🔒 Privacy Policy

1. Information We Collect

1.1 Personal Information

When you register and use our service, we collect the following information:

• Identity Data: Full name, student ID, email address
• Contact Data: Institutional email address, phone number (if provided)
• Profile Data: Profile photo, password (encrypted)
• Leave Request Data: Leave dates, reasons, supporting documents
• Usage Data: Login times, logout times, session duration, IP address

1.2 Automatically Collected Information

We automatically collect certain information when you use our service:

• Browser type and version
• Device type and operating system
• IP address
• Date and time of access
• Pages visited and features used

2. How We Use Your Information

We use your personal information for the following purposes:

• Account Management: To create and manage your account
• Service Provision: To process leave requests and provide dashboard functionality
• Communications: To send notifications about leave status, system updates, and important announcements
• Security: To monitor and prevent unauthorized access and fraudulent activities
• Analytics: To understand usage patterns and improve our service
• Legal Compliance: To comply with applicable laws, regulations, and institutional policies

3. Data Sharing and Disclosure

We respect your privacy and do not sell your personal information. We may share your information only in the following circumstances:

3.1 Within Your Institution

• Authorized administrators who need to review and approve leave requests
• Academic staff who require leave information for attendance tracking
• IT support staff for technical assistance

3.2 Third-Party Service Providers

• Email service providers for sending notifications
• Cloud hosting services for data storage and backup
• Security service providers for fraud prevention

3.3 Legal Requirements

We may disclose your information if required by law or in response to valid requests by public authorities.

4. Data Security

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

• Encryption: Data transmission via HTTPS/SSL
• Password Protection: Passwords are hashed and salted using secure algorithms
• Access Controls: Role-based access restrictions
• Regular Backups: Automated daily backups with encryption
• Security Monitoring: Continuous monitoring for suspicious activities
• Regular Updates: System security patches and updates

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy:

• Active Accounts: Data retained while your account is active
• Leave Records: Maintained for academic record-keeping (typically 5-7 years)
• Login History: Retained for 12 months for security purposes
• Closed Accounts: Data anonymized or deleted within 30 days of account closure

6. Your Rights

You have the following rights regarding your personal data:

• Right to Access: Request copies of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your personal data (subject to legal requirements)
• Right to Restrict Processing: Request limitation on how we use your data
• Right to Data Portability: Request transfer of your data to another service
• Right to Object: Object to processing of your personal data
• Right to Withdraw Consent: Withdraw consent at any time

To exercise any of these rights, please contact us at privacy@breyerstudentleave.edu

7. Cookies and Tracking

We use cookies and similar tracking technologies to enhance your experience:

• Essential Cookies: Required for basic functionality (login sessions, security)
• Preference Cookies: Remember your settings and preferences
• Analytics Cookies: Help us understand usage patterns

You can control cookies through your browser settings. Note that disabling essential cookies may affect functionality.

8. Children's Privacy

This service is intended for students of educational institutions. If you are under 18 years old, you should use this service only under the supervision of your parent/guardian or institution.

9. International Data Transfers

Your information may be stored and processed in Malaysia or other countries where our service providers operate. We ensure appropriate safeguards are in place for international data transfers.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by:

• Posting a notice on our website
• Sending an email notification
• Updating the "Last Updated" date at the top of this policy

Your continued use of the service after changes constitutes acceptance of the updated policy.

11. Contact Us

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

12. Consent

By using our service, you consent to our Privacy Policy and agree to its terms. If you do not agree with any part of this policy, please do not use our service.