Privacy and Security Policy

This policy explains how Hadhramout International Community College handles student data when using the app and its associated systems. It covers information provided by students, information displayed from the college’s education system, and technical data needed to operate certain features.

Depending on the student’s record and the features used, the app may handle the following categories:

• Identity and contact data: Student name and ID, email address, phone number, and profile details.
• Other profile data: Date and place of birth, gender, nationality, profile photo, student category, and blood type if present in the student’s record.
• Account data: Username, sign-in details, and information needed to verify the student’s identity and manage their session. If the student selects “Remember me,” the app retains data needed to make sign-in easier on that device.
• Academic data: Study program, academic year and semester, courses, schedule, grades, and academic progress.
• Study-related financial data: Fees due and paid, their dates and status, and payment history. The current version does not process payments or accept receipt uploads.
• Device and notification data: Technical information needed to operate the app and deliver notifications to the appropriate device.
• Support request data: Information a student provides when contacting the college about an issue or request.

Academic and administrative information primarily comes from the college’s education system. Students provide some information when signing in or submitting a support request. Data is used to:

• Verify a student’s identity and provide access to information they are authorized to see.
• Display the student’s personal and academic records, fees, and schedule.
• Send notifications about educational and administrative services.
• Provide support, investigate errors, and correct records when needed.
• Operate and maintain the app and provide updates that improve its stability and security.
• Maintain educational and administrative records in accordance with college policy.

Administrative access to student records is limited to authorized college employees through its education system, for creating and managing student accounts and updating data within their permissions. The college may also use service providers to support hosting, notifications, or app updates. These providers handle only the data needed to deliver their services under the arrangements approved by the college.

Administrative access is not used for personal purposes, and the college reviews system users’ permissions according to their responsibilities.

The notification feature uses technical data to route messages to the appropriate device. Students can manage app notifications in their device settings.

The college works to protect student data from unauthorized access by restricting access to its education system, using secure connections between the app and its services, and reviewing and addressing security issues. Students are responsible for protecting their sign-in details and devices and should contact support if they suspect their account has been used without permission. No online service can guarantee absolute security.

The college retains the student records needed to provide its services during their studies and for four years after graduation. After that period, the student’s core data, academic progress record, and certificates are transferred to the college archive. The need to retain other data is reviewed according to its educational and administrative purposes and any applicable obligations.

Technical data needed for notifications, app operation, and support requests is used for as long as needed to provide those services or handle the relevant request. Deleting the app from a device or signing out does not delete records held by the college or its archive.

Students may request access to their data, correction of inaccurate data, or deletion of data that can be deleted by emailing prog.coor@hic.edu.ye. The college may request appropriate information to verify the requester’s identity before handling the student record.

The expected time for an initial response is one to three official business days. Processing the request itself may take longer depending on its type and the verification required. If an academic or administrative record in the college archive cannot be deleted, the college will explain this to the requester.

If app features or data practices change, the college will update this policy and publish the new version on this page. Appropriate notice will be provided if a change affects student privacy.

• General privacy inquiries: privacy@hic.edu.ye
• Requests to access, correct, or delete data that can be deleted: prog.coor@hic.edu.ye
• App technical support: support@hic.edu.ye
• Address: Hadhramout International Community College, Mukalla, Hadhramout, Republic of Yemen.

When sending a privacy request, please state the type of request and provide a way to respond. Do not send your account password by email.