrative Data

• School profile, campus and class configuration;
• Announcements, admissions and communication records;
• Finance records such as fees, invoices, receipts and statements where enabled;
• Dashboards, analytics and reporting information.

4. Data Ownership

Schools remain the primary owners and controllers of the information they upload, create, manage or generate in SmartSchool360.

MJG Technologies provides SmartSchool360 as a technology platform that processes school data on behalf of authorised schools. The school determines what data is entered, who may access it and how it should be used for school operations.

SmartSchool360 does not claim ownership of school-managed student, parent, teacher, attendance, academic or finance records.

5. Data Processing

SmartSchool360 may process data to:

• Provide the school management platform;
• Enable secure login and user access;
• Support attendance, marks, report cards and dashboards;
• Enable parent, student, teacher and school head portals;
• Generate reports and school analytics;
• Support subscriptions, trials and onboarding;
• Provide technical support and troubleshooting;
• Maintain security, audit logs and system integrity;
• Improve performance, usability and reliability.

6. Access Control

SmartSchool360 uses role-based access controls to restrict information according to user responsibilities.

Access levels may include:

• School administrators with configuration and management access;
• Teachers with access to assigned classes, subjects and learners;
• Parents or guardians with access to authorised child-related information;
• Students with access to student-facing content where enabled;
• School heads or executives with dashboard and reporting access;
• Support personnel with restricted access where necessary for troubleshooting.

Schools should regularly review user access and remove accounts when users leave the school or no longer require access.

7. Data Retention and Deletion

Data is retained for as long as necessary to provide SmartSchool360 services, support school operations, meet contractual obligations, comply with legal requirements, resolve disputes and maintain security records.

Schools may request correction, export or deletion of school-managed data subject to applicable law, contractual terms, technical limitations, operational requirements and backup retention cycles.

Deleted records may remain temporarily in backups until backup cycles expire or are overwritten.

8. Backups and Recovery

SmartSchool360 may maintain backups to support business continuity, recovery from accidental deletion, system failure or other operational incidents.

Backup frequency, retention and recovery options may depend on hosting configuration, subscription package and technical setup.

Schools should also maintain copies of critical academic, finance and compliance records according to their own internal policies.

9. Technical and Organisational Safeguards

SmartSchool360 may use safeguards such as:

• HTTPS/SSL secure connections;
• Password hashing;
• Role-based access control;
• Session timeout and session protection;
• Audit logs and access records;
• Database access restrictions;
• Secure hosting configuration;
• Backup and recovery practices;
• Monitoring and review of unusual activity;
• Administrative access control.

These controls are intended to reduce risk, but no system can guarantee absolute security.

10. Data Subject Rights

Subject to applicable law, individuals may have rights relating to their personal information, including the right to access, correct, delete, object to processing or request information about how their data is used.

For school-managed records, requests should normally be made directly to the relevant school because the school controls the accuracy and use of student, parent, teacher and staff records.

MJG Technologies may assist schools with technical requests where reasonably possible and where the request relates to SmartSchool360 platform functionality.

11. Data Breach Response

If a security incident or suspected data breach is identified, SmartSchool360 will take reasonable steps to investigate, contain, mitigate and resolve the issue.

Response activities may include:

• Reviewing access logs and affected systems;
• Restricting suspicious accounts or access;
• Applying technical fixes or configuration changes;
• Restoring affected services where required;
• Notifying affected schools or users where appropriate;
• Supporting compliance with applicable reporting obligations.

12. School Responsibilities

Schools using SmartSchool360 are responsible for:

• Collecting information lawfully and fairly;
• Obtaining necessary permissions, notices or consent where required;
• Ensuring data entered into SmartSchool360 is accurate;
• Assigning correct user access rights;
• Removing access for users who no longer require it;
• Training staff on confidentiality and responsible system use;
• Responding to parent, guardian, student or staff data requests;
• Maintaining school policies for data retention, records management and access control.

13. Data Protection Contact