Privacy Policy

Last updated: October 3, 2026

This Privacy Policy explains how CodeX Attendance System ("we," "us," or "our") collects, uses, and protects information when centers, staff, students, and parents use our attendance management platform (the "Service").

1. Information We Collect

We collect the following types of information:

• Account information: name, email address, phone number, username, and password (stored as a secure hash, never in plain text).
• Center information: center name, staff assignments, and configuration/settings for your center.
• Student information: name and attendance-related records (check-in/check-out times, QR scan events) entered by centers or staff to operate the Service.
• Usage information: log data such as IP address, browser type, and pages visited, used for security and troubleshooting.
• Communications: messages you send us, and notification preferences.

2. How We Use Information

• To provide, operate, and maintain the Service (login, attendance tracking, notifications).
• To send account-related emails, such as password reset codes and important notices.
• To detect, prevent, and address fraud, abuse, or security issues.
• To improve the Service and understand how it is used.
• To comply with legal obligations.

3. Children's Information

Our Service is used by education centers to record attendance for students, some of whom may be minors. Centers and their staff are the ones who enter and manage student records; parents or guardians should direct privacy questions about a specific student to that student's center. We do not knowingly allow students to create their own login accounts directly with us.

4. How We Share Information

We do not sell personal information. We may share information:

• Within a center's own account (staff at the same center can see that center's data).
• With service providers who help us operate the Service (e.g. hosting, email delivery), under confidentiality obligations.
• If required by law, subpoena, or to protect the rights, safety, or property of our users or the public.
• In connection with a merger, acquisition, or sale of assets, with notice to affected users where required.

5. Data Retention

We retain account and attendance data for as long as your center's account is active, or as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements. You may request deletion of your center's data, subject to any legal retention requirements.

6. Security

We use industry-standard measures to protect information, including hashed passwords, encrypted connections, and access controls. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Cookies & Sessions

We use session cookies to keep you logged in and to maintain state during multi-step flows (such as password reset). These are essential to the Service and are not used for third-party advertising.

8. Your Choices

• You can update your account information by contacting your center administrator or us directly.
• You can request a copy of, or the deletion of, personal information we hold about you, subject to legal limits.
• You can opt out of non-essential notifications through your account settings, where available.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last updated" date above. Continued use of the Service after changes take effect constitutes acceptance of the revised policy.

10. Contact Us

Questions about this Privacy Policy can be sent to info@mycodex.us .

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