Merit-EMS-PORTAL

Privacy Policy

App name: Student Portal Application
Last updated: May 1, 2026

Student Portal Application helps students access institution services from their mobile device, including sign-in, profile information, attendance, exam results, invoices, downloaded documents, lecturer evaluations, notifications, and related student portal features. This Privacy Policy explains what information the app collects or processes, how it is used, and how users can contact us.

This app may be used by more than one supported institution. The institution selected in the app determines which backend portal/database is used for student records.

Information We Collect

The app may collect or process the following information:

• Account and authentication information, such as email address, Firebase user ID, login status, selected institution, partner/student record ID, and session information.
• Student profile information, such as student name, email address, profile image, institution, academic identity, and related portal account details returned from the institution backend.
• Academic information, such as courses, subjects, attendance records, timetables, exam results, marks, grades, lecturer evaluation data, tasks, tickets, and other student-service records made available by the institution.
• Financial and invoice information, such as student invoices, invoice lines, payment status, downloaded invoice files, and related account information where the institution provides those services.
• Verification information, such as one-time passwords (OTP) and verification status used to confirm email ownership or account access.
• Device and app information, such as app version, network/connectivity status, notification state, local file paths for generated/downloaded documents, and diagnostic information needed to keep the app working.
• Local app data, such as selected institution, cached sign-in state, stored preferences, user email, session identifiers, and other values stored locally to keep the user signed in and improve app performance.

How We Use Information

We use the information above to:

• Authenticate users through Firebase and verify that the email exists in the selected institution portal.
• Send and verify OTP codes for account verification or sign-in flows.
• Connect the app to the selected institution’s Odoo-based backend portal.
• Display student profile, attendance, timetable, exam results, invoices, courses, tickets, tasks, and other student services.
• Generate, download, open, or display PDFs and other documents provided through the app.
• Save user preferences such as selected institution and session state.
• Send or display notifications related to app or student portal activity where enabled.
• Protect certain screens or content from screenshots where the app uses screenshot-prevention features.
• Provide support, troubleshoot issues, prevent unauthorized access, and improve app reliability.

Firebase Services

The app uses Firebase services for features such as authentication, OTP support, cloud database/functions, and related account workflows. Firebase may process identifiers such as email address, user ID, authentication tokens, OTP verification data, and technical information needed to provide these services. Firebase processing is subject to Google/Firebase terms and privacy practices.

Institution Backend and Odoo

The app connects to institution-managed backend systems, including Odoo-based student portals. Information shown in the app may be retrieved from, submitted to, or stored in the selected institution’s backend. Examples include student records, attendance, invoices, exam results, course details, lecturer evaluations, and account status.

The institution remains responsible for the accuracy, retention, and management of student records stored in its backend systems.

Local Storage

The app may store data locally on the device using app preferences or local files. This can include selected institution, login state, email address, session-related values, downloaded documents, cached portal data, and app settings.

Users should keep their devices secure and should not share their login credentials. Clearing app data, signing out, or uninstalling the app may remove some locally stored information, but records stored in Firebase or the institution backend may remain according to their retention policies.

Permissions

Depending on the features used and the device platform, the app may request permissions such as:

• Internet/network access to connect to Firebase and the institution backend.
• Notification access to display app or student-service notifications where supported.
• File or storage access to create, download, open, or display PDFs and other documents such as invoices or reports.
• Screenshot/security controls to protect sensitive student information on selected screens where supported.

The app uses these permissions only to provide the requested app features.

Sharing of Information

We do not sell personal information. Information may be shared only with:

• The selected institution and its authorized administrators or staff.
• Service providers that help operate the app or backend services, including Firebase/Google and hosting or backend providers.
• Support personnel who need access to diagnose or resolve user issues.
• Legal, regulatory, audit, or compliance parties when required by law or institutional policy.

Data Security

We use reasonable technical and organizational measures to protect information processed by the app. However, no electronic transmission or storage method is completely secure. Users should protect their devices, use strong passwords, keep login credentials confidential, and report suspected unauthorized access promptly.

Data Retention

Student records, invoices, attendance, exam results, and other academic or financial records are generally retained in the institution backend according to the institution’s academic, legal, audit, and operational policies.

Firebase authentication and verification data may be retained according to Firebase and application account-management settings. Local app data may remain on the device until the user signs out, clears app data, deletes their account where supported, or uninstalls the app.

Account Deletion and User Choices

The app may provide an account deletion flow for Firebase account data and local app data. Deleting the app account may not automatically delete official academic, financial, attendance, invoice, or administrative records maintained by the institution backend. Those records may need to be retained for academic, legal, financial, audit, or administrative reasons.

To request access, correction, or deletion of institution records, contact the relevant institution administrator or support contact.

Children’s Privacy

This app is intended for authorized students and institution users. If the app is used by a minor, use should be under the supervision and rules of the applicable institution, parent/guardian, or authorized school administrator. The app is not intended for unauthorized use by children outside the student portal context.

Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be reflected by changing the “Last updated” date above.

Contact Us

For privacy or support questions, contact:

• Email: devops@meritadvisory.so
• Phone: +252 906 795 155