Privacy Policy for My VU

Last updated: June 2025

My VU (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the My VU mobile application (the “App”), which is an extension of our VClass web platform. By using My VU, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We may collect and process the following types of information:

Account & Profile Information:
- Email address and associated university login credentials (managed via VClass).
- User role (e.g., Lecturer, Admin, Staff).
Biometric & Face Data:
- Face scan images or biometric templates captured for identity verification.
- These images are transmitted securely to our servers for facial recognition processing.
Location Data:
- Real‐time GPS location (latitude & longitude) for verifying lecture attendance location.
- Location timestamps are stored alongside attendance records.
Attendance & Activity Records:
- Check‐in and check‐out timestamps for lecturers and staff.
- Attendance percentage and history logs.
- Authentication codes generated and used for each lecture session.
Technical & Usage Data:
- Device type and operating system version.
- IP address when accessing our API via HTTPS.
- App version, crash logs, and diagnostic data.

2. How We Use Your Information

We use your information for the following purposes:

Authentication & Account Management:
- Validate your identity via VClass credentials.
- Generate, transmit, and verify unique authentication codes for lectures.
Attendance Verification:
- Confirm your location when you check in or check out.
- Process face scan data to ensure that the person checking in is the authorized lecturer or staff member.
Record Keeping & Reporting:
- Store attendance history so you can view or export previous records.
- Maintain logs of check‐in/check‐out times to calculate attendance percentages.
Technical Support & App Improvement:
- Diagnose, fix bugs, and improve App functionality and performance.
- Analyze usage patterns to enhance user experience.
Legal & Security Compliance:
- Comply with applicable laws, regulations, subpoenas, or legal processes.
- Protect against fraud, misuse, and unauthorized access.

3. How We Share Your Information

We do not sell or rent your personal information to third parties. We may share your information:

With VClass Web Platform:
- To synchronize accounts & attendance data between My VU and our central VClass database.
With Trusted Service Providers:
- Our hosting provider and database administrators who store and process data on our behalf.
For Legal Reasons & Safety:
- When required by law, regulation, legal process, or governmental request.
- To protect rights, property, or safety of My VU, our users, or the public.
With Your Consent:
- When you explicitly request or authorize us to share your data with a third party.

4. Data Retention & Deletion

We retain your personal data only as long as necessary for the purposes described in this policy, including:

Attendance records and face scan data are retained indefinitely for university record-keeping purposes.
Usage logs and diagnostic data are retained until no longer needed for app support and improvement.
Account-related information (e.g., email, role) is retained until you deactivate your account or request deletion.

After data no longer serves its retention purpose, we will securely delete or anonymize it so that it can no longer be associated with you.

5. Your Rights & Choices

Subject to applicable law, you have the following rights regarding your personal data:

Access & Correction:
You can request a copy of the personal data we hold about you or ask us to correct any inaccuracies by contacting us (see Contact Information below). We will respond within 30 days.
Deletion:
You may request that we delete your personal data from our systems. Please note that attendance data is required to be kept permanently for university record-keeping purposes, and therefore cannot be deleted.
Restriction & Portability:
You can request limitations on how we use your data, or request that we provide your data in a structured, machine‐readable format.

6. Data Security

Encryption in Transit:
All data transmitted between My VU and our servers is encrypted using HTTPS/TLS.
Access Controls:
Access to your data is restricted to authorized personnel on a need‐to‐know basis.
Periodic Audits & Updates:
We regularly review our security practices, update software, and monitor for unauthorized access or suspicious activity.

However, no method of transmission or electronic storage is 100% secure. We cannot guarantee absolute security, but we employ industry‐standard measures to protect your data.

7. Children’s Privacy

My VU is intended for use by university staff (lecturers, administrators, and other personnel). We do not knowingly collect or solicit personal information from children under the age of 16. If you believe we have inadvertently collected data from a child under 16, please contact us immediately to have that information removed.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top reflects when changes were made. When we post changes, we will revise that date. If the changes are material, we will notify you (e.g., via email or in‐app notice) before they take effect. Your continued use of My VU after any changes constitutes your acceptance of the updated policy.

9. International Transfer

Your information may be transferred to, stored, and processed in countries other than your own. By using My VU, you consent to such transfers, storing, and processing, which may involve transferring your data to countries with different data protection laws. We will take steps to ensure that your personal information remains protected in accordance with this policy.

10. Contact Information

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

My VU Privacy Compliance Team
VClass Development Team, Victoria University, Kampala, Uganda

Email: admin@vclass.ac

11. Consent

By using My VU, you consent to the collection, use, and sharing of your information as described in this Privacy Policy. If you do not agree with any part of this policy, please do not use the App or discontinue use immediately.