Privacy Policy

Website URL: https://universityprogrammes.smartschoolsupport.com

Associated Entities: International House Mexico, University Programmes

At smartschoolsupport.com we are committed to protecting the privacy, security, and integrity of the data you share with us. This Privacy Policy details how we collect, process, secure, and retain your personal and technical information when you interact with our online portals, admissions systems, and mid-course evaluation engines.

 

1. Information We Collect and Process

 

A. Information Provided Voluntarily by the User

  • Application & Survey Data: When you complete admissions forms or mid-course surveys on our site, we collect the personal data requested to communicate with you and process your academic or administrative request.
  • Sensitive Verification Identifiers (Photo IDs): During the formal course application lifecycle, we collect uploaded copies of government-issued photo identification to verify identity.
  • Electronic Signatures: We collect drawn e-signature image data to bind your application to a legal, contemporaneous transaction trail.

B. Technical Information Collected Automatically

To secure our platform, detect fraudulent automation, and compile a legally binding transaction audit trail for your electronic signature, we automatically collect technical metadata from your device at the moment of submission:

  • Internet Protocol (IP) Address: Resolved securely through multi-endpoint verification services to record the exact network location of your signature transaction.
  • Browser User-Agent String: Detailed browser configuration metrics (such as browser type, engine version, and operating system) to confirm the dynamic rendering context of the transaction.

2. Processing and Security of Sensitive Information

We utilize industry standard security practices to protect your data during transit and storage:

  • Local, Secure Processing: To minimize personal data exposure, your uploaded government-issued photo identification is compressed and securely encoded directly inside your local browser’s memory space prior to server transmission.
  • Encrypted Transmission: All uploaded files, personal information, and drawn signature files are transmitted using standard SSL/TLS-encrypted pipelines.
  • Restricted Storage: Your uploaded identity documents, signature files, and completed PDFs are routed directly into private, restricted directories. These files are structurally isolated from standard public access and are accessible only to authorized administrators under strict multi-factor authentication protocols.

3. Data Retention and Deletion

We enforce strict administrative retention rules to satisfy GDPR principles, keeping active database footprints minimal and clean:

  • Incomplete Draft Applications: Unsubmitted draft applications are temporarily stored in our system for a maximum of 30 days from creation. If the application is not finalized and submitted within this window, our background system automatically runs a cleanup routine that permanently deletes your uploaded photo ID and draft data from our servers.
  • Submitted Applications: Final, successfully submitted application logs and file links remain in our active registry for up to 365 days. Following this timeframe, the data is relocated to a highly restricted, read-only historical archive database for archival, compliance, and auditing records.
  • Mailing Lists: If you register for a program or consent to notifications, your name and email address will remain in our secure database to receive periodic updates on program availability and class openings. You may unsubscribe at any time.

4. Cookies and Tracking Technologies

  • Session & Portal Access Cookies: If you log into our staff portals, we establish session-specific cookies to save your authentication metadata. These cookies are completely wiped from your machine when you log out.
  • Registration & Enrollment Cookies: During survey or registration events, we place functional cookies to preserve form state as you move through multi-page layouts. These cookies are automatically destroyed when you close your browser or navigate away from the application space.
  • Embedded Third-Party Content: Pages on this site may feature embedded media, widgets, or third-party iframe containers. Embedded content from external websites (such as YouTube or Vimeo) behaves in the exact same manner as if the user had visited that external site directly. These external entities may collect your IP address, deploy tracking cookies, embed additional analytical mechanisms, and monitor your physical interactions with the embedded module.

5. Third-Party Data Processors

We do not sell, rent, or trade your personal information. We only share candidate data with verified service providers as strictly necessary to fulfill administrative transaction requests:

  • Brevo API (Transactional Communication): Your email address may be shared programmatically with Brevo for the sole functional purpose of routing secure, 6-digit One-Time Passcodes (OTPs) to verify your account identity during form access. Brevo does not store or process your email for marketing or external actions.
  • Google reCAPTCHA v2 (Security): We utilize invisible Google reCAPTCHA services to defend our portals from robotic brute-force intrusions. Google analyzes browser telemetry, mouse behavior, and software fingerprints under their own privacy standards.
  • Automated Spam Detection: Registrations, logins, and submissions may be screened through automated spam detection platforms to preserve database integrity.

6. Your Rights Over Your Data

You retain legal authority over the data we process:

  • The Right to Erase (The Right to be Forgotten): You may request that we purge all personal records, draft files, or evaluation sheets held within our database. This does not apply to any transactional metadata we are legally, administratively, or contractually obligated to maintain for compliance, security, or legal audit certificates.
  • The Right to Unsubscribe: You can instantly opt-out of administrative or informational notifications at any time by sending a message to universityprogrammes@smartschoolsupport.com with the subject UNSUBSCRIBE and the name of the program you’d like to unsubscribe from.  

7. Contact Information

For any privacy-related inquiries, data access requests, or deletion protocols, please contact our administrative team: