Privacy Policy — Attendance System

1. About This Application

Attendance System is a desktop application used by organizations (such as school clubs, sports teams, or after-school programs) to record member attendance. Operators install and run the app on their own device; it is not a hosted web service.

This policy explains what data the app collects, how it is used, and what rights individuals have regarding that data. If you have questions, please contact the operator of the specific installation you interact with.

2. Who This Policy Applies To

This policy applies to two groups:

Operators — the person or organization that installs and runs the app and signs in with their Google account to authorize access to Google Sheets and Google Drive.
Members / Attendees — individuals whose attendance is recorded by the operator (e.g., students or club members). These individuals do not sign in with Google.

3. Data Collected

3a. Operator Google Account Data

When the operator signs in with Google, the app requests access to the following and stores the resulting OAuth token locally on the operator's device:

Google account email address (used only to display who is currently signed in)
OAuth access and refresh tokens (stored in token.json on the local device)

3b. Attendance Records

The app records the following data about members when they sign in or out:

Member ID (a numeric identifier entered or scanned by the member)
Member name (entered by the member or looked up from an existing record)
Sign-in and sign-out timestamps
The reason or event associated with the visit (if provided)
A photograph taken at the time of sign-in or sign-out (only if the operator has enabled the camera feature — this is optional and off by default)

3c. App Settings

User preferences (theme, camera settings, sheet configuration, etc.) are stored locally in a settings.json file on the operator's device and are not transmitted anywhere.

4. How Data Is Used

Data collected by the app is used exclusively for the following purposes:

Recording attendance into a Google Spreadsheet designated by the operator
Uploading member photos to the operator's Google Drive (only if the camera feature is enabled), so that a link to the photo can be stored in the attendance spreadsheet
Displaying a list of members currently signed in
Showing the operator's sign-in status within the app interface

Data is not used for advertising, analytics, profiling, or any purpose beyond the direct operation of the attendance system.

5. Google API Services — Limited Use Disclosure

Required disclosure: Attendance System's use of information received from Google APIs adheres to the Google API Services User Data Policy , including the Limited Use requirements.

Specifically:

Google user data is used only to provide and improve the attendance-tracking functionality described in this policy.
Google user data is never transferred to third parties except as necessary to provide the app's core features (i.e., writing to the operator's own Google Sheet and Drive).
Google user data is never used for advertising purposes.
Google user data is never used to determine creditworthiness or for lending purposes.
Humans do not read Google user data unless required for security purposes, to comply with applicable law, or with the user's explicit permission.

Scopes Requested

The app requests the following Google OAuth scopes:

spreadsheets — to read and write attendance data to the operator's Google Sheet, including creating worksheets and updating records.
drive.file — to upload photos taken during sign-in/out to the operator's Google Drive and set sharing permissions so photo links can be stored in the spreadsheet.
userinfo.email — to display the operator's email address within the app so they know which account is connected.
openid — required by the OAuth 2.0 flow to correctly identify the signed-in user.

6. Data Storage and Security

Local storage: OAuth tokens (token.json) and app settings (settings.json) are stored on the operator's local device. The app developer has no access to these files.
Google services: Attendance records and photos are stored in the operator's own Google Sheets and Google Drive. Access is controlled by the operator's Google account permissions.
Local images: Photos captured by the app are temporarily saved in a local images/ folder on the operator's device before being uploaded. Operators are responsible for managing or deleting these local copies.
No central server: The app developer does not operate any server that receives, stores, or processes user data. All data flows directly between the operator's device and their own Google account.

7. Data Sharing and Disclosure

The app does not share data with any third party. Data written to Google Sheets or Drive is subject to Google's Privacy Policy. The app developer has no access to any data stored in operator spreadsheets or Drive folders.

Operators are solely responsible for how they share the Google Sheet or Drive folder containing attendance data with other people (e.g., coaches, administrators).

8. Children's Privacy

This app is designed to be operated by an adult (the operator). Member/attendee data — such as names, IDs, and photos — may belong to minors. No member data is ever transmitted to the app developer. It is stored exclusively in the operator's own Google account.

Operators are responsible for obtaining any required consents from members (or their guardians) before recording personal data such as photographs, in accordance with applicable laws (e.g., COPPA, FERPA, or local equivalents).

9. Data Retention and Deletion

Operator token: The operator can sign out at any time from within the app. This deletes the local token.json file and revokes the app's access to their Google account.
Attendance records: Records stored in Google Sheets and Drive are under the operator's full control. They can be edited or deleted at any time through Google's interfaces.
Local photos: Local image files can be deleted by the operator from their device's file system at any time.

10. Your Rights

Depending on your location, you may have rights including access to, correction of, or deletion of personal data. Because all data is stored in the operator's Google account and local device, requests regarding member data should be directed to the operator of the specific installation.

To revoke the app's access to a Google account, visit myaccount.google.com/permissions and remove "Attendance System" from the list of connected apps.

11. Changes to This Policy

This policy may be updated from time to time. Material changes will be reflected by an updated date at the top of this page. Continued use of the app after changes constitutes acceptance of the revised policy.

12. Contact

For questions about this privacy policy, please open an issue on the project's GitHub repository or contact the developer directly. Developer email: [email protected] GitHub: github.com/Team135BlackKnights/Attendance-App