Uniserve is a room and examination booking system used by colleges. This policy explains what we collect, why, where it is kept, and how to have it removed. It applies to the Uniserve website and the Uniserve Android app, which are the same service.
Who is responsible
Uniserve is operated by Kevin Kiplangat Kiprono, Eldoret, Kenya. Questions, requests for a copy of your data, and deletion requests go to careuniserve.app@gmail.com.
Each institution using Uniserve controls its own register of people and its own bookings. If you are a student or member of staff, your institution decides who is on that register.
What we collect
From you, when your institution registers you
- Your email address — this is how you sign in and how we know which institution you belong to
- Your role (class rep, timetabler, principal, maintenance, administrator) and, for class reps, which class you represent
From you, when you set up your account
- A display name
- A password, stored only as an irreversible cryptographic hash by Google Firebase Authentication — we never see it and cannot recover it
- Optionally, a phone number and a link to a photo. Both may be left blank.
- Your choice of whether to be notified in the app, by email, or both
As you use it
- Bookings you make: the venue, date, time, purpose, number of students, and your name and address as the person who booked
- Approval decisions made by your institution's principal
- Timetables uploaded by your institution's timetabling office
We do not collect location data, contacts, photos from your device, browsing activity, or any advertising identifier. Uniserve contains no advertising and no third-party analytics or tracking.
Why we collect it
- To sign you in and confirm you are on your institution's register
- To show who has booked what, so a room is not double-booked and so your institution knows who to ask about a booking
- To notify the principal when a booking needs approval
- To read uploaded timetables and turn them into bookings
We do not sell your data, share it for advertising, or use it to train anything.
Where it is kept
Data is stored in Google Cloud Firestore in a European region, and in Google Firebase Authentication. Google acts as our data processor. Sign-in emails are sent by Firebase on our behalf.
Timetable reading
When your timetabling office uploads a timetable — as text, a photo, a PDF or a Word file — the contents are sent to Anthropic's API so that the sittings and venues can be read out of it, and the result is returned to Uniserve. This happens only when someone uploads a timetable. Personal data is not sent for this purpose beyond whatever appears in the timetable itself, which is normally course codes, venues and dates.
Who can see your information
- People at your own institution can see bookings and the register for that institution. They cannot see any other institution's data — this is enforced by database rules, not merely by the interface.
- Your institution's administrator can see and manage all bookings and people for that institution.
- Uniserve support can access institution data when providing support.
- Nobody else.
How long we keep it
- Your account details are kept while your institution keeps you on its register.
- When your institution removes you, your account record is deleted immediately and any future bookings you hold are released. Past bookings remain in the institution's records.
- Bookings are kept as part of the institution's record of venue use.
Your choices
- See or correct your details — sign in and use the profile section in your own panel.
- Stop email notifications — change your notification setting to "in the app only".
- Be removed — ask your institution's administrator, or write to us at the address above and we will act within 30 days.
- Delete your account — write to the address above with the address you sign in with. We delete your register entry, your sign-in account, and release any future bookings.
Children
Uniserve is for use by staff and registered student representatives at tertiary institutions. It is not directed at children under 13 and we do not knowingly collect their data.
Security
Sign-in is by one-time email link, a password you choose, or a Google account. Access to data is controlled by server-side rules that check which institution you belong to and what role you hold. No system is perfectly secure, and we will inform affected institutions promptly if we become aware of a breach affecting their data.
Changes
If this policy changes materially, we will update the date at the top and notify institution administrators.