SmartAssess at MUNARISH Academy: Notice for Students and Parents
Effective date: [to be set at launch] · Version: 0.1 (draft for legal review)
This notice explains SmartAssess for pupils of MUNARISH Academy and their parents. The MUNARISH Academy Privacy Policy and the SmartAssess Privacy Policy still apply; where they differ about SmartAssess at the Academy, this notice is the more specific one.
1. What SmartAssess is for at the Academy
Teachers and the Academy office set practice papers in SmartAssess, made from the Academy's own study material. A pupil opens SmartAssess from the SmartAssess item in the portal's menu (already signed in), prints or reads the paper, answers it on paper, and uploads a photo of each page. SmartAssess reads the handwriting and suggests marks and feedback with AI. The pupil's teacher for that subject checks every marked sheet, can change any mark and add notes, and only then are the marks released to the pupil and their parents. Practice papers are not official examinations, and SmartAssess marks are not official results.
2. Who runs it
MUNARISH Academy runs both the Academy and SmartAssess (the same sole proprietorship, at 5/446, 4th Street, Kumaran Nagar, Mannivakkam Extension, Vandalur, Chennai 600048, Tamil Nadu). Under the Digital Personal Data Protection Act, 2023, MUNARISH Academy is the Data Fiduciary for a pupil's SmartAssess work.
3. What is used, and where it comes from
From the Academy portal (never typed again in SmartAssess): the pupil's name, Academy email address if they have one, admission number, class, section, academic year and the subjects they study there; for teachers, the classes and subjects they teach; for parents, which children are theirs. The portal sends this when someone opens SmartAssess and once a night, so SmartAssess always matches the Academy's own records. Pupils who leave the Academy are switched off in SmartAssess.
From using SmartAssess: the papers set for the pupil; the photos of their answer sheets; the text read from them, including any corrections the pupil makes before marking; the suggested marks and feedback; the teacher's marks, notes and comments; and the dates of each step.
We do not use a pupil's phone number, home address, date of birth, fees or attendance in SmartAssess.
4. How AI is used
To read handwriting and suggest marks, the photos of the answer pages and the question paper are sent to our AI service provider, through our business account, for that task only. We do not send the pupil's name, email address or admission number with them. The provider is not allowed to use them to train its models. AI can make mistakes, which is why a teacher checks every sheet before anyone sees the marks (see the AI and Marking Disclaimer).
5. Who can see what
| Person | Can see |
|---|---|
| The pupil | Their own papers, their uploads, and their marks and feedback after the teacher approves them; their own progress, beside the class average for the same paper (no other pupil is named) |
| Linked parents | The same for their own children only, after approval |
| The pupil's teachers | The papers and sheets of the classes and subjects they teach, the AI's suggested marks, and class averages, to help the class |
| The Academy office | Everything in the Academy's SmartAssess, to manage it |
Pupils are never ranked or compared by name.
6. Notifications
When a paper is set, a sheet needs answering again, or marks are ready, the people concerned are told in the portal (the bell) and, for things they need to act on, by email; parents are copied on their child's emails, as with the Academy's other notices. To do this, SmartAssess tells the Academy portal the paper's title, the pupil, its status and, once released, the total marks. It does not send the answers or the feedback.
7. Where it is kept, and for how long
SmartAssess work for the Academy is kept on our server (not on a pupil's device), so that the teacher can review it from anywhere.
| What | How long |
|---|---|
| Photos of answer sheets | Deleted automatically 90 days after the marks are released (a replaced upload: 30 days) |
| Read text, marks, feedback, teacher's notes | While the pupil studies at the Academy, as part of their record; deleted on request (section 8) |
| Notifications | 90 days after they are read |
8. Your rights
A pupil, or a parent for a child, can ask to see this information, to have it corrected, or to have it deleted, and can ask the office to stop setting SmartAssess papers for the pupil. Ask the Academy office, or our Grievance Officer:
Nalina Balasundaram, Grievance Officer, MUNARISH Academy · grievance@munarish.com · 5/446, 4th Street, Kumaran Nagar, Mannivakkam Extension, Vandalur, Chennai 600048, Tamil Nadu. We acknowledge complaints within 24 hours and aim to resolve them within 15 days.
9. Changes
If we change how SmartAssess uses pupils' information at the Academy, we will update this notice and tell parents through the portal before the change applies.