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Privacy Policy for E-Z Groups
Effective Date: January 25, 2025
Last Updated: January 25, 2025
1. Introduction
Welcome to E-Z Groups, a product of Smart Records for Information Technology & Software ("we," "us," "our," or "SRITS"). E-Z Groups is a comprehensive group management application designed for educational institutions and organizations to manage courses, groups, members, supervisors, and evaluations.
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our E-Z Groups application and related services. We are committed to protecting your privacy and ensuring the security of your personal information.
Company Information:
By using E-Z Groups, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our application.
2. Information We Collect
2.1 Personal Information
We collect information that identifies, relates to, or could reasonably be linked to you, including:
- Account Information: Name, email address, and login credentials
- Profile Information: Role (administrator, supervisor, or member), institution affiliation
- Communication Data: Messages, feedback, and support requests
2.2 Organizational Information
E-Z Groups is designed for organizational management. We collect and process:
- Course/Purpose Data: Course names, settings, restrictions, and configurations
- Group Data: Group names, member assignments, supervisor assignments
- Membership Data: User assignments to courses and groups
2.3 Task and Evaluation Information
- Task Data: Task titles, descriptions, grading configurations, due dates
- Evaluation Data: Grades, scores, comments, assessment criteria results
- Completion Tracking: Task completion status and timestamps
2.4 Usage and Technical Information
We automatically collect certain information when you use E-Z Groups:
- Device Information: Device type, operating system, browser type, unique device identifiers
- Usage Data: Features accessed, actions performed, time spent on platform
- Log Data: IP address, access times, app version, error logs
3. How We Use Your Information
3.1 Service Delivery
- Provide and maintain the E-Z Groups platform and its features
- Enable course, group, and member management
- Facilitate task creation and evaluation workflows
- Process and record grades and assessments
- Enable collaboration between administrators, supervisors, and members
3.2 Service Improvement
- Analyze usage patterns to improve features and user experience
- Develop new functionalities
- Enhance platform performance and reliability
3.3 Communication
- Send service-related notifications and updates
- Provide technical support and respond to inquiries
- Communicate about your account
3.4 Security and Compliance
- Detect, prevent, and address security incidents
- Protect against unauthorized or illegal activity
- Comply with legal obligations
- Enforce terms of service
4. How We Share Your Information
We do not sell your personal information. We may share your information in the following circumstances:
4.1 Within Your Organization
- Administrators can view and manage all members, groups, and tasks within their courses
- Supervisors can view members assigned to their groups and grade their tasks
- Members can view their own assignments and grades
4.2 Service Providers
We may share information with third-party vendors who provide:
- Cloud hosting and storage services (AWS)
- Authentication services (AWS Cognito)
- Analytics and performance monitoring
All service providers are contractually bound to maintain confidentiality and security.
4.3 Legal Requirements
We may disclose information when required by law, including:
- Compliance with legal processes
- Enforcement of our terms and conditions
- Protection of our rights, property, or safety
5. Data Security
We implement comprehensive security measures to protect your information:
5.1 Technical Safeguards
- Encryption: Data encrypted in transit (TLS/SSL) and at rest
- Access Controls: Role-based access control with secure authentication via AWS Cognito
- Secure Infrastructure: Hosted on AWS with industry-standard security
- Owner-based Authorization: Data access restricted based on ownership
5.2 Organizational Safeguards
- Access Limitations: Strict need-to-know basis for data access
- Regular Updates: Security patches and system updates applied promptly
Note: While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.
6. Data Retention
We retain your information for as long as necessary to:
- Provide our services to you
- Comply with legal obligations
- Resolve disputes and enforce agreements
Specific Retention Periods:
- Account Information: Duration of account activity plus 1 year after deletion request
- Evaluation Records: As configured by your institution or 3 years by default
- Usage Data: Aggregated data retained indefinitely; identifiable data for 1 year
- Backup Data: Maintained for disaster recovery (30-90 days)
7. Your Rights and Choices
Depending on your location, you may have the following rights:
7.1 Access and Portability
- Request access to your personal information
- Receive a copy of your data in a portable format
7.2 Correction and Updates
- Request correction of inaccurate information
- Update your account information
7.3 Account and Data Deletion
Important: Account Deletion
You have the right to request deletion of your account and associated data.
How to Request Account Deletion:
- Email Request: Send a request to support@srits.website with the subject line "E-Z Groups Account Deletion Request"
- Include the email address associated with your account
- Include your full name as registered in the app
What Happens When You Delete Your Account:
- Your account will be permanently deactivated within 30 days
- Your personal information (name, email) will be deleted from active systems
- Your group memberships and supervisor assignments will be removed
- Your task submissions and grades will be anonymized or deleted
- You will no longer be able to access the application
Important Exceptions:
- Institutional Requirements: If your institution requires retention of records, those may be retained according to institutional policy
- Legal Obligations: Data may be retained where required by law
- Aggregated Data: Anonymous, aggregated data may be retained
- Backup Systems: Data in backup systems will be deleted within 90 days
Processing Time: Account deletion requests are typically processed within 30 days.
Cannot Be Undone: Account deletion is permanent and cannot be reversed.
7.4 Restriction and Objection
- Request restriction of processing in certain circumstances
- Object to processing based on legitimate interests
- Opt out of non-essential communications
To Exercise Your Rights: Email us at support@srits.website.
8. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence, including countries where data protection laws may differ. We ensure appropriate safeguards are in place for such transfers.
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by:
- Posting the new Privacy Policy on this page
- Updating the "Last Updated" date
- Sending notification through the app for material changes
We encourage you to review this Privacy Policy periodically for any changes.
10. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us:
Acknowledgment
By using E-Z Groups, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, use, and disclosure of your information as described herein.
