This Privacy Policy describes how QPBuddy collects, uses, and protects your personal information when you use our course verification system.

1. Information We Collect

Personal Information

• Registration Data: Full name, email address, phone number, date of birth
• Profile Information: Profile photo, emergency contact details
• Account Data: Login credentials, verification status, preferences

Course-Related Information

• Registration Records: Course enrollments, attendance data, completion status
• QR Code Data: Scan timestamps, location data, course session details
• Certificates: Completion certificates and verification numbers

System Information

• Usage Data: Login times, system interactions, feature usage
• Technical Data: IP addresses, browser information, device identifiers
• Security Logs: Authentication attempts, security events

2. How We Use Your Information

Core Services

• Processing course registrations and verifying attendance
• Generating and validating QR codes for course sessions
• Creating completion certificates and verification reports
• Managing user accounts and authentication

Communication

• Sending course-related notifications and updates
• Account verification and password reset emails
• System maintenance and security alerts

Quality Assurance

• Preventing fraud and unauthorized access
• Monitoring system performance and security
• Improving service features and user experience

3. Information Sharing

Third-Party Verification

We share limited information for legitimate verification purposes:

• Public Verification: Course completion status, completion dates, certificate numbers
• Employer Verification: Course names, completion status, verification reports
• Educational Institutions: Transcript-style verification for academic purposes

Legal Requirements

We may disclose information when required by:

• Legal processes, court orders, or government requests
• Compliance with applicable laws and regulations
• Protection of our rights, property, or safety
• Investigation of fraud or security incidents

What We Don't Share

• We never sell personal information to third parties
• Marketing data is not shared with external companies
• Profile photos are not included in public verification
• Personal contact information remains private unless legally required

4. Data Security

Technical Safeguards

• Encryption: All data transmission uses SSL/TLS encryption
• Database Security: Encrypted storage with access controls
• Authentication: Secure password hashing and session management
• Network Security: Firewall protection and intrusion detection

Administrative Controls

• Access Management: Role-based access with minimum necessary privileges
• Audit Logging: Comprehensive activity logging and monitoring
• Regular Updates: Security patches and system maintenance
• Incident Response: Security breach notification and response procedures

5. Your Privacy Rights

Access and Control

• Account Access: View and update your profile information
• Data Download: Request copies of your personal data
• Correction Rights: Update incorrect or incomplete information
• Account Deletion: Request account and data removal

Privacy Preferences

• Communication Settings: Control email notifications and updates
• Profile Visibility: Manage what information is publicly verifiable
• Data Retention: Request early deletion of personal information

6. Data Retention

Active Accounts

• Profile information is retained while your account is active
• Course records are maintained for verification purposes
• System logs are retained for security and performance monitoring

Inactive Accounts

• Accounts inactive for 3+ years may be scheduled for deletion
• Course completion records may be retained longer for verification
• Legal requirements may extend retention periods

Deleted Accounts

• Personal information is permanently deleted within 30 days
• Anonymous course statistics may be retained
• Legal and security logs follow standard retention policies

7. Children's Privacy

QPBuddy is designed for users 16 years and older. We do not knowingly collect personal information from children under 16. If we discover we have collected such information, we will delete it immediately.

8. Policy Updates

We may update this Privacy Policy to reflect changes in our practices or legal requirements. Users will be notified of significant changes via:

• Email notification to registered users
• System notifications when logging in
• Updated policy posted on the website

9. Contact Information

For privacy-related questions, data requests, or concerns, please contact:

• Email: privacy@qpbuddy.local
• System: Submit request through admin dashboard
• Response Time: Within 30 days of receipt