Privacy Policy

1. Introduction

SmartDesk ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our university management system.

2. Information We Collect

2.1 Personal Information

We collect personal information that you provide directly to us, including:

• Name, username, and email address
• Student ID, enrollment information
• Academic records and attendance data
• Financial information for fee management
• Hostel and library records

2.2 Usage Data

We automatically collect information about how you interact with our platform, including:

• IP address and browser type
• Pages visited and time spent
• Device information
• Log files and error reports

3. How We Use Your Information

We use the collected information for:

• Providing and maintaining our services
• Managing academic, financial, and administrative operations
• Processing enrollments, attendance, and grades
• Sending notifications and announcements
• Improving our platform and user experience
• Ensuring security and preventing fraud
• Complying with legal obligations

4. Data Security

We implement industry-standard security measures to protect your information, including:

• Encrypted data transmission (HTTPS)
• Secure password hashing (bcrypt)
• Role-based access control
• Regular security audits
• Secure database storage

5. Data Sharing and Disclosure

We do not sell your personal information. We may share your information only:

• With authorized university administrators
• To comply with legal requirements
• To protect our rights and safety
• With your explicit consent

6. Your Rights

You have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Object to processing of your data
• Request data portability

7. Cookies

We use HTTP-only cookies for authentication and session management. These cookies are essential for the platform to function and cannot be disabled. We do not use tracking cookies for advertising.

8. Third-Party Services

Our platform may integrate with third-party services (e.g., Ollama for AI features). These services have their own privacy policies, and we encourage you to review them.

9. Data Retention

We retain your personal information for as long as necessary to provide our services and comply with legal obligations. Academic records may be retained longer as required by educational regulations.

10. Children's Privacy

Our platform is designed for university students and staff. We do not knowingly collect information from children under 13. If you believe we have collected such information, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last Updated" date.

12. Contact Us

If you have questions about this Privacy Policy, please contact us at:

Email: support@smartdesk.com