Privacy Policy

1. Introduction

Welcome to the KIIT University Mobile Application ("the App"). This Privacy Policy explains how KIIT Deemed to be University ("we", "us", "our", or "KIIT") collects, uses, discloses, and protects your personal information when you use our mobile application.

We are committed to protecting your privacy and ensuring the security of your personal information. This policy applies to all users of the KIIT mobile app, including students, parents, faculty, and staff.

By downloading, installing, or using the KIIT mobile app, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not download or use the App.

2. Information We Collect

We collect various types of information to provide and improve our services to you:

2.1 Personal Information

When you register and use the App, we collect:

• Student Information: Name, student ID, date of birth, email address, phone number, program/course details, year of study, roll number
• Parent Information: Name, email address, phone number, relationship to student, mailing address
• Academic Information: Grades, attendance records, assignment submissions, exam results, class schedules, academic performance data
• Login Credentials: Username, password (encrypted), authentication tokens
• Profile Information: Profile picture, bio, preferences, notification settings

2.2 Automatically Collected Information

• Device Information: Device type, operating system, unique device identifiers, mobile network information
• Usage Data: App features accessed, time spent on different sections, interaction patterns, crash reports
• Location Data: Approximate location (with your permission) for campus-related features
• Log Information: IP address, browser type, access times, pages viewed, app version

2.3 Communication Data

• Messages exchanged with tutors, mentors, and teachers through the App
• Support tickets and correspondence with our support team
• Feedback and survey responses

2.4 Financial Information

• Fee payment information (processed through secure third-party payment gateways)
• Payment history and receipts
• Note: We do not store complete credit/debit card information on our servers

3. How We Use Your Information

We use the collected information for the following purposes:

3.1 To Provide and Maintain Services

• Create and manage user accounts
• Display class schedules, assignments, and grades
• Facilitate communication between students, parents, tutors, and mentors
• Process fee payments and generate receipts
• Track attendance and academic progress
• Provide access to digital library resources

3.2 To Improve User Experience

• Personalize content and recommendations
• Analyze usage patterns to enhance app functionality
• Develop new features and services
• Troubleshoot technical issues and bugs

3.3 To Communicate with You

• Send important notifications about classes, grades, and attendance
• Share university announcements and updates
• Respond to your inquiries and support requests
• Send administrative information and policy updates

3.4 For Security and Safety

• Verify user identity and prevent unauthorized access
• Detect and prevent fraud and abuse
• Monitor and maintain the security of our systems
• Ensure campus safety through check-in features (for parents)

3.5 For Legal Compliance

• Comply with legal obligations and regulations
• Enforce our terms and conditions
• Protect our rights and property
• Maintain academic records as required by law

4. Information Sharing and Disclosure

We do not sell your personal information to third parties. We may share your information only in the following circumstances:

4.1 Within the University

• With faculty members and tutors for academic purposes
• With administrative staff for university operations
• With mentors assigned to provide guidance
• With parents/guardians (for student information, with appropriate consent)

4.2 Service Providers

We may share information with trusted third-party service providers who assist us in:

• Cloud storage and hosting services
• Payment processing (secure gateways)
• Analytics and app performance monitoring
• Email and notification services
• Customer support tools

Note: These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

4.3 Legal Requirements

We may disclose your information if required by law or in response to:

• Valid legal process (court orders, subpoenas)
• Government or regulatory requests
• Protection of our rights, property, or safety
• Investigation of potential violations

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity, subject to the same privacy protections.

5. Data Security

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

5.1 Technical Safeguards

• Encryption: All data transmitted between the App and our servers is encrypted using SSL/TLS protocols
• Secure Storage: Personal data is stored on secure servers with encryption at rest
• Access Controls: Strict access controls and authentication mechanisms
• Regular Security Audits: Periodic security assessments and vulnerability testing
• Firewalls: Network security measures including firewalls and intrusion detection

5.2 Organizational Measures

• Employee training on data protection and privacy
• Confidentiality agreements with staff and service providers
• Limited access to personal data on a need-to-know basis
• Regular monitoring and logging of access to personal data

5.3 Account Security

• Strong password requirements
• Two-factor authentication (optional)
• Automatic logout after periods of inactivity
• Alerts for suspicious login attempts

Important: While we implement strong security measures, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data.

6. Your Rights and Choices

You have the following rights regarding your personal information:

6.1 Access and Portability

• Right to access your personal information stored in the App
• Right to request a copy of your data in a portable format
• Right to know how your data is being used

6.2 Correction and Update

• Right to update or correct inaccurate personal information
• Access profile settings to modify your information
• Contact support for assistance with updates

6.3 Deletion

• Right to request deletion of your personal data
• Note: Some information may be retained for legal or legitimate business purposes
• Academic records may be subject to retention policies

6.4 Opt-Out Rights

• Notifications: Manage push notification preferences in app settings
• Marketing Communications: Unsubscribe from promotional emails
• Location Services: Disable location access in device settings
• Analytics: Opt-out of analytics tracking (contact support)

6.5 Data Restriction

• Right to restrict processing of your personal data in certain circumstances
• Right to object to processing for specific purposes

6.6 Withdrawal of Consent

• Right to withdraw consent for data processing at any time
• Note: Withdrawal may affect your ability to use certain app features

To exercise these rights, please contact us using the information provided in the Contact section below.

7. Children's Privacy

The KIIT mobile app is designed for use by university students (typically 18 years and older) and their parents/guardians.

7.1 Student Users

• We collect information from students enrolled at KIIT University
• Students under 18 should use the App only with parental consent
• Academic information is protected with enhanced security measures

7.2 Parental Access

• Parents can access their child's academic information through the parent portal
• Parents have rights to review and request deletion of their child's information
• Parents can manage communication preferences for their child

7.3 FERPA Compliance (Educational Records)

We comply with the Family Educational Rights and Privacy Act (FERPA) regarding the privacy of student education records:

• Students have the right to inspect their education records
• Prior written consent required before disclosing education records
• Right to request amendments to inaccurate records
• Right to file complaints with relevant authorities

8. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this Privacy Policy.

8.1 Active Accounts

• Information is retained while your account is active
• Regular backups are maintained for data recovery
• You can delete specific information through app settings

8.2 Inactive Accounts

• Accounts inactive for extended periods may be archived
• You can reactivate your account by logging in
• Request permanent deletion by contacting support

8.3 Academic Records

• Academic records are retained in accordance with university policies
• Some records must be maintained for legal and accreditation purposes
• Retention periods vary by record type (typically 5-10 years minimum)

8.4 Legal Requirements

• Data retained as required by law or regulation
• Information preserved for legal proceedings or investigations
• Compliance with tax, accounting, and audit requirements

8.5 Deletion

After the retention period, or upon your request (subject to legal requirements), we will:

• Securely delete or anonymize your personal information
• Remove data from active databases
• Ensure data cannot be reconstructed

9. Cookies and Tracking Technologies

We use various technologies to collect and store information when you use the App:

9.1 Types of Technologies Used

• Cookies: Small data files stored on your device to remember preferences
• Local Storage: Data stored locally on your device for app functionality
• Analytics Tools: Tools to understand app usage and performance
• Device Identifiers: Unique identifiers to recognize your device

9.2 Purpose of Tracking

• Remember your login status and preferences
• Analyze app usage patterns and improve functionality
• Track app performance and identify technical issues
• Provide personalized content and recommendations

9.3 Third-Party Analytics

We may use third-party analytics services such as:

• Google Analytics for Firebase
• App performance monitoring tools
• Crash reporting services

These services have their own privacy policies and we encourage you to review them.

9.4 Managing Cookies and Tracking

• Adjust tracking preferences in app settings
• Clear local data through device settings
• Opt-out of analytics tracking (contact support)
• Disable location services in device settings

10. Third-Party Services and Links

10.1 Third-Party Service Providers

We work with trusted third-party providers for:

• Payment Processing: Secure payment gateways (e.g., Razorpay, PayU, PayPlus)
• Cloud Services: AWS, Google Cloud, or Azure for hosting
• Communication: Email and SMS notification services
• Analytics: Google Analytics, Firebase Analytics

These providers are contractually bound to protect your data and use it only for specified purposes.

10.2 External Links

• The App may contain links to external websites or resources
• We are not responsible for the privacy practices of third-party sites
• We encourage you to review privacy policies of external sites

10.3 Social Media Integration

• The App may include social media sharing features
• Interactions with social media platforms are governed by their privacy policies
• We may receive limited information when you use social login features

10.4 API Integrations

• We integrate with university systems for academic information
• Digital library systems for resource access
• Learning management systems (LMS) for course materials

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or app features.

11.1 Notification of Changes

• We will notify you of significant changes through the App
• Email notification for material changes affecting your rights
• Updated date at the top of this policy
• In-app notification or banner about policy updates

11.2 Your Acceptance

• Continued use of the App after changes constitutes acceptance
• Review the policy periodically for updates
• Contact us if you have questions about changes

11.3 Material Changes

For material changes that significantly affect your privacy rights:

• We will provide prominent notice in the App
• We may request your explicit consent
• You will have the option to discontinue use if you disagree

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

12.1 Privacy Officer

For specific privacy concerns, you can contact our Data Protection Officer:

• Name: [To be designated]
• Email: dpo@kiit.ac.in
• Office Hours: Monday - Friday, 9:00 AM - 5:00 PM IST

12.2 Complaints and Grievances

If you believe your privacy rights have been violated:

• Submit a written complaint to our Data Protection Officer
• We will investigate and respond within 30 days
• You have the right to file a complaint with relevant authorities

12.3 In-App Support

• Access Help Center within the App
• Submit support tickets for privacy inquiries
• Live chat support available during business hours

13. Additional Information for International Users

13.1 Data Transfers

Your information may be transferred to and processed in countries other than India:

• We ensure appropriate safeguards are in place
• Standard contractual clauses or other approved mechanisms
• Compliance with applicable data protection laws

13.2 Compliance with Local Laws

We comply with:

• Information Technology Act, 2000 (India)
• Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011
• Personal Data Protection Bill (when enacted)
• GDPR principles for EU users