Privacy Policy – Student Portal App

1. Introduction

The Student Portal App (“App”) is provided by Cihan University – Sulaimaniya to give students secure access to academic information, timetables, payment details, and other university services. We are committed to protecting your privacy and handling your personal information responsibly in line with applicable laws and the requirements of the Apple App Store and Google Play.

2. Information We Collect

2.1 Account & Profile

• Login Credentials: University-issued student ID and password.
• Profile Information: Name, student ID, program/course details, academic records (e.g., grades, timetable, payment status) retrieved from university systems.

2.2 Usage & Technical Data

• Usage Data: Pages viewed, features used, timestamps, basic event analytics to improve performance and support.
• Device Information: Device model, operating system, app version, IP address, diagnostic/error logs.

We do not collect sensitive personal data through the App unless strictly necessary for academic administration and permitted by law.

3. How We Use Your Information

• Authenticate your identity and provide secure access to student services.
• Display your academic records, timetable, payment status, and related information.
• Maintain and improve App functionality, performance, and user experience.
• Ensure security, detect fraud, and prevent unauthorized access.
• Comply with legal obligations and enforce applicable terms.

4. Data Sharing & Disclosure

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

• With authorized university staff and personnel for academic and administrative purposes.
• With university-appointed service providers that operate/maintain IT systems under confidentiality and data protection obligations.
• When required to comply with laws, regulations, legal processes, or to protect rights, safety, and security.

5. Third-Party Services & Permissions

• No Advertising/Tracking SDKs: The App does not use third-party advertising or tracking tools.
• Analytics: We use limited, privacy-preserving analytics (e.g., aggregated event logs) to improve reliability and support; no cross-app tracking.
• Device Permissions: The App does not request access to your camera, photos, contacts, microphone, or precise location. If future features require permissions (e.g., push notifications), we will ask for consent in-app and use them solely for the stated purpose.
• Integrations: When integrated with university systems, your data is handled under Cihan University IT and privacy policies.

6. Data Retention

We retain your information for as long as your student account is active or as needed to provide services. After graduation or account deactivation, data is archived or deleted according to university retention schedules and applicable law.

Data deletion requests: You may request deletion (where applicable) via the IT Department (see Contact Us).

7. Data Security

• Encrypted data transmission (HTTPS/TLS).
• Access controls limited to authorized personnel.
• Regular security reviews, vulnerability management, and monitoring.

No method of transmission or storage is 100% secure; we work to continuously improve our safeguards.

8. Children’s Privacy

The App is intended for university students and is not directed to children under 13. We do not knowingly collect personal information from children under 13. If we learn we have done so, we will delete it promptly.

9. Your Rights

Depending on your location, you may have rights to access, correct, delete, or restrict processing of your personal information, and to object to certain processing. You can update some information via the App or university portal. For other requests, contact the IT Department (see Contact Us).

We will verify your identity before fulfilling requests and may be unable to comply where an exemption applies (e.g., legal or academic record-keeping requirements).

10. Legal Basis (where applicable)

Where required (e.g., under GDPR), we process your personal data based on one or more of the following:

• Performance of a task in the public interest or in the exercise of official authority vested in the University.
• Performance of a contract (providing student services via the App).
• Compliance with legal obligations.
• Legitimate interests (e.g., App security and improvement), balanced against your rights and freedoms.
• Consent (only where we rely on it, e.g., optional notifications; you can withdraw consent at any time).

11. International Data Transfers

If your information is transferred or accessed from outside your country, we use appropriate safeguards permitted by applicable law to protect your data.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted within the App with a revised “Effective Date.” We encourage you to review this page periodically.

13. Contact Us

Data Controller: Cihan University – Sulaimaniya (IT Department)

Email: [email protected]