Privacy Policy

1. Who We Are

Trackify ("we", "our", "us") is a student attendance tracking platform operated for academic institutions. This policy explains what personal information we collect, how we use it, and your rights over it.

2. Information We Collect

• Account Data: Your name, email address, department, semester, and registration number provided during sign-up.
• Attendance Records: Daily attendance status (Present / Absent / On Duty / Medical Leave) logged by you per subject.
• Timetable Data: Subject schedules and class periods you configure within the platform.
• Usage Preferences: Notification settings, reminder timer schedules, and attendance target thresholds you set in your profile.
• Audit Logs: System-level logs of login events, profile changes, and administrative actions for security compliance.
• Email Activity: Records of automated reminder emails dispatched to your registered address.

3. How We Use Your Information

• To authenticate your account and maintain secure sessions.
• To calculate and display your real-time attendance percentages.
• To send scheduled reminder emails and low-attendance alerts you explicitly opt in to.
• To allow administrators to monitor aggregate platform health (not individual records without cause).
• To maintain security audit trails for compliance and abuse prevention.

4. Data Storage & Security

All data is stored in a PostgreSQL database hosted on a secured cloud provider. Passwords are hashed using bcrypt and never stored in plain text. Authentication uses short-lived JWT tokens stored in HTTP-only cookies.

We implement access control at the database layer — students can only access their own records. Administrators have elevated read access for platform management purposes only.

5. Email Communications

We send automated emails only when you explicitly enable them in your Settings page. These include daily attendance marking reminders and low-attendance threshold warnings. You can disable all email notifications at any time from your Student Profile settings. Administrators may control global email broadcasting from the Admin Settings panel.

6. Data Sharing

We do not sell, rent, or trade your personal data to any third party. The only external service we use is Resend (a transactional email provider) for dispatching system emails. Resend processes your email address solely for delivery purposes and is bound by its own privacy terms.

7. Your Rights

• Access: You may request a copy of all personal data we hold about you.
• Correction: You may update your name and email from the Student Settings page at any time.
• Deletion: You may contact your institution's Trackify administrator to request full account deletion.
• Opt-Out: You may disable all automated emails from your Student Profile preferences.

8. Data Retention

Academic attendance records are retained for the duration of your course enrollment and one academic year following graduation, for institutional verification purposes. After this period, records are purged. Audit logs are retained for up to 2 years for security compliance.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users via email when material changes are made. Continued use of Trackify after such updates constitutes acceptance of the revised policy.

10. Contact

If you have questions about this Privacy Policy, contact your institution's system administrator or reach out via the Trackify support contact listed in your institution's academic portal.