Privacy Policy

1. Who this applies to

This policy applies to students, lecturers, and staff who sign in to U-Panel using university-issued credentials. If you do not use the App, this policy does not apply to you.

2. Information we collect

Depending on your role and how you use the App, we may process:

• Account and profile data — sign-in email or staff identifier, display name, registration number (students), role (student, lecturer, administrator), and related profile fields stored in our database.
• Attendance data — session codes, course and program selections, check-in timestamps, attendance status, and records linked to your account.
• Location data — approximate GPS coordinates when you check in to on-campus attendance sessions. Location is used to confirm you are on campus for those sessions. Long-distance or remote sessions may not require location.
• Device information — a device or installation identifier used to help enforce one check-in per device per session and to support troubleshooting.
• Notifications — push notification tokens and topic subscriptions so the App can deliver class and university notices. You can disable notifications in your device settings.
• Local app data — cached attendance lists, pending check-ins, and preferences stored on your device when you are offline or for faster loading.
• Technical logs — basic diagnostic and security information generated by our hosting providers when you use the App (for example connection timestamps and error reports).

We do not sell your personal information. We collect only what is needed to run attendance, notices, and authorized university features.

3. How we use information

We use the information above to:

• Authenticate you and provide access according to your role.
• Record and display attendance for authorized sessions.
• Verify on-campus check-ins where location is required.
• Send and display notices and operational messages.
• Sync data when you reconnect after being offline.
• Maintain security, prevent misuse, and support the App.
• Comply with university policies and applicable law.

4. Legal basis

Processing is carried out for legitimate university purposes, including administration of academic attendance and communication with enrolled students and staff. Where location or notifications require your device permission, you may decline; some features may then be unavailable.

5. Third-party services

U-Panel uses Google Firebase and related Google Cloud services to host authentication, databases, file storage, push messaging, and (where configured) cloud functions. Data processed through these services is subject to Google’s terms and privacy practices in addition to this policy.

Learn more: Firebase Privacy · Google Privacy Policy

6. Sharing of information

We may share information only:

• With authorized KIU staff and lecturers who need it for attendance and academic administration.
• With service providers (such as Firebase/Google) that process data on our behalf under contractual safeguards.
• When required by law, regulation, or valid legal process.
• To protect the rights, safety, and security of users, KIU, or the public.

We do not share personal data with advertisers.

7. Retention

We retain attendance and account records for as long as needed for academic and administrative purposes, in line with KIU policies. Local cached data on your device can be removed by clearing app data or uninstalling the App. Backup and server retention are managed by university administrators.

8. Security

We use industry-standard measures including encrypted connections, access controls, and role-based permissions. No system is completely secure; please use a strong password and keep your device updated.

9. Your choices and rights

You may:

• Turn off location or notification permissions in device settings.
• Sign out of the App on shared devices.
• Contact KIU ICT or your faculty to request correction of inaccurate profile or attendance data, or to ask questions about how your data is handled. To request account deletion, see our Delete account page.

Rights under applicable data-protection law (such as access or deletion requests) may be exercised through official KIU channels.

10. Children

U-Panel is intended for enrolled university students and staff. Use by minors is governed by KIU enrollment and ICT policies.

11. Changes to this policy

We may update this policy from time to time. The “Last updated” date at the top will change when we do. Continued use of the App after changes means you accept the updated policy.

12. Contact

For privacy questions or data requests related to U-Panel, contact your faculty office or Kampala International University ICT support through official university channels.