Privacy Policy – AcademyOS
Last Updated: September 2026

1. Introduction
AcademyOS respects user privacy and is committed to handling data in a secure and transparent manner. This Privacy Policy explains the types of data that may be processed when using AcademyOS, how such data is used and protected, how long it is retained, and how access, correction, or deletion requests may be submitted.

AcademyOS is developed and operated by software boss. In relation to organizations using the platform, the organization is responsible for the data it enters into AcademyOS, while software boss acts as the technical service provider processing and hosting such data for the purpose of providing, operating, and supporting the service.

2. Who Uses AcademyOS
AcademyOS is a management system for sports academies and organizations. It is intended for adult users such as organization managers, administrators, coaches, and other authorized users. The app is not intended for direct use by children.

Organizations may enter data relating to minor students or players for sports-management purposes. Each organization is responsible for ensuring that such data is entered and used in accordance with applicable requirements and any required permissions or consents.

3. Data We May Process
Depending on the features used and permissions granted, AcademyOS may process the following categories of data:

A. Account and User Data
- Name.
- Email address.
- Phone number.
- Username.
- Role and permissions.
- Authentication data required for sign-in.
- For some employees or coaches, date of birth may also be stored.

B. Organization Data
- Academy or organization name.
- Country.
- Registered location or address.
- Activity type.
- Phone number.
- Branch and operational information.

C. Student or Player Data
- Name.
- Date of birth.
- Gender.
- Residential address.
- Parent or guardian phone number.

D. Attendance Data
- Attendance and absence records.
- Date and time of attendance records where applicable.

E. Financial and Administrative Data
The system may process administrative and financial records such as:
- Subscriptions.
- Installments.
- Outstanding amounts.
- Receipts.
- Revenues.
- Expenses.

AcademyOS does not currently provide electronic payment processing and does not store bank card details or CVV codes.

F. Transportation and Trip Data
The system may retain operational trip data such as:
- Trip date.
- Driver.
- Students or players associated with a trip.
- Certain subscription-payment records related to administrative operations.

AcademyOS does not currently use GPS to track drivers or users and does not keep a location history.

G. Chat Data
The system supports text-only group chats for certain authorized users. Messages required to operate the chat feature are stored, and users may delete their own messages subject to applicable permissions. Image and file attachments are not currently supported in chat.

H. Technical Data Required for Notifications
AcademyOS uses Firebase Cloud Messaging to send app notifications. Technical device or push identifiers required to deliver push notifications may be processed for this purpose.

4. Data the App Does Not Currently Collect
Under the app's current functionality:
- User geolocation is not collected.
- Users or drivers are not tracked in the background.
- The camera is not used.
- The photo gallery or local files are not accessed for uploading content.
- The app does not contain advertising.
- No analytics or behavioral tracking service is currently used.
- No external crash-reporting service is currently used.
- No AI feature is currently used.
- Google Maps is not currently used.
- No electronic payments are currently processed.
- No automated SMS or email messaging is currently part of the service.

These points may change if new features are introduced. This policy will be updated when necessary.

5. How We Use Data
Data is used to:
- Create and manage organization and user accounts.
- Authenticate users and manage sign-in.
- Apply user roles and permissions.
- Manage students or players, courses, attendance, and absence.
- Manage subscriptions, installments, and administrative financial records.
- Operate transportation and trip features.
- Operate chat and notification features.
- Secure accounts and prevent unauthorized access.
- Provide technical support and resolve operational issues.
- Support backup and restoration.
- Comply with applicable legal or regulatory obligations.

6. Accounts and Access Control
An organization account is created by AcademyOS administration upon request. Once an organization account has been created, the organization manager may create and manage accounts for users belonging to that organization according to the permissions available to them.

AcademyOS uses role-based access control (RBAC). Access is restricted based on each user's role and permissions, and organization data is logically separated from other organizations.

7. Passwords and Security
Passwords are not stored in plain text. They are handled using one-way password hashing through the ASP.NET Core Identity authentication system.

AcademyOS uses secure HTTPS connections and role-based access controls. Administrative access to data is limited to authorized persons to the extent reasonably necessary for service operation, support, or security.

No electronic system can guarantee absolute security. However, we use reasonable technical and organizational safeguards designed to protect data against unauthorized access, use, or modification.

8. Hosting and Third-Party Services
The service backend is hosted using Railway, and PostgreSQL is used as the primary database.

AcademyOS uses Google's Firebase Cloud Messaging for push notifications. Infrastructure and notification service providers may process technical data necessary to provide their services in accordance with their own terms and privacy policies.

software boss does not sell or rent user data and does not share user data for behavioral advertising.

9. Backups
Periodic backups are maintained, including daily backups. Backup copies are generally retained for up to one week for restoration and service-continuity purposes.

10. Data Retention
Data is retained for the duration of the organization's active subscription to AcademyOS.

After the subscription ends, data may be retained for up to one year for restoration and support purposes, after which it will be deleted or anonymized unless the organization account is deleted earlier or a legal, financial, security, or other applicable obligation requires certain records to be kept longer.

Certain information may remain temporarily in backup copies until the applicable backup-retention cycle expires.

11. Account Deletion
A. Organization User Accounts
Employee, coach, and other organization-managed user accounts are created and managed by the organization manager or another authorized user. The organization manager or an authorized user may delete such accounts in accordance with the permissions available within the system.

B. Organization Account
The organization manager may submit a request to delete the organization account through the account-deletion request feature in AcademyOS. The request is sent to the AcademyOS administrative dashboard for review and processing by authorized administrators.

The organization manager may also contact software boss regarding organization-account deletion at:
softwarboss@gmail.com

Once an organization-account deletion request is approved, the account and associated data will be deleted in accordance with this policy, except for records that must be retained for legal, financial, or security reasons.

12. Access and Correction
Organization managers and users with appropriate permissions may review or update certain information within the system.

Users without permission to edit their own information may request correction or deletion through the organization manager or another authorized user.

Privacy or data-related requests may also be directed to:
softwarboss@gmail.com

13. Data Relating to Minors
AcademyOS is not intended for direct use by children, and the intended users of the app are adults.

Organizations may nevertheless enter data relating to minor students or players as part of managing their activities. The organization is responsible for the lawful collection and entry of this data and for obtaining any permissions or consents required under applicable law.

software boss does not use minors' data for advertising or behavioral marketing.

14. Data Sharing
Data may be processed by technical service providers that are necessary to operate AcademyOS, such as hosting and push-notification providers.

Data is not shared with third parties for sale, rental, or behavioral advertising.

Data may be disclosed where required by law, in response to a valid official request, or where reasonably necessary to protect the rights, security, or users of AcademyOS.

15. Marketing
AcademyOS does not currently use personal data to send marketing or advertising campaigns to users.

16. Changes to This Privacy Policy
This policy may be updated when new features are introduced, data-processing practices change, or legal or regulatory requirements make an update necessary.

The "Last Updated" date will be revised when material changes are made.

17. Contact Us
For privacy-related questions or requests concerning access, correction, or deletion:

Developer / Organization: software boss
App: AcademyOS
Email: softwarboss@gmail.com
Country: Jordan