Privacy Policy for SJCIT LMS (Cognythra)
Effective Date: 12/07/2026
This Privacy Policy describes how SJCIT LMS ("Cognythra") collects, uses, and protects the personal information of its users, including students, teachers, and administrators.
Information We Collect
- Account Information: Username, email address, full name, and role (student, teacher, or admin) provided during registration or by authorized administrators.
- Academic Data: Course enrollments, assignment submissions, quiz results, grades, flashcard progress, AI learning interactions, and feedback survey responses.
- Communication Data: Forum posts, chat messages, and announcement interactions within the platform.
- Usage Data: Login timestamps, session activity, page visits, content progress, and feature usage patterns used for analytics and platform improvement.
- Uploaded Files: Course materials, thumbnails, profile images, and assignment submissions uploaded by authorized users.
How We Use Your Information
- To provide, operate, and maintain the learning management system.
- To manage courses, enrollments, assignments, quizzes, and academic records.
- To facilitate communication between students and teachers through chat, forums, and announcements.
- To generate AI-powered learning content and personalized study materials.
- To track academic progress and produce grades, transcripts, and reports.
- To send transactional emails such as password resets, OTP verification codes, and system notifications.
- To monitor platform security, detect unauthorized access, and enforce rate limits.
Data Protection
- All data is stored in encrypted database connections and access is restricted to authorized personnel.
- Session cookies are configured with HttpOnly and SameSite flags to prevent unauthorized access.
- Passwords are stored using secure bcrypt hashing and are never transmitted in plain text.
- Admin and teacher two-factor authentication (OTP) is available for additional account security.
- Rate limiting and IP-based controls are applied to login and sensitive operations.
Data Sharing
- We do not sell, trade, or rent personal information to third parties.
- Academic data is accessible only to the enrolled student, the assigned teacher, and authorized administrators.
- Anonymous feedback survey responses are stripped of identifying information before being shared with instructors.
Data Retention
- Account data is retained for as long the account is active or as needed to provide services.
- Administrators may deactivate accounts and delete associated data upon request or as part of routine cleanup.
- Backup archives are stored securely and managed according to the institution's backup retention policy.
Your Rights
- Users may request access to, correction of, or deletion of their personal data by contacting the system administrator.
- Students may update their profile information and change their password at any time.
- Teachers and administrators can manage their account settings and enable or disable two-factor authentication.
Third-Party Services
- SMTP email services are used solely for sending transactional notifications (password resets, OTP codes).
- AI content generation integrations are used only when explicitly enabled by the administrator and processed within the platform.
Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be reflected on this page with an updated effective date.
For questions or concerns about this Privacy Policy, please contact the system administrator.
