Terms & Conditions
These terms and conditions relate to Free Primary Trial of Smartgrade - Spring/Summer 2025
1. Eligibility
- This offer is available to new Smartgrade customers and existing customers who wish to try an assessment partner they have not previously signed up for.
- Primary Schools and Multi-Academy Trusts (MATs) can participate in one free primary assessment standardisation during an assessment window in Spring or Summer 2025 using selected partner assessments in one subject available on the Smartgrade platform.
2. Included Assessments
- Schools are to use the official assessment papers available on the Smartgrade platform for the correct assessment window.
- The following primary partner assessments are included in this promotion:
- White Rose Maths
- HeadStart Primary
- Practice KS2 SATs
- Schools are to choose one subject where the assessment partner covers multiple subjects.
- CanDoMaths, Ark Curriculum Plus and Custom assessments are not included in this offer.
3. Assessment Process & Requirements
- Schools must select an eligible partner assessment when signing up and administer the test to students during Spring 1, Spring 2, Summer 1 or Summer 2 2025.
- Data is to be submitted via the Smartgrade platform for the chosen assessment partner for the results to be standardised.
- Standardisation provides benchmarked results comparing school performance with other schools using the same assessment.
4. Grade Submission Deadlines
- Submission deadlines vary depending on the selected partner assessment.
- Schools must refer to the Smartgrade Assessment Calendar for the latest deadline information: Smartgrade Assessment Calendar
- Schools submitting grades after these dates will still receive valuable insights but will not be included in the standardisation.
5. Access Requirements
- To participate in this offer, schools will be required to sign a contract with Smartgrade to grant access to their Management Information System (MIS) via Wonde. This access is necessary for data integration and efficient processing of assessment results.
- Your data will not be used for any other purpose and you will not be charged should you decide not to continue beyond your free usage window. For further information see our privacy policy.
6. Free Offer Inclusions
Schools and MATs will receive:
- One free primary assessment standardisation with an assessment partner and subject of their choice per school.
- National benchmarking data comparing results with other participating schools.
- Detailed performance insights, including standardised grades, percentile rankings, and student reports.
7. Exclusions and Limitations
- This offer is only valid for one primary assessment standardisation per school during one assessment window, in one subject in Spring or Summer 2025.
- Schools already signed up for a specific partner assessment are not eligible to claim a free standardisation for that same partner and subject.
- Our Ark Curriculum Plus, CanDoMaths and the Custom Assessments package are not included in this offer.
8. After the free period
- There will be no charge to use the Smartgrade platform for your chosen partner assessments until 1st September 2025.
- Pricing to continue using the platform after this date will be sent to schools at least 60 days before 1st September 2025.
- Schools can opt to cancel their subscription with no charge at any time up to 18th July 2025.
- There is no obligation to use the platform after the free period.
9. Data Usage
- By participating, schools consent to the use of their submitted data for national benchmarking and standardisation purposes.
- Data will be processed in compliance with data protection regulations and Smartgrade’s privacy policy.
10. General Terms
- Smartgrade reserves the right to amend or withdraw this offer at any time.
- Participation in the offer constitutes acceptance of these terms and conditions.
For more information, contact sales@smartgrade.co.uk.
What is Smartgrade?
Smartgrade is a secure, cloud-based platform that helps schools and MATs to create, share and analyse more reliable assessments.
1. Introduction
Privacy and security are at the heart of everything we do at Smartgrade, and our approach incorporates data protection by design and default. This statement explains the key measures we’ve put in place to ensure that a school’s data is kept secure and processed appropriately at all times. It also covers our commitments to you, and what we expect from schools in terms of privacy and data protection.
2. Our Principles
We:
- Process the data received from schools for the purposes of education and school improvement only, and only for those purposes necessary to provide the service explicitly offered to schools.
- Adhere strictly to the terms of the General Data Protection Regulation (GDPR) as it applies in the UK, tailored by the Data Protection Act 2018.
- Only store and process the minimum data required to provide our services.
- Transport and store all personal data originating from schools using modern and best practice encryption technologies. This includes Secure Socket Layers (SSL/TLS) for encrypted data transfer over the internet, encryption of all data at rest, password-protected identities for all end users, and variable permissions according to the user's role.
- Comply with all Subject Access Requests made relating to the data We store.
- Ensure the data We hold about you is correct.
- Only retain data for as long as required, and delete all your data if you ask us to do so.
- Ensure that all data is held securely by taking steps so that data is not corrupted or lost.
- Aggregate and analyse anonymised data for the purposes of standardising assessments, to improve the quality of assessments on the platform, to offer benchmarking information to other schools, or to contribute to important assessment research.
- Always maintain adequate liability insurance.
- Audit our services against this pledge periodically and provide evidence of compliance to the other party whenever requested.
- Report any significant breaches of security to the Data Controller, the Information Commissioner’s Office (ICO) and other authorities, and, in co-operation with the Data Controller, to Data Subjects without undue delay and within 72 hours.
- Make this Privacy Policy clearly and publicly available on our website.
We DO NOT:
- Store or transport personal data outside of the EEA or outside of countries which are granted to have Adequate Levels of Protection as defined by the European Commission.
- Share your data with any third parties except where explicitly requested by you or required by law.
- Use Your data, made available via the Smartgrade platform, for the purposes of advertising or marketing, or for any purpose other than the service explicitly provided to You.
- Transport personal data originating from schools in an unencrypted format.
- Claim ownership or exclusive rights over any of the data processed or created as part of services provided to You.
- Share information with other third parties except where specifically agreed by the Data Controller or where required by law.
- Change any applicable terms of service without giving You the opportunity to opt-out of such changes.
3. Security and Encryption
We take every reasonable measure to ensure we store data securely. The Smartgrade platform is developed using secure technologies, which include, but are not limited to the following:
- All personal Smartgrade data is stored and transported within the EEA or countries which are granted to have Adequate Levels of Protection as defined by the European Commission.
- All internal and external data transmissions to and from the Smartgrade Platform are encrypted using modern SSL/TLS protocols and ciphers via secure REST APIs.
- Data is encrypted at rest (i.e. when stored on a disk or laptop).
- We use encrypted passwords with variable permissions according to the user’s role for access to all sensitive information.
4. Staff access to data
Smartgrade does not look "under the hood" or inspect any of the data we store. The only exceptions to this are where a school has explicitly given us permission to inspect their data; to provide technical support following an enquiry from a school; or to correct a technical problem.
All our staff and subcontractors are required to agree that they will abide by a Security and Data Protection Policy at all times.
5. Deleting and Retaining Data
We retain personal data on our platform for as long as necessary to provide the Smartgrade service. If a school ceases to use Smartgrade, we delete their personal data within 4 months of the contract concluding, or within 5 working days of a request to delete personal data, whichever is sooner. We will also delete all personal and sensitive data relating to former students automatically on their 25th birthday, regardless of whether a school has asked us to do so.
6. Assessments created on our platform
Assessment Publishers retain ownership of all assessments and/or assessment templates they create and share using our platform. All users creating assessments on the site are responsible for ensuring that they have the necessary rights and permissions to use and share those assessments. Assessment owners may withdraw their assessments from the Marketplace at any time, in which case they will cease to be available to users from that point onwards. However, any assessments that had already been assigned to classes by a user at the point of removal will remain available to that user indefinitely for marking and analysis.
7. Security Breaches
We take all reasonable and necessary precautions to ensure that your data is secure and to recognise and then mitigate the risks to security and privacy. However, it is not possible to 100% guarantee the security of any data transmitted or stored electronically. In the event that a significant breach of security or privacy did occur, Smartgrade will contact the Data Controller of the affected data, and inform the Information Commissioner's Office (ICO), and other authorities without undue delay and within 72 hours.
8. Purpose of data processing and legal basis for processing
As the Data Controller, it is Your responsibility to ensure that You can engage with Smartgrade in accordance with the Data Protection Act and that Data Subjects are suitably informed about Data Processing services such as Smartgrade, that the school chooses to use. This should include an explanation of how personal and sensitive personal data is processed lawfully, fairly and in a transparent manner. You should also be clear on Your basis for collecting and sharing data, and must satisfy the relevant legal basis and permission standards in each case.
The categories of personal data we process and the purposes for doing so are as follows:
Staff names
- To provision accounts.
- To distinguish between teachers in school and MAT accounts.
- To assist with the provision of an education to students.
- To contact you with important updates regarding the product.
Staff contact information
- To provision accounts.
- To distinguish between teachers in school and MAT accounts.
- To assist with the provision of an education to students.
- To contact you with important updates regarding the product.
Student names
- To distinguish between students in a teacher's class.
- To assist with the provision of an education to students.
Student date of birth (optional)
- To calculate age related attainment and progress.
Student emails
- To provision online student accounts and allow students access to accounts.
Student demographic information: Gender, English as an Additional Language, FSM, Pupil Premium, SEN status, Ethnicity (optional), LAC status (optional)
- To allow for grouping and analysis in the markbook and analytics module.
- Ethnicity and LAC status are considered sensitive categories of data, and extra controls on use are therefore in place. Analysis is only available to those users who have the requisite permission applied to their account by a system administrator’.
- To assist with standardisation.
Student teaching group / Year Group / Subject
- To allow for grouping and analysis in the markbook and analytics module.
Student UPN / MIS ID
- To allow for matching of students in the Smartgrade database with school records on export.
Student Prior Attainment
- To allow for grouping and analysis in the markbook and analytics module.
- To assist with standardisation.
IP addresses
- To identify trusted and frequently used devices.
- To track a user’s interaction with the website for analytics, support and product optimisation.
- To assist with the provision of an education to students.
- To monitor and prevent malicious usage or attacks.
9. Data sharing
We may share data with the following companies if such a need arises and within the terms laid out by this policy:
- Amazon Web Services (cloud hosting) for the purposes of application hosting.
- Aircury (software development agency) for the purposes of product development and support.
- Google Analytics (website analytics) for the purposes of analysing website traffic.
- Zendesk (product support) for the purposes of supporting users.
- Mailchimp (communications) for the purposes of contacting current and potential customers.
- Pipedrive (CRM) for the purposes of managing customer relations.
- Clarity (website analytics) for the purposes of analysing website traffic.
We access MIS information from schools via Wonde, the third party MIS integration service.
We may share anonymised, aggregated results data linked to the school name with Assessment Publishers, to assist them with managing and developing their programmes. No personally identifiable or pupil level data will ever be shared with Assessment Publishers.
Providing an administrator has enabled the feature, you can log in to Smartgrade via School or MAT account with Google or Microsoft. We will not collect the password that you use for the relevant platform, but we may send and receive access details from your account with the platform, such as username and email address.
If your organisation has requested the feature, students can also access Smartgrade via our iPad app. The only data collected by the app is test responses.
10. Information for students and parents/guardian
Smartgrade, as the Data Processor, only has access to Personal Data or Sensitive Personal Data as requested by the school, as Data Controller, and only for the purposes of performing services on a school's behalf.
Your child's school remains the Data Controller of any pupil data we process. If you have questions about your or your child’s data or how your school is making use of our service, please contact the school directly. Any pupil or parent/guardian enquiries we receive will be directed to the relevant school as the Data Controller for that child’s or parent's/guardian's data.
General Website Privacy
11. Cookies
A cookie is a string of information that a website stores on a visitor’s computer. Smartgrade uses cookies for purposes such as helping us to identify and track visitors’ usage and preferences. You can disable cookies in your browser if you wish to, although this may mean that some features of our website do not work as they should.
12. Communication
If you have expressed interest in Smartgrade on the Smartgrade website or signed up as a Smartgrade customer, and have supplied your email address, we may occasionally send you an email to tell you about new features, ask for feedback or keep you up to date with our products. If you no longer wish to be included on these communications, then You can opt out using the links on those communications, or email hello@smartgrade.co.uk and we will remove you from the list.
13. Third Party Websites
We cannot be responsible for the privacy policies and practices of other sites even if you access them using links on our website. We recommend that you check the policy of each site you visit and contact the owner or operator if you have any questions or concerns.
If you access our Website from a third party site, we cannot be responsible for the privacy policy and practice of that third party site and recommend that you check the policy of that third party site and contact the owner or operator if you have any questions or concerns.
14. Questions and Grievances
If you have any questions or grievances in relation to security or privacy, please email us on hello@smartgrade.co.uk.

This work is licensed under a Creative Commons Attribution-ShareAlike 4.0 International License.
This Change Log records all changes made since October 31st 2022. It was last updated on 21st November 2024. We review this policy regularly (and at least annually).
21st November 2024
- Section 9 updated to add the following text: Clarity (Website Analytics) for the purposes of monitoring website traffic.
1st February 2024
- Section 5 updated to add the following text:
- We retain personal data on our platform for as long as necessary to provide the Smartgrade service. If a school ceases to use Smartgrade, we delete their personal data within 4 months of the contract concluding, or within 5 working days of a request to delete personal data, whichever is sooner. We will also delete all personal and sensitive data relating to former students automatically on their 25th birthday, regardless of whether a school has asked us to do so.
- Previously data deletion was always within 5 days of the contract concluding. However, we have found that some customers change their mind about cancellation, and so this updated policy provides more flexibility to reinstate school data in such circumstances, while still allowing for deletion within 5 days should that be desired.
- Section 9 updated to add the following text: Pipedrive (CRM) for the purposes of managing customer relations.
7th September 2023
- Section 9 updated to add the following text:
- We may share anonymised, aggregated results data linked to the school name with Assessment Publishers, to assist them with managing and developing their programmes. No personally identifiable or pupil level data will ever be shared with Assessment Publishers
- If your organisation has requested the feature, students can also access Smartgrade via our iPad app. The only data collected by the app is test responses.
16th February 2023
- Privacy policy website area updated to split the Glossary of Terms and Privacy Policy to separate tabs and add this Change Log
- Glossary of Terms updated to add the following:
- Assessment Publisher. Any School, MAT or Third Party Vendors creating an assessment on the Smartgrade platform.
- Section 6 updated from:
- Schools and MATs retain ownership of all assessments
- to
- Assessment Publishers retain ownership of all assessments
- Section 9 updated to add the following text:
- We may share anonymised, aggregated results data linked to the school name with Assessment Publishers, to assist them with managing and developing their programmes. No personally identifiable or pupil level data will ever be shared with Assessment Publishers

This work is licensed under a Creative Commons Attribution-ShareAlike 4.0 International License.