Privacy Policy

Introduction

HallPals ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the HallPals mobile application (the "App"). Please read this policy carefully. By using the App, you consent to the practices described in this Privacy Policy.

Information We Collect

Personal Information You Provide

When you create an account and use the App, we may collect:

• Account Information: Name, email address, and university affiliation provided during sign-in
• Profile Information: Your role (resident, RA, or staff), hall assignment, floor, and room number
• Communications: Messages you send to other users, reports you submit, and feedback you provide
• Media: Photos you choose to capture or upload when using the App
• AI Interactions: Questions and prompts you submit to our AI assistant feature

Information Collected Automatically

When you use the App, we automatically collect:

• Device Information: Device type, operating system version, and app version
• Usage Data: Features accessed, interactions within the App, and general usage patterns
• Push Notification Tokens: Identifiers used to deliver notifications to your device

How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the App and its features
• Facilitate communication between residents and residence life staff
• Deliver push notifications about important updates, messages, and alerts
• Power our AI assistant to help answer your residence life questions
• Support safety reporting and residence life administrative functions
• Improve the App and develop new features
• Respond to your inquiries and provide customer support
• Comply with legal obligations and protect our rights

AI Assistant Feature

The App includes an AI assistant powered by Google Cloud Vertex AI (Gemini). When you use this feature:

• Your questions are transmitted to Google's servers for processing
• Conversations are not permanently stored and exist only for the duration of your session
• The AI is designed to provide information about residence life topics only
• We recommend not sharing sensitive personal information (such as Social Security numbers, financial information, or medical details) with the AI assistant

Google's use of your data is governed by their privacy policy and terms of service.

Camera and Photo Library Access

The App may request permission to access your device's camera and photo library. This access is used solely to allow you to attach images to messages, reports, or other App features. We only access your camera or photos when you explicitly choose to take or select an image. We do not access, scan, or analyze your photo library without your direct action.

Push Notifications

With your permission, we send push notifications to keep you informed about messages, alerts, and important updates. You can disable push notifications at any time through your device's settings. Disabling notifications will not affect other App functionality.

Third-Party Services

We use the following third-party services to operate the App:

• Firebase Authentication: For secure user sign-in and identity management
• Firebase Cloud Firestore: For storing and synchronizing App data
• Firebase Cloud Messaging: For delivering push notifications
• Google Cloud Vertex AI: For powering the AI assistant feature

These services are provided by Google and are subject to Google's Privacy Policy.

How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

• Within Your Institution: With residence life staff and administrators at your university as necessary to provide App functionality and support residence life operations
• Service Providers: With third-party vendors who assist us in operating the App, subject to confidentiality obligations
• Legal Requirements: When required by law, legal process, or to protect the rights, property, or safety of HallPals, our users, or others
• With Your Consent: In other circumstances where we have obtained your explicit consent

Data Security

We implement industry-standard security measures to protect your information, including encrypted data transmission (TLS/SSL), secure authentication protocols, and access controls. However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

Data Retention

We retain your information for as long as your account is active or as needed to provide you with the App's services. We may also retain certain information as required by law or for legitimate business purposes, such as resolving disputes or enforcing our agreements.

Your Rights and Choices

You have the following rights regarding your information:

• Access: View and update your profile information within the App
• Notifications: Enable or disable push notifications through your device settings
• Permissions: Grant or revoke camera and photo library access through your device settings
• Account Deletion: Request deletion of your account and associated data by contacting us or using the delete account feature in the App

Children's Privacy

The App is intended for university students and staff who are typically 18 years of age or older. We do not knowingly collect personal information from children under 13 years of age. If you believe we have inadvertently collected information from a child under 13, please contact us immediately so we can delete such information.

International Data Transfers

Your information may be transferred to and processed in the United States, where our servers and service providers are located. By using the App, you consent to the transfer and processing of your information in the United States and other jurisdictions that may have different data protection laws than your country of residence.

Third-Party Links

The App may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you access through the App.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this Privacy Policy periodically. Your continued use of the App after any changes constitutes your acceptance of the updated Privacy Policy.

Contact Us

If you have any questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about how we handle your information, please contact us: