Privacy policy

1. About Operations Control

Operations Control is an academic operations workspace used to coordinate colleges, batches, trainers, schedules, syllabus progress, assessments and related work. This policy applies to people whose information is entered into the workspace, authorised users, and recipients of its communications.

The Operations Control administrator is the contact for this service and privacy requests: fayazthamanna@gmail.com.

2. Information handled

• Account and directory information: names, email addresses, phone numbers, sign-in identifiers, roles, college or organisation affiliations, and access permissions.
• Academic and operational records: batch details, availability, teaching assignments, subjects, chapters and clusters, attendance or assessment information where recorded, progress, tickets, approvals and audit history.
• WhatsApp communication information: recipient phone numbers, message templates, prepared and sent text or schedule images, permission and opt-out records, message identifiers, sending results, and delivery or read receipts when supplied by Meta.
• Connected-account information: authorised WhatsApp Business Account and sender identifiers, templates, connection status and credentials needed to operate the connection. Meta may provide account information during an authorised connection flow.
• Technical information: sign-in sessions, essential cookies or local preferences, request and error information, and service-provider logs used to operate and secure the service.

Information comes from authorised team members, participating institutions, the person concerned, sign-in providers and connected services. The WhatsApp integration processes incoming events, including opt-out commands and message receipts; it is not a tool for reading unrelated personal chats or a phone’s address book.

3. Why information is used

Information is used to authenticate authorised users, apply access permissions, plan and deliver academic work, communicate assignments and changes, respond to requests, record accountable actions, troubleshoot failures and protect the service. WhatsApp data is used for the connected communication workflow, including template management, sending approved operational messages and recording their status.

Connecting a Meta account does not give Operations Control your Facebook or WhatsApp password. Employee sign-in is handled through the configured authentication provider.

4. WhatsApp messages and your choices

Trainer communications include periodic schedules, class reminders, revised schedules and cancellation notices. The trainer sending workflow checks the recorded messaging permission for the recipient’s number.

You can stop trainer WhatsApp messages by replying STOP or UNSUBSCRIBE to the sending number, or by contacting the administrator. The system records these commands as messaging preferences. Opting out of WhatsApp messages does not itself delete academic records or close an account.

Delivery and read status are shown only when Meta supplies the corresponding receipt. Messages and attachments already delivered may remain with recipients and within their WhatsApp accounts.

5. Who receives information

Operational information is available to authorised users according to their role and work scope, and to the intended recipients of communications. Sending a schedule shares the information included in that schedule with its recipient.

Service providers process information needed for their functions: Meta/WhatsApp for messaging and business-account connections, Auth0 and any chosen sign-in provider for authentication, and the site’s hosting, database and storage providers for service operation. These providers may process information in countries other than your own and have their own privacy terms. Information may also need to be disclosed when required by applicable law or to investigate abuse and protect the service.

6. Storage, security and retention

The workspace uses authenticated, role-based access for operational records. WhatsApp credentials saved through its connection setup are encrypted, and incoming WhatsApp webhook events are checked for a valid Meta signature. No online service can guarantee absolute security.

Academic records, communication history and audit evidence are retained to support ongoing delivery, accountability and follow-up. Retention depends on the record’s purpose and applicable obligations; this policy does not imply that records are automatically erased after a fixed period. You may request deletion or information about retention using the process below. A minimal opt-out record may be needed to avoid contacting you again.

7. Access, correction and deletion requests

To ask about your data, correct it, request deletion, or request disconnection of an authorised Meta business connection, email fayazthamanna@gmail.com with the subject Operations Control privacy request.

1. Include your name and the email address or phone number associated with the records.
2. Describe what you want accessed, corrected, deleted or disconnected. For a business connection, identify the business account or sender number.
3. Do not send passwords, access tokens or identity documents with the initial request.

The administrator will review the request and may ask for proportionate verification of your identity or authority before taking action. Requests are handled manually; sending an email does not trigger automatic deletion. Where information must be retained for an applicable obligation, security or legitimate record-keeping need, the administrator will explain the limitation. Removing a connection stops its future use but does not automatically erase earlier academic records, audit history, or messages already delivered to recipients. Requests concerning copies held independently by Meta or another provider should also be directed to that provider.

A parent or guardian may contact the administrator about a minor student’s information and will need to demonstrate the appropriate relationship or authority.

8. Changes and questions

This page may be updated as the service and its data handling change. The date above identifies the latest published version. For questions, contact fayazthamanna@gmail.com.