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Safeguarding Policy

Version 1.0 — 12 May 2026

This policy describes how Study Smart AI (operated by Smart AI Solutions, the trading name of Y. P. Law) aligns with UK safeguarding expectations for online services that may be used by children under 18. It is intended for school senior leadership teams, parent governors, individual parents and guardians, and teachers considering Study Smart AI for use with their students.

1. Scope

This policy applies to use of the Study Smart AI service at study.smartaisolution.co.uk by users in the United Kingdom who are under 18, by their parents or guardians, by teachers using the teacher dashboard with .ac.uk or .sch.uk email addresses, and by school staff evaluating the service for student use.

Our safeguarding posture is drafted in good-faith alignment with:

  • Keeping Children Safe in Education (KCSiE) 2024 — the Department for Education’s statutory safeguarding guidance for schools and colleges in England;
  • Working Together to Safeguard Children 2023 — the cross-agency statutory framework;
  • Age Appropriate Design Code (Children’s Code) — the ICO’s code of practice under the UK Data Protection Act 2018 and UK GDPR;
  • UK GDPR and the Data Protection Act 2018 — in particular the rules on lawful basis for processing children’s personal data and on data subject rights.

We are not certified by the ICO and do not claim accreditation by any statutory body. “Alignment with” means our design choices are made in good-faith reference to these frameworks; it is not a legal guarantee. Schools must conduct their own due diligence, including a Data Protection Impact Assessment (DPIA) where appropriate.

2. Data processing for under-18 users

We collect only the data needed to operate the service: account identifier and email address from sign-in, learning activity (questions attempted, answers given, time spent, study streak), and basic subscription metadata. Optional fields such as exam board and target grade may be supplied by the user to tailor practice content. We do not collect special-category data and we do not run advertising, behavioural analytics, or third-party tracking on the service.

Our lawful basis for processing learning activity is performance of the service contract (UK GDPR Art 6(1)(b)); where the user is under 13 we require verifiable parental consent before account creation (Art 6(1)(a)). Retention follows the schedule in our Privacy Policy §7.

Parents and guardians of users under 18 may exercise the data subject rights under UK GDPR Art 12–22 and the Data Protection Act 2018, including the right of access, rectification, erasure, restriction of processing, objection, and data portability. Requests are handled through the contact channels in our Privacy Policy §11 and ordinarily completed within one calendar month.

3. No unsupervised AI chat

Study Smart AI does not provide a free-form conversational AI surface for users. All AI features in Quiz mode, Study mode, Learn mode, and essay feedback operate on pre-defined exam-style questions or on user-submitted essay answers; the user does not enter open-ended conversational prompts and does not receive open-ended conversational replies. Output is constrained to mark-scheme-style feedback, model answers, and topic explanations bound to the exam specification.

This design choice is deliberate. KCSiE 2024 identifies online risk to children as a safeguarding concern, including the risk that conversational systems may be used as a grooming or harmful-content vector. By removing the open-chat surface entirely we substantially reduce that risk while preserving the educational value of AI-assisted practice.

4. No social features

Study Smart AI does not offer direct messaging, public user profiles, forums, comment threads, friend lists, or any other user-to-user communication surface. The only inter-user touchpoint is the referral link, which is a one-way invitation from an existing user to a prospective user; no message body is transmitted and the recipient cannot reply through the service.

Because there is no peer-to-peer communication channel and no unsupervised AI chat (see §3 above), the platform does not currently meet the thresholds at which Working Together 2023 or KCSiE would require a statutory Designated Safeguarding Lead for the service itself; safeguarding accountability rests with the founder, supported by this policy and the reporting channel in §6. We disclose this position honestly: if Study Smart AI later introduces any social or free-form chat feature, we will appoint a Designated Safeguarding Lead and republish this policy before the feature goes live.

5. Teacher use and verification

Teachers may register for a teacher dashboard only with a verified .ac.uk or .sch.uk email address. At onboarding, teachers attest in writing that:

  • they have obtained any parental consent required by their school’s own data protection policy before inviting students; and
  • their intended use is curriculum-aligned exam practice consistent with this Safeguarding Policy.

The teacher dashboard records all student invitations, with timestamps and class assignments, so that a school can audit which staff member invited which student and when. We reserve the right to deprovision a teacher account on legitimate safeguarding complaint and to cooperate with a school’s internal investigation.

6. Reporting safeguarding concerns

Safeguarding concerns about any user, content, or interaction on Study Smart AI should be reported to support@smartaisolution.co.uk. We aim to acknowledge reports within 2 working days and to escalate, where appropriate, to the NSPCC, the Local Authority Designated Officer (LADO) for the area concerned, or the police. Where a report relates to an active safeguarding concern, we will preserve relevant account data beyond ordinary retention windows under the legitimate-interests lawful basis (UK GDPR Art 6(1)(f)).

Reports made in good faith are welcome from any source: students, parents and guardians, teachers, school staff, and members of the public. Anonymous reports are accepted but limit our ability to respond to the reporter.

7. Annual review

This policy is reviewed at least annually and, in addition, on any of the following triggers:

  • addition of a new AI feature or surface;
  • addition of any social, messaging, or user-to-user communication feature;
  • change to teacher onboarding or to the verification regime;
  • material change in KCSiE, Working Together, or ICO Children’s Code guidance.

The next scheduled review of this policy is on or before 12 May 2027. The version identifier at the top of this page is updated on every material revision so that schools can cite a specific version in their own DPIA records.

8. Cross-references

9. Business information

Smart AI Solutions is the trading name of Y. P. Law, a sole trader established in the United Kingdom. Service address: 35 Kingfisher Way, Cheswick Green, B90 4LW, United Kingdom. Contact: support@smartaisolution.co.uk. For quick informal questions you can also reach us on WhatsApp at +44 7547 160585; safeguarding reports should be made by email so that we have an auditable record.