Privacy Policy
College eDiary is the student and staff app of CollegeOnWeb, a college management service operated by Lamda Infotech ("we", "us"). A guardian may use a student's account on a family phone. This policy explains what personal information the app handles, why, and the choices you have. It applies to the College eDiary app for Android and iOS and to the CollegeOnWeb web console at app.collegeonweb.in.
Who is responsible for your data
Your college subscribes to CollegeOnWeb and decides which records are kept about its students and staff. The college is the controller of that information. Lamda Infotech processes it on the college's behalf to run the service. Questions about a specific record, such as a correction to your name or marks, should go to your college office first.
Information we handle
| Information | Where it comes from | What it is used for |
|---|---|---|
| Name, roll or employee number, class or department, photograph, date of birth, address, guardian details | Entered by your college when your account is created | Identifying you in the app and showing your own records |
| Mobile number and email address | Your college's records; a number you confirm at sign-in | Signing in (a one-time code is sent over WhatsApp), password reset, payment confirmations, contact between college and you |
| Attendance, homework and assignment submissions, marks, fee records and receipts, library loans, notices, timetable | Recorded by your college's staff, or submitted by you in the app | The academic and administrative features of the app |
| Photos and documents you attach; voice notes you record | Created by you, with your permission, using the camera, microphone or file picker | Attached to the homework, answer, review or notice you add them to |
| Push notification token, device model and app version | Generated on your device | Delivering notifications to your device and supporting the app |
| Sign-in and activity records (time, device, what was changed) | Generated when you use the service | Security, audit trail for the college, fault finding |
Fingerprint or face unlock, when you turn it on, is checked by your phone's operating system. Biometric data never leaves your device and is not sent to us.
The app does not collect your precise location, your contacts, or your browsing history, and it contains no advertising or third-party analytics.
Permissions the app asks for
- Camera: to scan the QR code when linking a second device, and to photograph work you attach.
- Microphone: to record a voice note on an answer or a review.
- Notifications: to show notices, homework and fee alerts sent by your college.
- Biometrics: to unlock the app with fingerprint or face, if you choose to.
Each permission is asked for at the moment the feature is first used and can be withdrawn in your phone's settings. The rest of the app keeps working without it.
Who we share information with
We do not sell personal information and we do not share it for advertising. Information is shared only with:
- Your college, whose staff see the records they are authorised to see, according to their role.
- Service providers that run the service for us: Amazon Web Services (hosting and storage, Mumbai region), Google Firebase (push notification delivery), WhatsApp Business (sign-in and confirmation codes), and the payment gateway your college has chosen for online fee payment. Each receives only what it needs for its task.
- Authorities, where the law requires it.
How information is protected
All traffic between the app and our servers is encrypted with HTTPS. Sign-in tokens are kept in the phone's secure storage. Access to records on the server is limited by role, and changes are logged. Files you attach are stored privately and served through short-lived links.
How long information is kept
Academic and financial records are kept for as long as your college keeps them, which is normally for the period the college is required to retain them. Activity logs are kept for 24 months. Push tokens are removed when you sign out of a device or the device stops responding to notifications. When a college ends its subscription, its data is deleted after the hand-over period agreed with it.
Your choices and rights
- You can see the personal information the app holds about you in its Profile screen.
- You can sign out of any device, including a second device you linked, from the app's Devices screen.
- You can ask your college to correct or delete a record. Accounts are created and closed by the college, so requests to close an account go to the college office, which can do so in the console at any time.
- You can withdraw any permission in your phone's settings, and uninstall the app at any time.
- If you believe your college has not dealt with a request properly, you can contact us using the details below.
Children
The app is intended for college students and college staff, and is not directed at children under 13. Where a student is under 18, the college obtains the consent it needs from a guardian before creating the student's account, and the guardian can ask the college to close it.
Changes to this policy
When this policy changes, the effective date above is updated and the app shows the new version. Significant changes are announced through the app's notices.
Contact
Lamda Infotech, through the contact details published at lamdainfotech.com. Your college's own office is the fastest route for any question about your records.