Privacy Policy

At Orchedule™, we are committed to protecting your privacy and ensuring the security of your data. This Privacy Policy explains how we collect, use, store, and protect information when you use our academic scheduling platform.

1. Information We Collect

1.1 Institution Information

When you subscribe to Orchedule™, we collect:

• Institution name and type (college, university, etc.)
• Physical address, city, state/province, country, postal code
• Phone number and subdomain preference
• Billing information (email, purchase order numbers)

1.2 Contact Information

We collect information about your primary contact person:

• Name, email address, and phone number
• Job title and department
• Account credentials (username and hashed password)

1.3 User Account Information

For each user account created within your institution:

• Name, email address, and role (faculty, staff, administrator)
• Department and college affiliation
• Login credentials and authentication data

1.4 Scheduling Data

The platform stores scheduling-related information you input:

• Course schedules, timetables, and room assignments
• Faculty teaching assignments and preferences
• Department and college scheduling information
• Academic calendar data

1.5 Usage Information

We automatically collect:

• IP addresses and device information
• Browser type and operating system
• Pages visited, features used, and time spent on the platform
• Login/logout times and activity logs

2. How We Use Your Information

2.1 To Provide Services

• Create and maintain your institution's subdomain
• Enable user authentication and access control
• Process scheduling and timetable management functions
• Generate reports and analytics

2.2 For Billing and Administration

• Process subscription payments and generate invoices
• Manage your account and subscription plan
• Send important service notifications and updates

2.3 To Improve Our Services

• Analyze usage patterns to enhance features
• Monitor system performance and diagnose issues
• Develop new features based on user needs

2.4 For Security and Compliance

• Detect and prevent fraud, abuse, or security threats
• Ensure compliance with legal obligations
• Protect the rights and safety of our users

3. Data Storage and Security

3.1 Multi-Tenant Architecture

Orchedule™ operates as a multi-tenant system where multiple institutions share infrastructure while maintaining complete data isolation. Each institution's data is:

• Stored in isolated database schemas
• Accessible only through the institution's unique subdomain
• Protected by role-based access controls

3.2 Security Measures

We implement industry-standard security practices:

• Encryption of data in transit (HTTPS/TLS)
• Secure password hashing and authentication
• Regular security audits and vulnerability assessments
• Firewall and intrusion detection systems
• Regular data backups to prevent data loss

3.3 Data Location

Your data is stored on secure servers located in Frankfurt, Germany through our cloud hosting provider Render.com. Render.com maintains enterprise-grade infrastructure that meets our security and privacy standards, including SOC 2 Type II compliance and ISO 27001 certification.

4. Data Sharing and Disclosure

4.1 We Do NOT Sell Your Data

We do not sell, rent, or trade your personal or institutional data to third parties for marketing purposes.

4.2 Service Providers

We may share data with trusted service providers who assist us in:

• Cloud hosting and infrastructure services
• Payment processing (for billing purposes only)
• Email delivery services
• Technical support and maintenance

These providers are contractually obligated to protect your data and use it only for specified purposes.

4.3 Legal Requirements

We may disclose information if required to:

• Comply with applicable laws, regulations, or court orders
• Respond to lawful requests from government authorities
• Protect our legal rights or prevent illegal activity
• Protect the safety and security of our users

4.4 Business Transfers

If we undergo a merger, acquisition, or sale of assets, your data may be transferred to the new entity. We will notify you of any such change.

5. Data Retention

We retain your data for as long as:

• Your subscription remains active
• Required to provide services you've requested
• Necessary for legal, accounting, or business purposes

After subscription termination, you have 30 days to export your data. After this period, we may delete all your data from our systems.

6. Your Rights and Choices

6.1 Access and Correction

You have the right to:

• Access your personal and institutional information
• Correct inaccurate or incomplete data
• Update your contact and billing information

6.2 Data Export

You can export your scheduling data and user information at any time through the platform's export features or by contacting our support team.

6.3 Account Deletion

You may request deletion of your account and data by:

• Canceling your subscription
• Contacting support at privacy@orchedule.com

Note: Some data may be retained for legal or accounting purposes.

6.4 Communication Preferences

You can opt out of marketing communications while still receiving essential service notifications (billing, security alerts, etc.).

7. Cookies and Tracking

7.1 Essential Cookies

We use cookies necessary for the platform to function:

• Session management and authentication
• Security and fraud prevention
• Load balancing and performance optimization

7.2 Analytics

We may use analytics tools to understand how users interact with the platform. This helps us improve features and user experience. You can disable analytics tracking through your browser settings.

8. Children's Privacy

Orchedule™ is designed for use by educational institutions and their faculty/staff. Our service is not directed to children under 13, and we do not knowingly collect personal information from children.

9. International Data Transfers

Orchedule™ is operated by Digital Wave, a company based in the United Arab Emirates. Your data is hosted on servers located in Frankfurt, Germany through our cloud provider Render.com. If you access Orchedule™ from outside the UAE or EU, your data may be transferred internationally. By using our service, you consent to such transfers and processing in accordance with this Privacy Policy and applicable data protection laws.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through a prominent notice on the platform. Your continued use after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your data, please contact us:

• Support: support@orchedule.com
• Phone: 00966567875966
• Company: Digital Wave
• Website: www.dwave-s.com
• Location: United Arab Emirates