Who we are
Smootables is the school-year planning and timetabling service at smootables.com and app.smootables.fi. We have not published a registered company name or business ID on this page yet. Until we do, write to us as Smootables at juho@smootables.com.
Who is responsible for school data
When a school uses Smootables, that school is the data controller: it decides why personal data is processed. Smootables is the processor: we handle that data only to provide the service the school asked for. If you are a teacher or student named in a school's timetable, start with that school. We help the school answer.
What personal data we store
The product stores only these personal details. We do not store student email addresses, home addresses, or dates of birth. Those fields do not exist in Smootables.
- Teacher names, so a timetable can name who teaches a lesson
- Student names, so groups and individual study paths can name the people they cover
- Account email and display name for planners and teachers who sign in
- Email addresses of people a school invites to join
Messages you send from this website
If you write to us from this website or email us, we keep your name, email, and message so we can reply. That is separate from school timetable data. For those messages, Smootables is the controller.
Why we process it
We process school data only for these reasons:
- To build, edit, and share timetables
- To create and manage logins
- To send account email: sign-up confirmation, password reset, and invitations
Where the data lives
School data lives in our own Microsoft Azure environment in Sweden Central, in the European Union (EU). Compute, the database, and transactional email all run there. This is how the product is deployed today, not a plan for a later move. Card-payment data for schools that pay by credit card is handled separately by Stripe, as described below.
Who else processes school data
We use two subprocessors. We do not use a third-party analytics or error-monitoring company.
- Microsoft Azure, in Sweden Central. That covers compute, the database, Azure Communication Services for transactional email, and Azure OpenAI EU for optional AI planning features.
- Stripe, as a payment service provider. Stripe is used only for credit-card payments, not for invoicing. Stripe receives data about the payer (the school that pays, its billing contact, and the card details entered on Stripe's payment page). Stripe does not receive teacher names, student names, or other data that schools add to plans and timetables.
AI planning features
Optional AI planning assistance runs on Azure OpenAI EU, an EU-hosted processor. It never runs on OpenAI directly or on any other model hosted outside the EU. A school can opt out of AI features and still use the rest of Smootables.
Cookies
The Smootables app uses cookies only to keep you signed in and to remember your language. This website does not use advertising cookies.
How long we keep data
We keep a school's data for as long as the school uses Smootables. We do not yet have an automated process that deletes a school when it leaves. When a school asks us to close its account, we delete that school's data by hand. Write to juho@smootables.com to ask. We keep website messages as long as we need them to reply and to keep a record of the conversation.
Your rights
Under the EU General Data Protection Regulation (GDPR) you can ask to see the personal data we hold about you, to correct it, or to have it deleted. If the data is in a school's workspace, start with that school. You can also write to juho@smootables.com. You can complain to your national data-protection authority. In Finland that is the Office of the Data Protection Ombudsman (Tietosuojavaltuutetun toimisto).
How we tell you about changes
If we add a subprocessor, change where data lives, or change this policy in a way that affects you, we update this page and the date above. For a change that affects school data, we also email the school's admin contacts.