Privacy Notice
This notice explains how information submitted through HostelCare may be collected, used and managed within the hostel maintenance system.
Introduction
HostelCare is a web-based hostel maintenance management system developed to support the reporting and management of hostel maintenance complaints.
This Privacy Notice provides general information about the handling of information submitted through the system.
Information We Collect
Depending on the user's role and system function, HostelCare may store information such as:
- Name and account information
- Email address
- Student ID, where applicable
- Hostel room number, where applicable
- Phone number, where provided
- Maintenance complaint details
- Images uploaded as part of a complaint
- Complaint status and maintenance updates
- Rating and feedback submitted after completed maintenance services
How Information Is Used
Information stored in HostelCare is used to support the operation of the hostel maintenance workflow.
- To identify the student submitting a complaint
- To identify the relevant hostel room
- To record and manage maintenance complaints
- To assign complaints to technicians
- To track complaint progress and status
- To maintain records of completed maintenance work
- To support service ratings and feedback
Complaint Information
Information submitted through a maintenance complaint should be relevant to the reported hostel issue.
Students should avoid submitting unnecessary personal information or sensitive information that is not required for resolving the maintenance issue.
Access to Information
Access to HostelCare information depends on the user's assigned system role.
- Students can access their own complaint information and related status updates.
- Technicians can access complaints assigned to them for maintenance work.
- Administrators can manage system users and maintenance complaints according to their assigned responsibilities.
Information Security
HostelCare uses authentication and role-based access controls to help restrict access to system functions according to the user's role.
Users are responsible for keeping their login credentials confidential and should not share their passwords with other individuals.
Telegram Notifications
HostelCare may send maintenance-related notifications to the designated HostelCare Telegram group.
These notifications may contain complaint information such as the complaint ID, student name, room number, complaint title, priority, status and assigned technician.
The Telegram notification feature is intended for hostel maintenance coordination. Users should avoid including unnecessary personal or sensitive information in complaint descriptions.
User Responsibility
Users should provide accurate information when creating and managing their accounts or submitting maintenance complaints.
Users should also ensure that uploaded images and complaint descriptions are relevant to the reported maintenance issue.
Questions About Privacy
If you have questions about the information handled through HostelCare, please contact the relevant hostel management or system administrator.
Contact Hostel Management