Privacy Policy for eDiary

Last updated: October 1, 2026

This Privacy Policy explains how [Developer name] ("we", "us", "our") collects, uses, stores and shares information when you use the eDiary app. By creating an account or using eDiary, you agree to this policy.

1. What eDiary does

eDiary is an attendance app for trainers. A trainer uses it to record each class they are assigned to, including the date, time, subject, and whether the class was taught or not.

2. Information we collect

When you register

We collect the following details and send them from your device to our servers to create your account:

• Name
• Email address
• Phone number
• Gender
• Admission number
• Password

When you log in

You sign in with your email address, phone number, or admission number, together with your password. These credentials are sent from your device to our servers to verify your identity.

Attendance records

Each time you record a class, we collect:

• Date and time of the class
• Your name
• Subject
• Whether the class was taught or not taught

Information we do not collect

eDiary does not collect your location, contacts, SMS messages, call logs, photos, or financial or health information.

3. How we use your information

• To create and manage your account and verify your identity at login.
• To record, store and display your class attendance.
• To let authorised staff of your institution view attendance records [confirm who has access, e.g. administrators or supervisors].
• To contact you about your account or to respond to support requests.
• To keep the app secure and prevent unauthorised access.

4. How we share your information

We do not sell your personal data. We do not share it with advertisers or data brokers. We share information only in these cases:

• Your institution: attendance records and the account details needed to identify you are available to authorised personnel of your institution [name the institution or class of institutions].
• Service providers: companies that host our servers and databases and process data only on our instructions [name your hosting provider, or remove this item if you host it yourself].
• Legal reasons: when the law requires it, or to protect our rights, users, or the public.

5. Data security

Data sent between the app and our servers is protected in transit using HTTPS/TLS [confirm]. Passwords are stored in hashed form and not in plain text [confirm]. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. Please choose a strong password and do not share it.

6. Data retention

We keep your account details and attendance records for as long as your account is active and as needed for your institution's records [state retention period, e.g. 3 years after account closure]. After that, we delete or anonymise them unless the law requires us to keep them.

7. Your rights and account deletion

You can ask us to access, correct, or delete your personal data at any time.

• Delete your account: [describe the in-app path, e.g. Settings → Delete account], or email [contact email] from the address linked to your account with the subject "Delete my eDiary account".
• When an account is deleted, we remove your registration details and associated attendance records within [number] days, except where we must keep data to meet legal or institutional record-keeping obligations.

8. App permissions

9. Children's privacy

eDiary is intended for trainers and is not directed at children under 13. We do not knowingly collect personal information from children. If you believe a child has given us personal data, contact us and we will delete it.

10. Changes to this policy

We may update this policy from time to time. The "Last updated" date at the top shows when it last changed. If we make significant changes, we will notify you in the app or by email.

11. Contact us

[Developer name]
[Address]
Email: [contact email]