Student Data Privacy Policy
Last Update: June 25, 2026
At Smart Tech Insurance, we understand that protecting student privacy is a fundamental responsibility. As a trusted provider of technology products and services to K–12 school districts, charter schools, private schools, colleges, universities, and educational organizations throughout the United States, we are committed to handling student-related information responsibly, securely, and in accordance with applicable laws and contractual obligations.
Our services are designed to support educational institutions while respecting the privacy rights of students, parents, educators, and school communities.
This Student Data Privacy Statement explains how Smart Tech Insurance handles student-related information when providing products and services to educational institutions and families.
2.Scope
This Statement applies to Smart Tech Insurance services provided to educational institutions and educational customers, including but not limited to:
- Device repair services
- Device protection plans
- Parent Purchase Program
- Device deployment and provisioning
- White Glove Services
- Asset management
- Device buyback programs
- IT Asset Disposition (ITAD)
- Technology logistics
- Warranty administration
- Technical support
- Software solutions offered by Smart Tech
This Statement supplements our Privacy Policy and Information Security Policy.
3.Our Role
Smart Tech Insurance primarily serves as a technology services provider.
Depending on the services provided, Smart Tech Insurance may act as a service provider or contractor to educational institutions.
Unless specifically authorized by contract, Smart Tech Insurance does not operate:
- Student Information Systems (SIS)
- Learning Management Systems (LMS)
- Classroom instruction platforms
- Student assessment platforms
- Student email systems
- Educational record repositories
When Smart Tech Insurance receives student-related information, it does so solely to perform services requested by the educational institution or, in the case of the Coverage Purchase Program, by the parent or legal guardian.
4.Student Information We May Receive
Depending on the services provided, Smart Tech Insurance may receive limited student-related information, including:
- Student name
- Student ID Number
- School or district name
- Grade level
- Device serial number
- Asset tag number
- Repair ticket information
- Device model
- Warranty information
- Shipping information
- Parent or guardian contact information (when applicable)
- School-issued email address (when necessary)
- Device enrollment information
We strive to collect only the minimum amount of information reasonably necessary to perform the requested services.
5.Information We Do Not Intentionally Collect
Smart Tech Insurance does not intentionally collect, request, or maintain educational records that are unrelated to the services we provide.
Unless specifically required for an authorized service, Smart Tech Insurance does not intentionally collect:
- Student grades
- Report cards
- Attendance records
- Standardized testing results
- Discipline records
- Individualized Education Programs (IEPs)
- Section 504 plans
- Medical records
- Counseling records
- Behavioral records
- Classroom assignments
- Student communications
- Student financial information
If such information is inadvertently encountered while providing authorized services, Smart Tech Insurance personnel are instructed not to access, copy, disclose, or use the information except as necessary to complete authorized work or as required by law.
6.Device Repair Privacy
Devices submitted for repair may contain personal or educational information.
Unless necessary to diagnose a reported hardware or software issue, or specifically authorized by the customer, Smart Tech Insurance technicians do not intentionally access student documents, photographs, emails, messages, browser history, or other personal content stored on customer devices.
Schools and parents are encouraged to:
- Back up important information before submitting a device for service.
- Remove unnecessary personal information where practical.
- Sign out of personal accounts when possible.
- Remove passcodes if requested to facilitate authorized repairs.
Smart Tech Insurance supports educational institutions in meeting their obligations under the Family Educational Rights and Privacy Act (FERPA).
When Smart Tech Insurance receives student-related information from an educational institution, we process that information only as directed by the institution and only for the purposes authorized by applicable agreements.
Educational records remain under the ownership and control of the educational institution.
Smart Tech Insurance does not use student information for purposes unrelated to providing requested services.
8.COPPA
Smart Tech Insurance recognizes the requirements of the Children’s Online Privacy Protection Act (COPPA).
Smart Tech Insurance does not knowingly collect personal information directly from children under the age of 13 through our public website.
When providing services involving devices used by children under 13, Smart Tech Insurance relies on educational institutions or parents, as applicable, to obtain any required authorizations before personal information is shared with us.
9.CIPA
Many Smart Tech Insruance customers participate in the federal E-Rate program and are subject to the Children’s Internet Protection Act (CIPA).
Although compliance with CIPA remains the responsibility of the educational institution, Smart Tech Insurance supports schools by providing secure technology products, repair services, lifecycle management, and technology solutions that help schools maintain secure learning environments.
Unless specifically contracted, Smart Tech does not provide Internet content filtering services.
10.Student Information Policy
Smart Tech Insurance protects student-related information through administrative, technical, and physical safeguards appropriate to the nature of our services.
Our security program includes:
- Employee background checks
- Confidentiality agreements
- Restricted facility access
- Video-monitored operational areas
- Microsoft Defender endpoint protection
- Google Workspace security controls
- Role-based access controls
- Repair ticket tracking
- Chain-of-custody procedures
- Secure device handling
- Secure data sanitization using proprietary software when requested or contractually required
Additional information regarding our security program is available in our Information Security Policy.
11.Data Minimization
Smart Tech Insurance follows the principle of data minimization.
We collect, use, retain, and disclose only the student-related information reasonably necessary to provide requested services and fulfill contractual obligations.
We do not request or retain unnecessary student information.
12.Disclosure of Student Information
Smart Tech Insurance does not sell student information.
Student-related information is disclosed only:
- To the educational institution that provided the information.
- To authorized Smart Tech personnel.
- To trusted service providers performing authorized business functions.
- When required by law.
- When authorized by the educational institution or parent, as applicable.
Any disclosure is limited to the minimum information reasonably necessary for the intended purpose.
13.Coverage Purchase Program
Smart Tech Insurance offers a Coverage Purchase Program through which parents or legal guardians may purchase products or services directly.
Information collected through the Coverage Purchase Program is used only to:
- Process orders
- Administer warranties
- Provide customer support
- Communicate regarding purchases
- Fulfill contractual obligations
Participation in the Coverage Purchase Program does not provide Smart Tech Insurance with access to educational records maintained by a student’s school.
14.Data Retention
Student-related information is retained only for as long as reasonably necessary to:
- Complete requested services
- Fulfill warranty obligations
- Maintain repair history
- Meet contractual requirements
- Comply with legal obligations
- Resolve disputes
When information is no longer required, it is securely deleted, destroyed, or de-identified in accordance with Smart Tech Insurance’s retention and disposal practices.
15.School Responsibilities
Educational institutions remain responsible for:
- Determining what information is shared with Smart Tech Insurance.
- Maintaining compliance with FERPA, COPPA, CIPA, and other applicable laws.
- Obtaining any required parental consents.
- Preparing devices for repair or disposal where appropriate.
- Managing educational records and student accounts.
Questions regarding Smart Tech Insurance’s handling of information may be directed to the contact information below.
17.Changes to This Statement
Smart Tech Insurance may update this Student Data Privacy Statement periodically to reflect changes in our services, technology, legal requirements, or business practices.
Material changes will be indicated by updating the “Last Updated” date at the beginning of this Statement.
18.Contact Information
Questions regarding this Information Security Policy may be directed to:
Smart Tech Insurance
Website: https://www.smarttechins.com
Security & Compliance: info@smarttechins.com
Privacy: info@smarttechins.com
Telephone: (877) 307-6777
Mailing Address:
Smart Tech
255 Primera Blvd Ste 160
Lake Mary, FL 32746