Privacy Policy

SmartBrain Academy | Last Updated: August 21, 2026

SmartBrain Academy ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how our mobile application (SmartBrain Academy / Smart Brain ERP) collects, uses, discloses, and safeguards your information when you use our mobile application.

Please read this Privacy Policy carefully. By using the Application, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

A. Personal Data

When you use our ERP application (as an administrator, coordinator, teacher, student, or parent), we may collect personally identifiable information, including but not limited to:

• User Account Information: Full name, email address, phone number, username, authentication credentials, and designation/role.
• Academic & Administrative Data: Student records, attendance records, academic marks/grades, syllabus progress, leaves, payroll, invoices, and payment records.
• Communications: In-app messages, chat records, and support inquiries.

B. Device and Hardware Permissions

To provide full functionality, the Application may request access to certain device features:

• Location Information (ACCESS_FINE_LOCATION, ACCESS_COARSE_LOCATION): We may collect precise or approximate location data with your permission to facilitate location-based attendance tracking, school visit logging, and coordinator field check-ins.
• Camera & Photo Library: Used to capture or upload profile pictures, document verification, homework/assignment submissions, and invoice/receipt attachments.
• Phone Call (CALL_PHONE): Used to enable direct calling features from within the app to contact staff, coordinators, schools, or emergency contacts.
• Notifications (POST_NOTIFICATIONS): Used to send important alerts, announcements, reminders, and status updates.
• Network State & Internet (INTERNET, ACCESS_NETWORK_STATE): Used to connect to our secure ERP backend servers to sync data in real-time.

C. Device & Usage Data

We may automatically collect certain device information when you access the app, such as device model, operating system version, app usage statistics, and crash logs for debugging and optimization purposes.

2. How We Use Your Information

We use the collected information for various operational and educational purposes:

• To authenticate and manage user accounts and role-based permissions.
• To manage student and staff attendance, grading, payroll, inventory, and school operations.
• To verify check-ins and field attendance using geolocation services.
• To facilitate seamless communication between schools, staff, students, and coordinators.
• To provide technical support, app maintenance, and feature enhancements.
• To maintain data security and prevent fraudulent or unauthorized access.

3. Data Storage & Security

We take the security of your personal data seriously:

• Sensitive authentication data (such as login tokens) is stored securely on your device using encrypted storage mechanisms (flutter_secure_storage).
• All data transmissions between the app and our backend servers are encrypted using Transport Layer Security (HTTPS/TLS).
• We implement strict role-based access controls on our backend servers to ensure only authorized personnel can access relevant educational and administrative records.

4. Third-Party Services

Our app may use third-party service providers to facilitate our service:

• Google Fonts / CDN Services: For delivering application typography and UI assets.
• Cloud & Server Hosting Providers: For hosting our secure ERP API and databases.

We do not sell, trade, or rent your personal data to third-party marketing or advertising networks.

5. Data Retention & Deletion

We retain your personal data for as long as your school or institution maintains an active account with SmartBrain Academy, or as required by applicable laws.

Account & Data Deletion: Users may request the deletion of their account and associated personal data by contacting their institutional administrator or by writing to our support email.

6. Children's Privacy

Our application is designed for educational institution management and may be used by students under the guidance and authorization of their schools, institutions, and parents/guardians. We do not knowingly collect personal data directly from children without appropriate institutional or parental consent.

7. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by updating the "Last Updated" date at the top of this Privacy Policy and making the revised policy accessible within the app and via our public policy link.

8. Contact Us