The short version
- Accounts are made by the school. Students cannot sign up by themselves. A teacher or the school admin creates each account.
- We collect only what learning needs: profile and parent/guardian details, quiz results, and how a quiz was answered.
- Only the right people can see it: you, your teachers in your classes, and the school admin.
- We never sell your information and SmartEdu shows no ads.
- You can ask to see, correct, or delete your information at any time.
1 Who we are
SmartEdu is a web-based learning platform run by San Fernando Elementary School (B. Mendoza Street, Sto. Rosario, San Fernando, Philippines, 2000) for its Grade 4 to Grade 6 learners. The school decides how the information in SmartEdu is used and is responsible for keeping it safe.
We follow the Data Privacy Act of 2012 (Republic Act No. 10173) and the rules of the National Privacy Commission (NPC). In this policy, "we" and "us" mean San Fernando Elementary School, and "you" means anyone who uses SmartEdu.
2 Who uses SmartEdu
- Students (Grade 4 to Grade 6) join classes, play quizzes, read learning materials, and write notes.
- Teachers manage their classes, create quizzes and learning materials, and follow the progress of their students.
- The school admin manages accounts, subjects, sections, and school settings.
Student accounts are created by a teacher or the school admin when the learner is enrolled. Parents and guardians do not have accounts, but their contact details are kept on their child's account.
3 Information we collect
Account and profile
- Full name (first, middle, last), gender, and birthdate
- Learner Reference Number (LRN), username, and password. Passwords are stored in a scrambled (hashed) form that nobody can read, not even the school.
- Email address (optional for students), contact number, and home address
- Grade level, section, classes joined, and assigned teacher
- Profile picture, if one is uploaded
- Account status and date the account was made
Parent or guardian details
- Name, contact number, and email address of the learner's parent or guardian
Learning activity
- Quizzes taken, answers given, scores, number of correct answers, and time spent
- Quiz history, rank points, tiers, and badges earned
- Learning materials opened, and the classes a student belongs to
Quiz behavior
While a quiz is open, SmartEdu records simple counts that help teachers understand how a learner answered, for example whether they were guessing, rushing, or getting distracted:
- Time spent on each question and time without activity
- How many times the mouse was moved or clicked, and how many times the page was scrolled
- How many keys were pressed and which keys (for example "Space" or "A"), counted only. We do not record sentences or anything typed outside the answer boxes.
- How many times an answer was changed or a question was revisited
- How many times, and for how long, the learner left the quiz tab
This is recorded only during quizzes, never on other pages, and it is never used to identify a learner outside SmartEdu.
Things you create
- Personal notes written in Notes (only the writer can see them)
- Questions asked to Ask SmartEdu (see section 5)
- For teachers: quizzes, questions, pictures, lessons, learning materials, and class announcements
Technical information
- Settings such as volume, theme, text size, and reduced animations
- When a log-in fails: the username or LRN that was typed and the device's IP address, to stop people from guessing passwords. These records are deleted after one day.
- Cookies and browser storage needed for the site to work (see section 8)
4 How we use your information
- To create and manage accounts and let users log in safely
- To run classes, quizzes, learning materials, ranks, and badges
- To show learners their own progress, and to help teachers see which lessons need more practice
- To create student reports and analytics for teachers and the school
- To send quiz results to a learner's parent or guardian when a teacher chooses to
- To keep SmartEdu secure and to fix problems
We use this information because it is needed for the school's job of educating its learners. We do not use it for advertising, and we do not sell, rent, or trade it to anyone.
5 Ask SmartEdu and AI tools
Ask SmartEdu answers questions about a learning material. When you ask a question, SmartEdu sends your question, the chat so far, and the text of that learning material to an artificial intelligence (AI) service, Google Gemini or OpenAI, to get the answer. Teachers can also use these services to make quiz questions from a learning material.
- Your name, LRN, and other account details are not sent.
- SmartEdu does not save your Ask SmartEdu questions. It only keeps the times you asked, for up to one day, to apply the daily question limit.
Tip: Please do not type personal information, such as your full name, address, or phone number, into Ask SmartEdu.
6 Emails to parents and guardians
A teacher or the school admin may send a learner's quiz result to the parent or guardian's email address. The email comes from the school's Gmail account and includes the learner's name, grade and section, the quiz name, the score, and any message from the teacher. Emails are sent only when a teacher chooses to send them.
7 Who can see your information
| Who | What they can see |
|---|---|
| The student | Their own profile, results, history, rank, badges, and notes |
| Classmates | The names and profile pictures of the students in the same class |
| Teachers | The profile, parent/guardian details, results, and quiz behavior of the students in their own classes |
| School admin | All accounts and records, to manage the system |
We share information outside the school only:
- With the services that help SmartEdu run: Google (Gmail for emails, Gemini for Ask SmartEdu, and Google Fonts) and OpenAI (Ask SmartEdu). Pages also load icons and tools from Cloudflare (cdnjs) and jsDelivr, which can see your device's IP address when the page loads.
- When the law requires it, for example a lawful order from a court or government office.
9 How we protect your information
- Passwords are stored in a scrambled (hashed) form.
- Accounts are locked for a short time after too many wrong passwords.
- Each person can only open the pages and classes meant for their role.
- Quizzes and learning materials of a class can only be opened by students in that class.
- Forms are protected against requests from other websites.
No system is perfectly safe. If we learn of a breach that may harm you, we will tell the people affected and the National Privacy Commission as required by law.
10 How long we keep it
We keep account and learning information while the learner is enrolled at San Fernando Elementary School, or while the teacher works at the school, and for as long as the school needs it for its records. After that, the school admin deletes the account or the information is made anonymous. Failed log-in records are deleted after one day.
11 Your rights
Under the Data Privacy Act, you have the right to:
Students and teachers can update some details themselves in Profile. For anything else, talk to your teacher or contact the school (section 14). You can also reach the National Privacy Commission at privacy.gov.ph.
12 Children's privacy
Most SmartEdu users are children. Their accounts are created by the school as part of their schooling, and we collect only what is needed for learning. A parent or guardian can use any of the rights in section 11 on behalf of their child by contacting the school.
13 Changes to this policy
We may update this policy when SmartEdu changes. The date at the top of this page shows the latest version. If a change is important, we will tell users inside SmartEdu or through the school.
14 Contact us
For questions about this policy or your information, contact San Fernando Elementary School: