SMASHED - SFs®
School Forms, Simplified
Cloud-Based and Automated School Forms and Reporting System
SMASHED – SFs handles real learner records, so here's plainly what's collected, why, and who can see it. This is a description of how the system works today, not a substitute for legal advice.
Learner names, LRNs, sex, birthdate, section and school assignment, term grades, daily attendance, and any behavioral observations a teacher records — largely the same information already required for official DepEd school forms (SF9, SF10, SF2, and related reports). For teacher and registrar accounts, we collect a username, email address, and basic profile details (full name, position, role).
A learner's adviser may also keep the learner's home address, the names of the learner's parents or guardian, and a parent / guardian contact number (typed in, or read from the School Form 1 the adviser imports). These are used to check who is entitled to open a Parent / Guardian Portal account, for the school's communication with the family, and for enrollment. They are visible to the learner's adviser and are never shown on the Parent / Guardian Portal.
For a Parent / Guardian Portal account, we collect the account holder's name, their stated relationship to the learner, an email address, and a record of each term's report card they acknowledge (name, relationship, date, and the network address the acknowledgement came from).
Solely to generate the school forms and reports your school already needs to produce — report cards, attendance summaries, rankings, and grade sheets — to let a learner's own adviser and subject teachers manage that data, and to let a learner's parent or guardian view that learner's ratings and record their acknowledgement of each term's report card. Learner data is never used for advertising, and it isn't sold or shared with third parties.
Because learners in Grades 4–12 are generally minors, a portal account is normally held by a parent or guardian acting on the learner's behalf. The learner's adviser checks the learner and guardian names against the class record before approving the account.
Access is scoped by role: an adviser and their subject teachers can see the learners in their own section; registrars and principals can see records across their own school; a parent/guardian (or an adult learner) with an approved portal account can see only that one learner's ratings and its acknowledgement status, never another learner's. Nobody outside your school can see your students' data.
SMASHED – SFs runs on a cloud server hosted by DigitalOcean, encrypted in transit over HTTPS. A small number of third parties are involved in specific, limited ways: if you sign in with Google or Facebook, that provider shares your name and (where available) email address with us to create your account — we never see or store your Google/Facebook password. Account verification and password-reset emails are sent through a third-party email provider (Gmail) on our behalf; the email content itself (a confirmation link) is all that provider ever sees. None of these third parties receive learner grades, attendance, or other student records — that data stays inside the system itself.
Records stay in the system for as long as your school needs them for reporting. School registrars and principals have tools to back up, restore, or delete their own school's records directly.
As a system handling learner information for DepEd schools, SMASHED – SFs is built with the safeguards expected under the Philippine Data Privacy Act (RA 10173) in mind — access is role-gated, and data is used only for its stated school-reporting purpose. If you have questions about your own or your child's data, or want a record corrected or removed, reach out through Contact Us. A parent/guardian can also ask the learner's adviser to withdraw a portal account; doing so voids any report-card acknowledgements it made.