Effective date: 1/1/2026
Operated by: Bel Air Learning Center, Inc. , doing business as Smoovi
Privacy contact: support@smoovi.io
Smoovi helps organizations plan, guide, and document classes and sessions. This Privacy Policy explains how we collect, use, share, and retain personal information when you use our app, website, and related services.
1. Information we collect
Depending on the features you use, we may collect:
- Account information: Your name, email address, profile image, organization, role, and authentication information.
- Organization content: Activities, lesson plans, classes, session notes, comments, and uploaded photos, videos, audio, or other files.
- Communications: Information you provide when contacting us, requesting support, or submitting feedback.
- Technical information: Device information, IP addresses, app version, usage events, crash reports, and diagnostic logs.
Please submit only information you are authorized to provide.
2. How we use information
We use information to:
- Provide and operate Smoovi.
- Manage accounts, organizations, and access permissions.
- Store and display content to authorized users.
- Provide support and send service-related communications.
- Maintain security, investigate misuse, and resolve technical problems.
- Improve the service using information permitted for that purpose.
- Comply with applicable legal obligations.
3. Organization accounts and access
When you use Smoovi through an organization, that organization manages your workspace and determines how its content is used and shared.
Organization administrators and other users may access information according to their assigned permissions and the features your organization uses. Contact your organization for questions about its records, access permissions, or handling of participant information.
Smoovi processes organization content to provide the service under its agreement with the organization. Smoovi separately handles account, support, and operational information as described in this policy.
4. Patient information and HIPAA
Do not enter or upload protected health information (PHI) unless your organization has a signed Business Associate Agreement (BAA) with Smoovi and Smoovi has confirmed that your workspace and the specific features you use are approved for PHI.
This restriction applies to information entered in folder names, session names, notes, goals, recordings, attachments, messages, and other fields.
Using initials, nicknames, or patient codes does not necessarily make information de-identified. Photos, videos, voices, and contextual details may identify a patient.
When Smoovi processes PHI as a business associate, its use and disclosure are governed by the applicable BAA and law. This Privacy Policy does not replace a BAA or authorize additional uses of PHI. The BAA controls if there is a conflict concerning PHI.
Do not include PHI in ordinary support emails or unapproved AI features, integrations, or public sharing areas.
5. Photos, videos, and information about children
Smoovi is intended for adult account holders working with children and other participants. Children under 18 may not create accounts under our Terms of Use.
Organizations may submit participant information only when permitted by law, their agreement with Smoovi, and any applicable PHI restrictions. They are responsible for establishing a lawful basis and obtaining required permissions, including parent or guardian permission where required.
Permission to record a participant for internal use does not automatically authorize public or promotional sharing.
Parents or guardians with questions about information submitted by an organization should contact that organization. They may also contact us at support@smoovi.io for assistance.
6. When we share information
We may disclose information:
- Within your organization, according to workspace permissions.
- At your direction, when you use sharing, publishing, or export features.
- To service providers that support functions such as hosting, storage, authentication, support, and diagnostics, subject to appropriate agreements.
- When legally required, or as lawfully necessary to protect rights, safety, or security.
- In connection with a business transaction, subject to applicable confidentiality, contractual, and legal requirements.
For PHI, disclosures remain subject to the applicable BAA and law.
Smoovi does not sell personal information, share it for targeted advertising, or use advertising trackers.
7. AI features
Do not submit PHI to an AI feature unless Smoovi has expressly approved that feature under your organization’s BAA.
8. Retention and deletion
Backup copies may remain for 2weeks before deletion through the normal backup lifecycle.
For PHI, return, retention, and destruction are governed by the applicable BAA and law.
Deleting your individual account may not delete records controlled by your organization. Contact its administrator about those records.
9. Security
No system can guarantee absolute security. Users should protect their credentials, secure their devices, and report suspected unauthorized access to support@smoovi.io.
Where required, we notify affected organizations or individuals of security incidents in accordance with applicable law and contractual obligations.
10. Your privacy choices and rights
Depending on your location and applicable law, you may have rights to access, correct, delete, or obtain a copy of your personal information, or to object to or restrict certain processing.
Contact support@smoovi.io to make a request. We may verify your identity before responding.
Requests concerning records controlled by your organization may need to be handled by that organization. Patient-record requests are handled according to applicable law and the BAA.
11. Changes to this policy
We may update this Privacy Policy as the service or our practices change. We will update the effective date and provide notice of material changes as required by law.
Where a new use requires consent, we will obtain that consent before proceeding.
13. Contact us
For privacy questions or requests:
Bel Air Learning Center, Inc.