Privacy
Policy

This Privacy Policy explains how Colspot (“Colspot”, “we”, “us”, or “our”) collects, uses, stores, shares, and protects information about you when you use our mobile application, websites, school tools, AI tools, scan tools, and related services (together, the “Service”).

By creating an account or using the Service, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use Colspot.

1. Who we are and how to contact us

Colspot is an educational technology platform designed to help students, lecturers, and schools manage class attendance, reports, scans, announcements, verification, academic tools, and related activities.

2. Information we collect

We collect information in different ways: (a) information you provide to us, (b) information collected automatically when you use Colspot, and (c) information received from your institution or authorized school personnel.

2.1 Information you provide

• Account information: full name, email address, password or authentication identifier, and profile details.
• Academic information: matric number, staff ID, department, faculty, course codes, class groups, role details, and school name.
• Attendance information: session entries, timestamps, participation status, reports, and attendance history.
• Verification information: course form information, selected school details, and related onboarding information.
• Face capture information: face image upload or camera capture submitted for verification, review, duplicate checks, or anti-abuse control.
• Scan uploads: images, PDFs, documents, or other supported files uploaded through the Scan feature, plus any text or notes you provide.
• AI content: prompts, messages, images, uploaded files, and generated outputs when you use Colspot AI or related smart tools.
• Communication: support messages, feedback, contact forms, or emails you send to us.
• Other information you choose to share through forms, profile edits, or in-app interactions.

2.2 Information we collect automatically

• Device data: device ID, device model, device name, operating system, platform type, browser type, and app version.
• Usage data: screens viewed, actions taken, login times, navigation behavior, timestamps, and feature usage.
• Technical logs: error logs, diagnostic logs, security logs, performance logs, and scan/AI processing logs.
• Push notification data: notification tokens and delivery-related metadata.
• Network/session data: session state, authentication events, login events, and related activity records.

2.3 Location information

If your institution uses location-based attendance features, we may collect and process approximate or precise location data from your device when you attempt to join a nearby attendance session or use another feature that depends on location validation.

• Your device normally asks for permission before location access is enabled.
• Location is used to help verify that you are within the allowed range of an active session.
• Location may also be used to improve attendance accuracy, reduce proxy attendance, and support nearby attendance features.
• We do not state that we continuously track your location at all times; location is generally requested only when relevant to the feature being used.

You can disable location permissions in your device settings, but some attendance or verification features may not work properly.

2.4 Face capture and verification information

Colspot may request a face capture from students as part of verification, attendance integrity, security, or anti-abuse controls. Face submissions may be stored and reviewed with statuses such as pending, approved, rejected, or duplicate.

• Face capture may be used to confirm that a real user completed the required verification step.
• It may also be used to reduce duplicate or suspicious account use.
• Face review outcomes may affect access to some features of the app.

2.5 Information from your institution

Where Colspot is used with a school, department, faculty, or other institution (“Institution”), we may receive information from them, such as:

• Lists of courses, classes, or departments
• Lists of students, lecturers, or staff connected to those classes
• Academic identifiers used to match your account to official records
• Announcements, reports, forms, or school-level management data

2.6 Documents, scans, and media uploads

When you use the Scan feature or upload files to Colspot AI or related tools, you may upload images, PDFs, screenshots, or other supported files so that Colspot can process them and return results.

• We may process the file content to perform the action you requested.
• We may store temporary or longer-lived copies where needed for service delivery, records, debugging, abuse prevention, or institutional workflows.
• Your Institution may be able to view some of the result or related metadata where the feature supports academic or administrative tasks.

You should avoid uploading highly sensitive personal information unless it is necessary and authorized for the intended use.

3. How we use your information

We may use your information for the following purposes:

• To provide and operate the Service: create accounts, manage sessions, show reports, support lecturer and student workflows, and deliver app features.
• To manage attendance: create attendance sessions, verify participation, confirm timing, and support location-based attendance where enabled.
• To support verification and security: authenticate users, process face capture, enforce device-linking rules, reduce duplicate use, and prevent fraud or misuse.
• To provide Scan and document tools: process uploaded files and return extracted, analyzed, or generated results.
• To provide AI tools: process prompts, uploaded files, and images to generate answers or outputs through Colspot AI.
• To communicate with you: send verification codes, password reset messages, support messages, announcements, and technical notifications.
• To send push notifications: provide school notices, attendance reminders, app updates, or important account notifications.
• To improve and secure Colspot: monitor usage, fix errors, improve reliability, develop features, and investigate abuse.
• To maintain records: keep operational, academic, audit, and security records as needed.
• To comply with legal obligations: respond to lawful requests, enforce our rules, and comply with applicable law.

4. Legal bases for processing (where applicable)

Depending on where you live, we may rely on one or more of these legal bases:

• Performance of a contract – where processing is necessary to provide the Service to you.
• Legitimate interests – such as improving Colspot, securing the platform, and preventing abuse, where these interests are not overridden by your rights.
• Consent – for example, where your device requests permission for location, camera, notifications, or similar access.
• Legal obligations – where processing is required to comply with law or valid legal requests.

5. How we share your information

We do not sell your personal information. We may share information in the following situations:

5.1 With your Institution

If your account is connected to an Institution, we may share relevant information with authorized school personnel, such as your name, academic identifier, department, attendance records, scan-related results, verification status, reports, or class participation information. This helps your Institution manage academic and attendance operations.

5.2 With service providers and infrastructure partners

We may use trusted third-party providers to help operate Colspot, including providers for hosting, storage, authentication, messaging, notifications, scans, analytics, AI processing, and technical infrastructure.

These providers may process your information on our behalf only as needed to provide their services to us.

5.3 For legal, safety, or security reasons

We may disclose information if reasonably necessary to comply with law, respond to valid requests, protect Colspot, protect users, prevent fraud, or enforce our rights and rules.

5.4 Business transfers

If we are involved in a merger, restructuring, acquisition, sale, or similar transaction, your information may be transferred as part of that process, subject to appropriate safeguards.

6. Third-party services and processors

Colspot may rely on third-party services to provide parts of the Service. These may include services for:

• backend hosting and databases
• authentication and session management
• cloud storage and file processing
• push notifications
• AI processing and content generation
• scan and upload processing
• logs, monitoring, and analytics

By using Colspot, you understand that some information may be processed through such providers as part of normal service operation.

7. Data retention

We keep your data only for as long as reasonably necessary for the purposes described in this Privacy Policy, including:

• while you maintain an account with us
• while your Institution uses Colspot in relation to your education or work
• while records are needed for attendance, reporting, verification, security, troubleshooting, or legal reasons

Scan uploads, AI uploads, and face captures may be retained for shorter or longer periods depending on service needs, school configuration, abuse prevention, and operational requirements.

When data is no longer needed, we may delete it, anonymize it, or securely archive it as appropriate.

8. Account deletion

You may request deletion of your account, subject to any lawful or institutional retention obligations. In some cases, certain records may need to be retained for security, anti-fraud, audit, educational, or legal reasons even after account deletion.

9. Data security

We use reasonable technical and organizational safeguards to protect your information, including access controls, authentication controls, encrypted connections, monitoring, and role-based restrictions where applicable.

However, no service can guarantee absolute security, and you use the Service with that understanding.

10. Your rights and choices

Depending on your location and applicable law, you may have rights such as:

• Access – request a copy of certain personal data we hold about you.
• Correction – ask us to correct inaccurate or incomplete information.
• Deletion – request deletion of certain personal data in some situations.
• Restriction – ask us to limit some forms of processing.
• Objection – object to some processing where applicable.
• Data portability – request your information in a structured format where feasible.

You may also manage some permissions directly on your device, including location, camera, and notifications.

For privacy-related requests, contact us at: colspot@colspot.miboxai.com or Saheedsamad823@gmail.com.

11. Children and students

Colspot is designed primarily for educational use. Where the Service is used by students through an Institution, the Institution may be responsible for ensuring that use of Colspot aligns with local school, parental, or legal requirements.

12. International data transfers

Our servers, providers, or technical infrastructure may be located in different countries. As a result, your information may be processed in places where privacy laws differ from your own. Where required, we use reasonable safeguards to protect transferred data.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date at the top and may provide additional notice where appropriate. Your continued use of Colspot after changes means you accept the updated version.

14. How to contact us

If you have questions, concerns, or privacy-related requests, contact us at:

This document is provided for general information and may need legal review to match your exact jurisdiction, school relationships, and operational setup.