List of personal data we store or process, where it came from and who we share it with | realsmart

List of personal data we store or process, where it came from and who we share it with

List of personal data we store or process


  1. UPN (students only)

  2. Staff code (staff only)

  3. MIS ID (unique id for each user in your MIS)

  4. User type (admin, mentor or learner)*

  5. Title (staff only)

  6. Preferred Forename

  7. Preferred Surname

  8. Username (usually generated via username policy)*

  9. Password (only stored as an encrypted hash, not accessible)

  10. Year (taught in)

  11. List of group names the user is a member of (usually class / teaching groups)

  12. House (school house, if used)

  13. Registration Group

  14. Admission number (from MIS)

  15. Legal Forename (if required)

  16. Legal Surname (if required)

*this data only applies to realsmart services and products

Where it came from


Data listed in a-p above is all sourced from each clients’ Management Information System (MIS).

We integrate with the MIS using a third party company Wonde. For info about Wonde see this link. https://www.wonde.com/


Who we share it with?

The following data is shared with G Suite for Education and is used under terms covered in the Google Suite for Education Privacy that can be found here and are managed by the school’s Data Protection Officer. This agreement is between the school and Google, realsmart is not a signatory to this agreement. https://www.google.com/cloud/security/gdpr/


  1. Preferred Forename

  2. Preferred Surname

  3. Username (usually generated via username policy)*

  4. Password (only stored as an encrypted hash, not accessible)

  5. Year group (taught in)

  6. List of group names the user is a member of (usually class / teaching groups)

  7. House (school house, if used)

  8. Registration Group

  9. Timetable

We process and store a list of all adult (teaching and nonteaching)  email addresses with mailchimp in order to market product updates, and share best practice. https://mailchimp.com/legal/privacy/


For marketing purposes we have purchased a list of contact details from Education Company LTD http://www.educationcompany.co.uk/privacy-policy These email addresses are stored in mailchimp under the terms linked above.


realsmart LTD do not share this or any other data with any other organisations or third parties not listed above.