Privacy Policy

This Privacy Policy describes how HidayahSIS (“we,” “us,” or “our”) collects, uses, and discloses information relating to your use of our Student Information System (SIS) platform and related services. We are committed to protecting the privacy and security of all user data.

1. Information We Collect

We collect information primarily provided by our educational institutional clients (“Institutions”) and their authorized users (Administrators, Teachers, and Students).

1.1 Information Collected from Institutions

When an Institution signs up for and configures HidayahSIS, we collect data necessary for administrative and operational use, including:

Administrative Data: Institution Name, billing information, contact person names, and email addresses.
System Credentials: API keys and access tokens for integrated third-party services (e.g., LMS platforms like Moodle, payment gateways like Stripe).

1.2 Information Collected from Users (Students, Teachers, Admins)

This information is typically provided by the Institution but is stored and managed within HidayahSIS:

Identity Data: Name, date of birth, user role (Student, Teacher, Admin), and unique user IDs.
Contact Data: Email address, phone number, and physical mailing address.
Academic Data: Enrollment status, courses and classes taken, grades, attendance records, transcripts, and certificates.
Financial Data: Purchase history, order details, and payment status (Note: We do not store full credit card numbers; payment data is handled securely by integrated third-party processors like Stripe).

1.3 Usage and Technical Data

We automatically collect information about how the platform is accessed and used:

Usage Data: Details about access times, pages viewed, user activity logs (audit trails), and features used.
Device Data: IP address, browser type, operating system, and unique device identifiers.
Cookies and Tracking: We use essential cookies to maintain user session state and security. We do not use third-party tracking cookies for targeted advertising.

2. How We Use Information

We use the collected information for the following purposes:

Service Provision: To operate, maintain, and provide the core functionality of the HidayahSIS platform, including enrollment, scheduling, and grade management.
Security and Integrity: To verify user identity, prevent fraudulent activity, and ensure the security and integrity of the system data (e.g., through audit logs).
Communication: To send system updates, service notifications, password resets, and verification emails.
Improvement: To analyze usage trends and patterns to improve the features, performance, and user experience of HidayahSIS.

3. Sharing and Disclosure of Information

We do not sell user data. Information is only disclosed in the following limited circumstances:

To the Institution: The primary disclosure is back to the Institution (our client), which remains the data controller for its users. Institution administrators have full access to the data they manage on our platform.
Third-Party Integrations: We share the necessary data (e.g., user ID, course enrollment status) with integrated services (like LMS platforms, payment gateways) only to the extent required to perform the requested function (e.g., enrolling a student in Moodle or processing a fee payment via Stripe).
Legal Requirements: We may disclose information if required to do so by law, in response to a subpoena, or to protect our rights and safety or the rights and safety of our clients and users.

4. Data Security

We implement robust technical and organizational measures to protect the data we process against unauthorized access, disclosure, alteration, or destruction. These measures include:

Data encryption in transit (SSL/TLS).
Access controls and user role limitations (Admin, Teacher, Student).
Regular security audits and updates.
Secure handling of API keys and credentials.

5. Data Retention

We retain academic and administrative data as long as the Institution maintains an active account with HidayahSIS or as required to fulfill our legal and contractual obligations. Upon termination of our agreement with an Institution, data will be handled according to the terms of that agreement, typically involving secure deletion or return of the data.

6. Your Rights (Data Subject Rights)

Users of HidayahSIS should direct all requests concerning their personal data (such as access, correction, or deletion) to their respective educational institution. The Institution is responsible for managing user data and fulfilling these requests. We will cooperate with our Institutional clients to fulfill their obligations under applicable privacy laws.

7. Changes to This Policy

We may update this Privacy Policy periodically. We will notify our Institutional clients of any significant changes via email or through a prominent notice on the HidayahSIS administrative dashboard prior to the change becoming effective.

8. Contact Us

If you have any questions about this Privacy Policy, please contact us:

By Email: privacy@hidayahsis.com