Privacy Policy

Last updated: 13 August 2026

1. Introduction

This Privacy Policy describes how D-SMART ID ("the App") collects, uses, and protects information when used by school administrators, staff, students, and parents for identity management and school-related services.

2. Data we collect

2.1 Personal data

The App may collect the following personal information, as configured by the school:

• Student and staff identifiers (ID number, admission number, roll number)
• Basic profile details (name, class, section, school name)
• Contact information provided by the school (such as phone or email)
• Profile photos for ID cards

2.2 Device data

The App may collect limited technical information such as:

• Device type, operating system, and app version
• Basic log information to detect and fix errors

3. Use of camera and media permissions

The App uses the device camera and, where applicable, photo and video access only for the following core school functions:

• Capturing student or staff photos for digital ID cards
• Scanning QR codes / barcodes printed on school IDs or documents
• Verifying identity at school gates or within school offices

The camera is activated only when the user chooses to take a photo or scan a code inside the App. The App does not use the camera or media access in the background.

4. How we use collected data

Data collected through the App is used solely for school-related purposes, including:

• Creating and managing digital ID cards
• Authenticating students and staff during school processes
• Maintaining school records as configured by the school

We do not sell, rent, or trade personal information collected via the App.

5. Data sharing

Personal data collected in the App is shared only with:

• The school or institution that provided access to the App
• Authorized school staff and administrators
• Service providers (such as hosting providers) who support the operation of the App and are bound by confidentiality obligations

We do not share personal data with third-party advertisers or analytics providers for marketing purposes.

6. Data storage and security

We implement reasonable technical and organizational measures to protect data from unauthorized access, alteration, disclosure, or destruction. This may include encryption in transit (HTTPS), access controls, and audit logging on the server side.

7. Children's data

Because this App is used in schools, it may process information about children. Use of the App is controlled by the school or institution, and access is provided through school-managed accounts. Parents or guardians should contact the school directly for questions about student records or requests related to children's data.

8. Your rights and data access

Requests to view, update, or delete student or staff data should be submitted to the relevant school or institution that manages the account. Where legally permitted and technically feasible, we will support the school in fulfilling such requests.

9. Data retention

Data is retained for as long as the school maintains an active account on the system or as required to comply with legal obligations. When a school account is closed, associated records may be archived or deleted in accordance with applicable law and the school's internal policies.

10. Third-party services

If the App integrates with third-party services (for example, cloud hosting, messaging gateways, or QR libraries), those services may have their own privacy policies. We ensure that such integrations are used only to provide core school functionality and not for unrelated marketing or profiling.

11. Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be posted at this URL with a revised "Last updated" date. Continued use of the App after changes means you accept the updated policy.

12. Contact

If you have questions about this Privacy Policy, data protection, or how the App is used in your school, please contact your school administration or the App provider.