Privacy notice
Last updated: 3 November 2026
This notice explains what personal data the SmartMy products and websites handle, why, with whom it is shared, how long it is kept, and what you can ask of us. It is written for everyone the products touch: the organisations that use SmartMy, their staff, and the students, parents, residents, guests, visitors, members and customers whose records those organisations keep.
1. Who we are
SmartMy is made by Hadoopt Technologies Private Limited, a company incorporated in India ("Hadoopt", "we", "us"). The SmartMy products are HRMS, Campus (schools and colleges), Placement, Hostel, Stay (PGs and co-living), Desk (helpdesk and maintenance), VMS (visitor management), Society (apartments), Events, Facility (facility booking), Transit (transport), Grievance, Feast (food service), POS (point of sale) and Garage, with their websites and mobile apps.
Contact for anything in this notice: Grievance Officer, Hadoopt Technologies Private Limited, [email protected].
2. Two roles: whose data is it?
The Digital Personal Data Protection Act, 2023 ("DPDP Act") separates the Data Fiduciary, who decides why and how personal data is used, from the Data Processor, who processes it on the fiduciary's behalf.
- The organisation is in charge of its records. When a school, employer, hostel, PG, apartment society, office, caterer, garage or any other organisation uses SmartMy, it decides what to record about its people and why. It is the Data Fiduciary for that data, and we are its Data Processor: we keep and process the data to run the service for it, under our agreement and our data processing addendum. We also use it for our own research and product work, as section 8 explains. If your record is kept by such an organisation (your employer, your child's school, your hostel or society), it is the organisation you should ask first about your data. It should also give you its own privacy notice.
- We are in charge of our own data. For the data we collect for ourselves, we are the Data Fiduciary: our websites and contact forms, sign-up and trial details, billing and accounts of our customers, the account directory that lets our apps find your organisation's workspace (section 6), and the support conversations customers have with us.
3. What each product handles
Each organisation chooses which products and features to use, so a given organisation may hold less than the list below. This is what the products are able to record.
Common to all products
- Users and people: name, photo (optional), e-mail, mobile number, the organisation, entity and role, sign-in history, device and app version, push-notification token, language and time zone.
- Messages and notifications the organisation sends through the product (in-app, e-mail, push, and WhatsApp or SMS where it turns them on), with their delivery status.
- Chat: messages between the people the organisation allows to chat (for example a parent and a class teacher), and reports of misuse.
- Approvals, comments and the history of who changed what, kept as an audit trail.
- Files the organisation uploads (documents, photos, attachments).
By product
| Product | Whose data | What it records, plainly |
|---|---|---|
| HRMS | Employees, applicants, former employees | Personal and family details, contact and address, ID numbers (such as PAN, Aadhaar and passport, seen only by HR roles), bank account for salary, salary, payroll and statutory deductions, attendance (punches from biometric devices, which send only the employee code and time, never fingerprints; and, if turned on, a selfie or face check-in and the location of a phone check-in), leave, expenses, assets, performance, training, exit; for recruitment, applications, CVs, interview feedback, background-verification cases with the candidate's consent, and a do-not-hire list with its reasons and end date. |
| Campus | Students, parents and guardians, teachers and staff, alumni | Admission and student records (date of birth, gender, photo, blood group, category, previous schools, documents), parent and guardian contacts, attendance, timetable, homework, exams and marks, fees and receipts, certificates, leave and exit passes, discipline notes, library, activities, transport, parent-teacher meetings and chat, and for colleges credits and electives (CBCS). |
| Placement | Students, alumni, recruiters | Profiles, CVs, eligibility, applications, interview rounds, offers, recruiter contacts. |
| Hostel and Stay | Residents (students or adults), parents, guardians, sponsors, guests, visitors | Booking and allotment, ID proofs and numbers, photo, police-verification form details where the law asks for it, emergency contacts, rent, deposits and dues, leave and gate in and out times, night roll call, incidents, inspections, visitors and guest nights, complaints, and meals if Feast is linked. |
| Desk | Staff, residents, students, customers who raise tickets | Tickets with their text, photos and location in the building, who handled them, the technician's check-in at the site, ratings. |
| VMS | Visitors, hosts, staff, contractors | Visitor name, mobile, company, purpose, host, photo taken at the gate, ID type and number or ID image if the organisation asks for it (seen by gate and office users, not by hosts), vehicle number, items carried, entry and exit times, pre-registration and invitations, deliveries, lost and found, guard patrol rounds. |
| Society | Residents, owners, tenants, household and domestic help, visitors | Flat and family members, contact details, tenancy, vehicles, domestic help and their entries, visitor approvals at the gate, maintenance dues and receipts, amenity bookings, notices, polls, complaints. |
| Events | Participants, guests, staff, parents | Registrations, tickets and passes, check-in, payments, and for school events the students and parents taking part. |
| Facility | People who book and staff who run facilities | Bookings, members, passes, payments, check-in, hire of a facility by outside parties with their ID details. |
| Transit | Drivers, attendants, riders (often students), parents | Routes, stops and who rides them, boarding and drop records, vehicle locations from GPS devices or the crew's phone during a trip (kept until the organisation deletes them), trip checklists and incidents, licences and vehicle documents. |
| Grievance | Complainants, people named in complaints, committee members | The complaint, evidence and the handling of it, kept confidential to the committee; anonymous reporting where the organisation allows it (section 5). |
| Feast | Diners (students, staff, residents, customers), parents | Accounts and wallets, orders and meal history, meal plans, diet type and allergies that a diner or parent records, spending limits, payments. |
| POS | Customers of a shop or counter | Bills, items, payments, loyalty and contact details if the customer gives them. |
| Garage | Vehicle owners and drivers | Name, phone, vehicle and registration plate, photos and readings of the vehicle, job cards, estimates, approvals, invoices, reminders and campaign messages (with an unsubscribe link). |
4. Children's data
Campus, Hostel, Feast, Transit and Events are used by schools, hostels and caterers for people under 18. For children:
- The organisation must obtain verifiable consent from a parent or lawful guardian before processing a child's data, except where the DPDP Act and its rules exempt it (for example an educational institution's attendance and safety duties). The products support this: parents sign in to their own account, consents are recorded with who, how and when, and a paper consent can be recorded by the office with its scan.
- Parents see their child's records and act for the child in the apps.
- We do not use children's data for advertising, profiling or behavioural monitoring, and do not let the products track a child beyond the service the organisation runs: a bus's location is shown to the parents of its riders only while a trip is running, and a gate entry is recorded at the gate, not followed elsewhere.
- No AI feature reads a child's records (section 8).
5. Sensitive areas
Face recognition (optional)
Some organisations turn on face recognition for staff attendance, student attendance, hostel entry and exit, or meals at the counter.
- Templates, not photos. From 3 to 5 photos taken at enrolment, the device makes a face template (128 numbers). The photos stay in the device's memory only while the template is made and are never stored or sent. The HRMS phone check sends a fresh template of that moment to the server, which compares it and keeps neither.
- Consent first, purpose by purpose. No one is enrolled without consent for a named purpose, given in the app, at the device in person, or on paper recorded by the office; for a child, by a parent or guardian. Withdrawing is as easy as giving consent.
- Enrolment is done by the organisation's office or at its own device, never by us.
- Who can see it. No user, of the organisation or of Hadoopt, can read a template through the product; only the server process uses it. You can see what you agreed to and your own match history in the app.
- Retention. A template is deleted at once when the last consent is withdrawn or "Remove face data" is used, or when the person leaves (exit, leaving school, check-out). Templates and match logs are not deleted for age unless the organisation sets a period. Devices keep templates in encrypted storage and wipe them after 7 days without a sync, at sign-out and when the device is blocked.
- Google ML Kit. Face detection on the device uses Google's ML Kit. Pictures and results stay on the device, but ML Kit sends Google usage and performance metrics about the feature and may contact Google for model updates. The recognition model itself runs on the device and sends nothing.
Grievances and anonymous reports
Grievance reports are visible only to the committee or officers the organisation appoints for that kind of complaint, not to the organisation's other administrators; the statement is stored encrypted. Where the organisation allows anonymous reporting, the report is filed without any link to the reporter's account, even from a device where they are signed in: the reporter follows it with a code and a PIN that only they hold. A report by e-mail or telephone keeps the sender's address or number only if the organisation chose to keep them.
Employment, pay and identity numbers
Bank details, salary, payroll and identity numbers in HRMS are visible only to the HR and payroll roles the employer sets; an employee sees their own records.
Residents and visitors
Society, Hostel, Stay and VMS hold where people live and who visits them. Visitor photos and ID details are seen by the gate and the host or resident concerned and the organisation's administrators. Residents' contact numbers are shown to others only as the society allows.
6. What we collect for ourselves
| What | From whom | Why | Kept |
|---|---|---|---|
| Contact and demo requests (name, e-mail, phone, organisation, city, message; the IP address and browser for spam control) | Website visitors | To answer you and follow up | Kept until we delete them or you ask us to; the IP address and browser 90 days |
| Brochure links we send you: whether and when the link was opened, for how long, the country and kind of device, and the IP address | People we send a brochure link to | To know whether our material was useful | Kept until we delete them or you ask us to; the IP address 90 days |
| Sign-up details (name, e-mail, mobile, organisation, products chosen, the IP address of the sign-up) | People who start a trial or subscribe | To create and run the workspace | While the account exists; unconfirmed sign-ups are deleted when their code expires |
| Billing records (billing contact, address, GSTIN, invoices, payments) | Customers | Invoicing, tax and accounting law | 8 years, as Indian tax law requires |
| Sign-in places for logins paid per user (Construction, Interiors, Desk, Projects, Manufacturing): the time, the IP address and the town and country it points to, the kind of device, and, when the app sends it at sign-in, the phone's position | Customers' users of those products | To keep one paid login to one person: a login works in one place at a time, and a login used in two places too far apart for the time between them is shown to our staff | 180 days |
| Account directory: each active user's login, name, e-mail and mobile, and which workspace they belong to | Customers' workspaces | So an app or the SmartMy sign-in page can find your organisation's workspace when you type your e-mail or mobile | While the user is active in that workspace; removed when the user is archived or deleted, and with the whole workspace |
| Usage counts (number of users, students, units, storage) and a log of messages and AI requests (time, kind, the masked number or address, the e-mail subject; never the message or the AI text) | Customers' workspaces | Plans, limits, billing and fault-finding | Kept until we delete them; nothing is deleted automatically |
| Questions to the in-app help assistant that it could not answer, or that a user rated (the question and answer, without the asker's name) | Users of the products | To improve the user manual | Kept until we delete them; nothing is deleted automatically |
| Support requests sent to SmartMy support (the conversation, the screen, attachments) and the support-access log | Customers | To help and to show who looked at what | Kept until we delete them; nothing is deleted automatically |
| Website visit statistics | Website visitors | To know which pages help | See below |
This website. We do not run analytics on this site. The site remembers the country and language you choose in a cookie. It sets no advertising cookies and we do not sell or share visitor data for advertising. Our web servers keep a security log (IP address, browser, page) for 30 days. The drawings on our sites show the weather where you are: our server works out your town from your IP address (IP geolocation by DB-IP, on our own server, or by Cloudflare) and asks Open-Meteo for the weather at that place, rounded to about 10 km. Your IP address is not sent to the weather service and the town is not stored.
We do not sell personal data, and we do not use it for advertising.
7. How the apps work with your data
- You sign in with your organisation's account; the app asks the SmartMy directory which workspace your e-mail or mobile belongs to, then signs in to that workspace.
- The apps ask for the camera only for scanning QR codes, taking a photo you choose, and face screens; for location only where a feature needs it (an attendance punch from the phone, a technician's site visit, a guard's patrol round, a bus crew sharing the bus's position during a trip, or once at sign-in for logins paid per user, as in section 6) and only while that screen is in use, never in the background; for notifications to deliver messages from your organisation.
- Push notifications are delivered through Google Firebase Cloud Messaging and Apple Push Notification service. The notification text (for example that your child boarded the bus, or that a visitor is waiting) passes through them to reach your phone and may show on its lock screen; you can turn notifications off in the phone's settings.
- Tokens that keep you signed in are stored in the phone's secure storage. Signing out removes them.
- The apps carry no advertising and no third-party analytics or tracking SDKs. Google ML Kit's metrics (section 5) and Google Maps, on the screens that show a map (it receives the map area and device details), are the only data an SDK sends on its own.
8. AI features
Some products offer AI help, through our own gateway to Google's Gemini service: reading a résumé into a candidate profile and matching it to a job (HRMS), sorting and summarising a helpdesk ticket and suggesting a reply (Desk), drafting a rough estimate from a buyer's drawings and CAD figures (Manufacturing), reading a house or building plan for a rough building estimate (Construction), and answering questions about how to use the product from the user manual (all products).
- What is sent: only what that one request needs: the résumé of that candidate; the ticket's text and conversation (e-mail addresses and phone numbers removed); the question typed; for an estimate, the drawings of that job (PDF or pictures) and the figures measured from its CAD files, never for a buyer who asked that their drawings are not sent to AI; for a building estimate, the plans of that building (PDF or pictures) and the figures read from its DXF drawings, never for a client who asked that their plans are not sent to AI. No AI feature reads students' or children's records, face templates, photos of people, identity numbers, bank or salary data, or grievance reports. Please do not type such details into a question to the help assistant.
- Consent: a résumé is sent only for a candidate who gave consent when applying or whose consent the recruiter recorded.
- Not used for training: we use Gemini under Google's paid terms, under which prompts and answers are not used to train Google's models. Our gateway does not store what is sent or answered; it keeps a count of use for billing (section 6).
- Our own research and AI training: we use data in SmartMy to study how the products are used, improve and build them, and train, test and improve AI models, ours or ones built for us. We do not sell it or use it for advertising. We use the least data the work needs and remove details that identify a person wherever the work allows.
- Your organisation decides: AI is off until the organisation switches it on, product by product, and for each person who may use it. It can switch it off at any time.
9. Service providers we use
We use the following providers to run the service. Each is bound by a contract to use the data only for the service it provides to us. Some are used only if the organisation turns on the feature that needs them.
| Provider | What for | Data it receives | Where |
|---|---|---|---|
| Cloud server and backup providers | Hosting the workspaces, websites, our sign-up and billing system, and backups | All data in the service | India or other countries (section 10) |
| Cloudflare (R2), Backblaze (B2) | File storage: photos, documents, attachments and backups, reached only through links that expire | The files | As section 10 |
| Google (Firebase Cloud Messaging), Apple (Push Notification service) | Push notifications to the apps | Device token and the notification text | USA and other countries |
| Google (Gemini, through our gateway) | AI features, if on | The text, résumé, drawings or plans of the request (section 8) | USA and other countries |
| Google (ML Kit, on the device) | Face detection on the device, if on | Usage and performance metrics only | USA |
| Meta (WhatsApp Business Platform) | WhatsApp messages, if on | Mobile number and the message | USA and other countries |
| MSG91 (Walkover Web Solutions) | SMS, one-time codes and WhatsApp messages, if on | Mobile number and the message | India |
| Our e-mail delivery provider | E-mail sent by the service for organisations without their own mail server | E-mail address and the message | As section 10 |
| Razorpay, Stripe, Pine Labs | Online and card-terminal payments, if on | Payer's name, contact and amount; card and bank details go to them directly, never to us | India (Razorpay, Pine Labs), USA and other countries (Stripe) |
| Microsoft (Entra ID), Google (Workspace), other sign-in providers | Single sign-on and user provisioning, if the organisation chooses it | Name, e-mail and account status | As the provider states |
| Google (Maps) | Maps in the apps (live bus, market map) and on office screens (live vehicles, market map), map blocks on customer websites, address search | The map area being viewed, the viewer's IP address and device details, from the viewer's browser or phone; for address search, the text searched, sent from our servers | USA and other countries |
Some services are chosen and contracted by the organisation itself, not by us, and work under its own terms: its own e-mail server, its GPS tracking server (Traccar) and route planner, the telephony provider of a grievance hotline, background-verification agencies an employer sends cases to, and the booking channels (iCal calendars) of a hostel or PG.
10. Where your data is stored
Data may be stored and processed in India or in other countries where we or our providers operate, chosen for reliability and cost. It is never transferred to a country to which the Government of India has restricted transfers under section 16 of the DPDP Act (none has been notified as of the date of this notice). The same safeguards in this notice apply wherever it is kept, and we tell our customers before their data is moved to another country.
We store no card data. Online payments are handled by Razorpay or Stripe, which keep payment data as the Reserve Bank of India requires.
11. How we protect it
- Encryption in transit (HTTPS/TLS) for every website, portal, app and connection between services.
- Roles: inside each workspace, people see only what their role allows.
- Logs: sign-ins, approvals and changes to records are logged.
- Face templates are readable by no user (section 5).
- Keys and passwords of connected services (single sign-on, messaging, payment terminals, calendars) are stored encrypted and shown to no one but the administrators who set them.
If a breach of personal data happens, we inform the organisation concerned at once, and the Data Protection Board of India and the people affected as the DPDP Act requires.
12. How long data is kept
- Nothing is deleted automatically. Organisation data stays until the organisation deletes it. When a person asks, the organisation can correct or delete that person's records, keeping what the law makes it keep. Organisations may switch on deletion periods themselves (for example for visitor photos and ID images, vehicle GPS positions, trip photos, ID documents, candidates who were not hired, face templates not used); all are off unless the organisation sets them. A face template is still deleted at once when consent is withdrawn. Short-lived working items such as one-time codes expire within minutes.
- When a product is given up, we delete its data 15 days later. When an organisation leaves, its whole workspace is deleted 15 days after the end. We may extend these times for an organisation that asks. These are the only automatic deletions. Copies in our backups expire within a further 15 days.
- Our own data: as in the table in section 6.
13. Your rights
Under the DPDP Act you may:
- know what personal data is processed about you and with whom it has been shared;
- correct, complete or update it;
- have it erased when it is no longer needed for the purpose, or when you withdraw consent, unless the law requires it to be kept;
- withdraw consent at any time, as easily as you gave it (this does not undo what was done before);
- nominate another person to exercise your rights if you die or become unable to;
- have a grievance redressed.
How to use them. If your data is in an organisation's SmartMy workspace (your employer, school, hostel, society, caterer, garage), ask that organisation: it is the Data Fiduciary, and the products give it the tools to answer you. Many of these you can do yourself in the app (your profile, your consents, withdrawing face recognition). For erasure, the organisation can delete your records, except what the law makes it keep (for example payroll, tax and fee records, or a school's admission register). If the organisation asks us, we help it. For data we hold for ourselves (section 6), write to our Grievance Officer. We reply within 30 days.
14. Grievance Officer and complaints
Grievance Officer, Hadoopt Technologies Private Limited · [email protected]
If you are not satisfied with our answer, you may complain to the Data Protection Board of India under the DPDP Act, after first using our grievance process.
15. Changes to this notice
We will publish any change on this page with a new date. If a change affects how we use data we hold for ourselves, we will tell the people concerned before it takes effect; customers are told as the data processing addendum says.