Privacy Policy

Information We Collect

The Registrar or a system administrator creates your account. Depending on your role (student, instructor, dean, registrar, or administrator), we collect:

• Your name, including middle name, suffix, and title (for example, Dr. or Engr.).
• Your personal email address and mobile number.
• Your student ID (students) or employee ID (instructors).
• Gender, and for school staff: civil status, employment status, and academic rank.
• For students: birthdate, home address, and a parent or guardian contact number.
• For Registrar staff: an optional home address.
• A profile photo, if you upload one.
• School records: your department, program, section, enrolled subjects, teaching assignments, class schedules, and the times you are available to teach.

Your Email Address

We collect your personal email address (for example, a Gmail address). We do not ask for or use an institutional school email address.

We use this email address to sign you in, to send your temporary password when your account is created, to send password reset links, and to tell you when a class schedule is published. Each email address can belong to only one account.

How We Use Your Information

We use your information only to run GWC Class Scheduling. This means signing you in, building and publishing class schedules, assigning instructors to classes, showing each person their own timetable, and sending in-app and email notifications about schedule changes. We do not sell your information or share it with anyone for advertising.

Outside Services We Use

Some features rely on trusted outside services. They receive only what the feature needs:

• A cloud file-storage service keeps uploaded profile photos and department images.
• An email delivery service sends account, password, and schedule emails. It receives your name, your email address, and the content of the message.
• An AI assistant helps deans, the Registrar, and administrators review and adjust schedules. When they use it, their question and the related schedule details (such as subjects, rooms, time slots, and instructor names) are sent to an AI model provider to produce an answer. Students and instructors do not use this assistant.

Activity Records

We do not track which pages you visit. We do keep a record of important actions, such as creating an account or changing, approving, or publishing a schedule. Each record shows who did it, what changed, when it happened, and the IP address it came from. These records help the school check who made a change and fix mistakes.

Your IP address is also used to limit repeated sign-in attempts, which protects accounts from password guessing.

Data Retention

Accounts are deactivated, not deleted, when a person leaves the school. A deactivated account can no longer sign in, but its records stay because class schedules and activity records refer to it.

Once a school year is closed, its schedules and records are kept permanently as part of the school's academic records. You can remove your own profile photo at any time. To correct your personal information, contact the Office of the College Registrar.

Browser Storage

This website does not use cookies. It uses your browser's own storage to keep you signed in and to remember small preferences:

• Your sign-in session. If you tick “Remember me,” it is kept until you sign out or it expires. Otherwise it is cleared when you close the browser.
• Your light or dark theme and whether the sidebar is collapsed.
• Copies of some information you have already loaded, such as your profile photo, so pages open faster.

Security

We protect your information in the following ways:

• Passwords are stored only in a scrambled (hashed) form that cannot be read back.
• Information sent between your browser and our server is encrypted (HTTPS).
• New accounts start with a temporary password that must be changed at first sign-in.
• Password reset links expire after 15 minutes.
• Your sign-in pass expires after about 30 minutes and is renewed automatically while you are signed in. You are signed out after 7 days, or 30 days if you chose “Remember me.”
• Each role can see and change only what its job requires.

Changes to This Policy

We may update this Privacy Policy from time to time. When we do, the “Last updated” date at the top of this page will change. If you keep using GWC Class Scheduling after an update, you accept the updated policy.

Contact

Questions about this Privacy Policy, or requests to correct your information, can be sent to the Office of the College Registrar or the System Administration office of Golden West Colleges, Inc.