Privacy Policy

Smart AI Campus Privacy Policy

Effective: 6 October 2026

This policy explains, in plain English, what data Smart AI Campus collects, how it is used, who it is shared with, and the choices you have. In short: we collect what is needed to run attendance for your institute, we never sell it or use it for ads, and we never collect your location.

1. Who We Are

The Smart AI Campus mobile apps (iPhone and Android), the web app at app.smartaicampus.app and this website (together, the “Service”) are operated by Vicky Bhavnagri, an individual based in Mumbai, India (“Smart AI Campus”, “we”, “us”).

Address: P/13 Godrej Baug, Off Nepeansea Road, Mumbai 400026, Maharashtra, India.
Email: support@smartaicampus.app

Smart AI Campus is attendance software that schools and colleges (“institutes”) use for per-lecture student attendance, student leave, personal timetables, holidays, reports and alerts.

Who decides about your data

• Institute data. Your institute decides what is collected about its students and staff and why. Under India's Digital Personal Data Protection Act it is the Data Fiduciary (under the GDPR, the controller). We process that data on the institute's behalf, as its Data Processor (processor).
• Your own sign-up account. For the account you sign in with (your name, email and sign-in method), Smart AI Campus is the controller.

Effective date: 6 October 2026.

2. What We Collect

Everyone with an account

• Your name and email address, your sign-in method (email and password, Google or Apple), your user ID, and the profile photo link from Google or Apple if they provide one.

Supplied by your institute

When your institute imports students or gives someone a role, it provides: name, email, phone number (optional), roll number, department, class and subjects, and role. Parents' names, emails and phone numbers come from the same student import.

Students

• Attendance: one record per lecture, saying PRESENT or ABSENT, how it was marked, and when.
• Scan checks: whether the QR code was valid and the strength of the classroom Bluetooth signal. These are kept as diagnostics only. They are never a location.
• Device lock: a random identifier that the app creates and stores on your phone, sent with each scan. It is not a hardware ID, IMEI or advertising ID.
• Leave: your leave applications, including the reason you write.
• Timetable: the entries in your personal timetable.

Parents

• The link between you and your child (or children), set up through your institute's student import.

Teachers, HODs and admins

• The sessions you run, the attendance you record or correct, and the leave you decide.
• Student-list spreadsheets that staff upload to import students. Each file is stored temporarily in our cloud storage (Google Cloud, India, region asia-south1) while it is imported, and is then removed.
• Audit logs of staff actions. For privileged actions, the audit log also records the IP address the action came from.

Collected automatically

• Notification tokens (Firebase Cloud Messaging), on the iPhone and Android apps only, so we can send you push notifications. Timetable reminders are scheduled on your phone itself.
• Crash reports through Firebase Crashlytics: crash logs, device model and operating-system version.
• App integrity checks through Firebase App Check (Apple App Attest or Google Play Integrity), which confirm that requests come from the genuine app.

Visitors to this website

• This website remembers your light or dark theme choice in your own browser. It sets no tracking cookies.
• The video on the home page loads from YouTube (youtube-nocookie.com) only when you press play. YouTube's own privacy policy then applies.

3. How We Use It

We use the data only to run the Service for you and your institute:

• to sign you in and show you what your role allows;
• to record attendance and check that a scan is genuine (current QR code, classroom signal, the phone tied to your account);
• to handle leave, timetables, holidays and reports;
• to send push notifications and emails, such as onboarding, password resets, low-attendance warnings to students and their parents, and alerts;
• to keep the Service secure, investigate misuse and keep audit records;
• to find and fix crashes.

What we never do: we do not sell your data, show ads, use an advertising SDK, track you across other apps or websites, or build profiles of you. The apps contain no analytics SDK (we do not use Firebase Analytics). This applies to everyone, and in particular to anyone under 18.

4. Camera, Bluetooth and No Location

• Camera: used only to read the attendance QR code. No photo or video is stored or uploaded.
• Photos and files: on iPhone the app may ask for access to your photo library, and on any device staff can pick a file, solely so that staff can choose a student-list spreadsheet (or image) to import. Nothing else is read.
• Bluetooth: used only to detect the classroom signal from the teacher's phone (and, on the teacher's phone, to send it).
• No location: the app does not collect or store your location and has no GPS feature. Some versions of Android show a location prompt for Bluetooth scanning; the app still does not read your location.

5. Who We Share It With

We share data only with the service providers that run the Service for us, each limited to that job:

• Google Firebase / Google Cloud: hosting, database, server functions, sign-in, push messaging and crash reporting.
• Zoho ZeptoMail: sending transactional email (onboarding, password resets, low-attendance warnings and alerts).
• Apple and Google: as sign-in providers, if you choose to sign in with them.

Inside your institute, people see data according to their role: a teacher sees their own subjects, an HOD their department, an admin the whole institute, a parent their own child.

We may also disclose data when the law requires it, for example in response to a valid legal order.

6. Where It Is Stored

Data is stored in India, in Google Cloud's Mumbai region (asia-south1). If you use the Service from outside India, your data is transferred to and stored in India. Our service providers may process some data in other countries under their own safeguards.

7. Children and Students

• Minimum age: 13. The Service is not for anyone under 13.
• Ages 13 to 17 may use the Service only through their institute. The institute is responsible for any parental consent the law requires. India's Digital Personal Data Protection Act treats everyone under 18 as a child and requires verifiable parental consent.
• No tracking, no ads, no profiling. We do no tracking, targeted advertising or behavioural monitoring of anyone under 18 (or of anyone else).
• Parents are linked to their child through the institute's student import. A parent can see their child's attendance and receives low-attendance email warnings.
• A parent who wants to see, correct or delete their child's data can ask the institute, or write to us and we will work with the institute.
• If we learn that someone under 13 has an account, we will work with their institute to remove it.

8. How Long We Keep It

• While your account is active, we keep your data for as long as your institute uses the Service for you.
• After you delete your account, your sign-in account, profile (name, email, phone number and photo), push-notification registrations, device lock and parent–child links are erased at once. Only a marker with no personal details (an internal account number and the deletion date) remains. See Deleting Your Account.
• Your institute's records about you (your roster entry, attendance records, leave applications, personal timetable entries and audit entries of actions taken on your account) are kept for 24 months after your account is deleted, and then erased. Your institute can ask us to erase them sooner.

9. Deleting Your Account

You can delete your account yourself at any time, in the app or on the web:

1. In the app: open the menu and choose Delete account (it is also on the “You're signed in” screen), then type DELETE to confirm.
2. On the web: open app.smartaicampus.app/#/account/delete, sign in, and type DELETE to confirm.
3. Can't sign in? Email support@smartaicampus.app from your account's email address with the subject “Delete my account”. We check that the request comes from the account holder, delete your account as described below and reply to confirm.

Deleting in the app or on the web takes effect immediately, and the app confirms it on screen.

Erased immediately and permanently:

• your sign-in account (your login) — you can never sign in with it again;
• your profile: your name, email address, phone number and profile photo;
• your push-notification registrations, so you stop receiving notifications;
• the device lock that ties your account to an attendance phone;
• parent–child links, in both directions.

Kept: a marker with no personal details. Only an internal account number and the date of deletion, so your institute's records stay consistent.

Kept for 24 months: your institute's records. Records that belong to your institute's academic history — your roster entry (name, email and mobile number as supplied by the institute), attendance records, leave applications, personal timetable entries, and audit entries of actions taken on your account — are kept for 24 months after your account is deleted, and then erased. Your institute decides about its own records; you can ask your institute to erase them sooner.

You can sign up again later with the same email address, but that creates a new, separate account.

Why we keep them:

• your institute needs a complete academic record of who attended which lecture;
• security and audit: the institute's records and audit logs must stay traceable.

A summary is also on the Delete your account page.

10. Deleting Specific Data

You can ask us to remove specific data, with or without deleting your account. This includes anything kept after you delete your account. Email support@smartaicampus.app from your account's email address and say which data you want removed. We will reply to confirm what we removed, or explain why something can't be removed.

Records your institute holds — attendance, leave, roster, timetable entries and audit logs — are controlled by your institute. Ask your institute for those; we act on the institute's instructions.

11. Your Rights

Wherever you live, you can ask us for a copy of your data, to correct it, or to delete it. Write to support@smartaicampus.app. Where the data belongs to your institute, we will pass your request to the institute or ask you to contact it, because it decides about that data. We reply within the time the applicable law requires.

India (Digital Personal Data Protection Act, 2023)

You can ask for a summary of your data and how it is processed, have it corrected, completed or erased, nominate someone to act for you, and raise a grievance with our Grievance Officer (see below). If you are not satisfied with our answer, you can complain to the Data Protection Board of India.

European Union and United Kingdom (GDPR and UK GDPR)

You have the right to access, correct and erase your data, to restrict or object to its processing, to data portability, and to complain to your local data protection authority (in the UK, the Information Commissioner's Office). For your own account we rely on providing the Service you signed up for and on our legitimate interests in security and fraud prevention; for institute data, your institute determines the legal basis. Your data is stored in India.

United States

Depending on your state, you may have the right to know what data we hold, to correct it and to delete it. We do not sell personal data or share it for targeted advertising. We will not treat you differently for using these rights.

12. Security

• Data travels over encrypted connections (HTTPS) and is encrypted at rest by Google Cloud.
• Firebase App Check helps make sure requests come from the genuine app.
• Access is limited by role and by institute, and privileged staff actions are recorded in audit logs.

No system is perfectly secure, but we work to protect your data and will tell affected people and authorities about a breach where the law requires it.

13. Changes to This Policy

We may update this policy. When we do, we change the effective date at the top. If a change is significant, we will also tell users in the app or by email before it takes effect.

14. Grievance Officer and Contact

For any question, request or complaint about your data, contact our Grievance Officer:

Copyright & trademarks. Copyright © 2026 Vicky Bhavnagri. “Smart AI Campus”, its logo and the app's look and feel belong to the operator and may not be used without written permission. Other trademarks belong to their owners.