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Privacy & Cookie Policy

Last updated: 4th June 2025

Plain-English Summary

This summary provides a simple, easy-to-read explanation of what this Privacy & Cookie Policy covers. It highlights the key points, but the full policy below contains the complete details.

  • We only collect the information needed to provide demos, support, analytics, and platform access.
  • Schools remain in full control of their MIS data — our platform processes it only under contract.
  • We do not sell personal data, and we only share it with trusted partners who help us deliver our services.
  • You can manage or withdraw consent for non-essential cookies at any time.
  • Schools and MATs should refer to the Data Sharing Agreement (DSA) for details on pupil and staff data processing.

Contents

1. Who We Are

Smarter Analytics Solutions Ltd ("Smarter Analytics", "we", "our", or "us") is a UK-based EdTech SaaS provider helping schools and Multi-Academy Trusts (MATs) turn data into meaningful insights through dashboards and analytics.

  • Legal name: Smarter Analytics Solutions Ltd
  • Registered address: 18 Hyde Gardens, Eastbourne, England, BN21 4PT
  • Privacy contact: [email protected]

This Privacy & Cookie Policy explains how we collect, use, and protect personal data from website visitors, platform users, and school/MAT clients. It also explains how we use cookies and similar technologies.

2. Scope of This Policy

This Policy applies to:

  • Our website – including contact forms, demos, and any cookies/analytics.
  • Our platform – dashboards and analytics tools for schools and MATs.

Processing of pupil and staff data provided by schools/MATs through our platform is governed by our Data Sharing Agreement (DSA). Schools should refer to the DSA for full responsibilities and compliance requirements.

This policy provides a summary of our website and platform processing, but schools should refer to the DSA for full details.

3. Data We Collect

A. Website Visitors

  • Information submitted through contact forms, demo requests, or newsletter sign-ups.
  • Technical and usage information such as IP address, browser type, and pages visited.
  • Cookies and analytics data (see section 9).

B. Platform Users (Staff/MAT Accounts)

  • Login and authentication details (e.g., email address, SSO verification).
  • Dashboard usage and interaction data.
  • Support requests submitted to our team.

C. School/MAT Data (via Platform)

  • Pupil and staff data authorised by the school (attendance, assessment, HR/finance data, etc.).
  • Special category data (e.g., SEN status) where authorised under the DSA.

4. How We Use Your Data

We use personal data for the following purposes:

  • Providing and maintaining our dashboards and platform.
  • Responding to enquiries, demo bookings, and support requests.
  • Improving website performance and user experience.
  • Sending marketing communications with explicit consent.
  • Complying with legal, regulatory, and contractual obligations.

We never sell personal data to third parties.

5. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

  • Contractual necessity: To deliver services under the DSA or platform subscription.
  • Legitimate interests: For analytics, service improvement, and responding to enquiries.
  • Consent: For marketing emails and non-essential cookies.

6. Data Sharing & Sub-Processors

We only share data with trusted sub-processors required to deliver our services:

  • GroupCall Xporter / Wonde – MIS integration
  • Microsoft Azure / Power BI – Hosting and dashboards (UK South)
  • Netlify – Website hosting and CDN delivery
  • Google Analytics – Website analytics

Our sub-processor list is maintained at: https://www.smarteranalytics.com/subprocessors

All sub-processors operate under GDPR-compliant agreements.

7. Data Retention

We retain personal data only for as long as necessary:

  • Website forms and enquiries: 12 months from last contact.
  • Newsletter subscriptions: Until you unsubscribe.
  • Platform accounts & logs: Subscription duration + 30 days.
  • School/MAT data: Managed under the DSA retention schedule.

8. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Rectify inaccurate data
  • Request deletion (“right to be forgotten”)
  • Restrict or object to processing
  • Request data portability

To exercise these rights, email [email protected]. You may also contact the Information Commissioner’s Office (ICO).

9. Cookies & Tracking

We use cookies to:

  • Ensure the website functions correctly.
  • Analyse traffic and usage patterns.

Cookie Categories

  • Strictly Necessary Cookies
  • Analytics Cookies (require consent)
  • Marketing Cookies (future use)

Your Choices

  • You may manage your cookie preferences via our banner or browser settings.
  • Blocking non-essential cookies may affect site functionality.

10. Contact Us

For questions or concerns about this policy: