Presencely

Presencely ("the app", "we", "our") is an offline-capable attendance, events, RSVP, and polling app for colleges/institutions and standalone events. This policy explains what information the app collects, why, how it's stored, and how you can access or delete it.

Presencely is developed and published by an individual developer, contactable at support@qwickwave.com.

1. Information we collect

Account information

Creating an account (as a College admin, teacher, student, or an Events-module organizer/attendee) requires a name, email address, and password. Authentication is handled by Firebase Authentication (Google); we never see or store your password ourselves — Firebase stores it in hashed form.

Attendance data

• Bluetooth proximity (BLE): on Android, marking attendance in-person works by the organizer/teacher's device broadcasting a short-range Bluetooth Low Energy signal that nearby students'/attendees' devices detect (for standalone Events, this is an organizer-enabled option rather than always on). This never leaves the two devices involved in the exchange — no Bluetooth "scan" data about other nearby devices is collected or transmitted to us.
• Location (GPS): how location is used depends on the college's/event's settings. For the "mark via code" online flow, and for an Event with Location Verification set to Required, we request your device's location once at the moment you mark attendance, to confirm you're within range of the session (a geofence check) — marking is blocked if you're too far away. For an Event set to Optional, we also request your location once and marking is blocked if we can't get a reading (e.g. permission denied or location services off), but unlike Required, your distance from the venue is never checked — the reading is only kept on record. For an Event set to Off, or when marking via Bluetooth, no location is requested at all. An event's organizer can also set the venue's reference point either by capturing their own device's location once, or by typing coordinates in manually. None of this is continuous or background location tracking — the app never accesses your location outside of these single, explicit actions, and no location history or movement trail is stored beyond the single coordinate attached to that attendance record.
• Timestamps: when a session started/ended and when you marked attendance.
• Device identifier (Android only): a per-device identifier (Android's Settings.Secure.ANDROID_ID — not your Bluetooth/Wi-Fi MAC address, which Android doesn't expose to apps) is recorded against your student account the first time you mark attendance, purely to prevent one device being used to mark attendance for multiple people.

Workplace attendance & trip data

If you're part of a Workplace (staff, manager, or owner), the app additionally collects:

• Clock-in/out location: a single GPS reading is taken at the moment you clock in and again when you clock out. If your workplace owner has set an office location and radius, your distance from it is checked at that moment; either way, this is a one-time reading each time — the app has no idea where you are between clocking in and clocking out.
• Trip tracking, only if your workplace has turned this on for you — and only while a trip you started is still open:
  • Point-to-point mode: the same one-time-reading model as clock-in/out, just taken once when you start a visit and once when you end it.
  • Live mode: the app records your location continuously in the background for as long as the trip is running, so the route and distance can be calculated. This is the one place in the app where location is tracked continuously rather than as a single point. A persistent notification stays on your device the entire time it's happening, so it's never silent or hidden, and it stops the instant you end the trip. Before your first live trip, the app shows you this exact explanation and asks for a separate "Allow all the time" location permission — nothing starts without that.
• Expense claims: an amount, category, a text description, and an optional receipt reference you type in — never a photo or file upload.
• Who sees it: your own attendance, trips, and claims are visible to you and to your workplace's own managers/owner, since they need it to run payroll, reimbursements, and travel-allowance calculations. Never to other workplaces, and never used for advertising.

Content you create

Events, event sessions, polls and poll votes, RSVPs, guest counts, and join codes you or others create/submit through the app.

Institution structure (College module)

Colleges, programs, sections, and subjects that an admin/teacher sets up — this is institutional configuration data, not personal data about you specifically, beyond names being attached to records as described above.

Camera (QR scanning)

If you use the in-app "Scan QR Code" button to join an event, the app accesses your camera only while that scanner screen is open, to read the QR code. No photo or video is captured, stored, or transmitted — the camera feed is processed on-device purely to decode the code.

Payments and upgrade requests

Some plan upgrades can be purchased directly in the app — via Google Play Billing on Android, or Stripe for Workplace web checkout. In both cases, your card details go straight to Google or Stripe, never to Presencely — we only ever receive confirmation that a purchase completed, plus a purchase token we use to verify it's genuine. We don't see, store, or have access to your card number, expiry, or CVV at any point.

For plans or event packs that aren't self-serve, you can instead request one from inside the app — we record your email address and the request details so we can follow up with you directly. No payment happens through the app in that case.

Diagnostics and usage analytics

The app uses Firebase Crashlytics and Firebase Analytics (both Google services) to help us find and fix bugs and understand which parts of the app are actually used. Crashlytics collects crash/error reports (what failed, a stack trace, and basic device info like OS version and app version) — never the content of your attendance records, messages, or account credentials. Analytics collects aggregate, device-level usage events (e.g. which screens are opened) rather than anything you personally typed or recorded. Both are disabled automatically on a developer's own local debug build, so this only applies to the app as installed from the Play Store or shared directly with you.

2. What we don't collect

• No advertising identifiers, and no third-party advertising SDKs.
• No third-party analytics or crash-reporting SDKs — Crashlytics and Analytics above are both first-party Google/Firebase services, the same provider already used for sign-in and data storage, not an outside ad-tech or data-broker company.
• No continuous or background location tracking outside of an active Workplace live trip you've personally started (see "Workplace attendance & trip data" above) — every other kind of location use in this app, including College and standard Workplace clock-in, is a single, one-time reading.
• No access to your contacts, photos, microphone, or messages.
• No payment card or bank details (see above).

3. How we use this information

• To create and secure your account, and let you sign in.
• To record and display attendance, RSVPs, and poll results to the people who legitimately need to see them (e.g. your teacher/college, or an event's organizer).
• To let the app work offline, by caching your relevant data locally on your device, syncing to our servers once you're back online.
• To prevent misuse — e.g. the device-binding check above, or rate limits on marking attendance.
• To respond to support or upgrade requests you send us.
• For Workplace accounts, to support the payroll, reimbursement, and travel-allowance calculations your employer runs using their own team's attendance, trip, and expense data.
• To send data to a destination a College admin or Workplace owner has explicitly connected via webhook (see Section 5), and only once they've turned that on.

4. Where your data is stored

Data is stored in Google Firebase (Cloud Firestore for synced records, Firebase Authentication for sign-in), which encrypts data in transit and at rest. A copy of data relevant to you is also cached locally on your device (in a local SQLite database) so the app keeps working offline; this local cache is removed if you uninstall the app.

5. Who can see your data

Access is scoped by role: a student's attendance is visible to that student, their teachers, and their college's admin — not to other students or unrelated colleges. An event's roster/poll results are visible to that event's organizer and attendees, not to the public or to other events. We do not sell, rent, or share your personal data with third parties for their own marketing purposes.

A College admin or Workplace owner can also choose to connect a webhook — a destination URL of their own, such as a Google Sheet they control — so a copy of their own institution's or workplace's attendance/records flows there automatically. This is off by default, only that admin/owner can switch it on, and it only ever sends their own institution's or workplace's data to a destination they configured themselves. We never receive that data ourselves, and it's never sent to any other institution.

6. Data retention & account deletion

You can permanently delete your account at any time from within the app (Delete Account, under your profile). What happens depends on your role:

Role	What happens on deletion
Student / Teacher / Admin / Event organizer or attendee	Your profile (name, sign-in) is permanently deleted in-app, immediately, with no need to contact anyone. Historical records that other people rely on — attendance sessions, events, poll results — are not deleted out from under them (e.g. a college's academic attendance record, or an event's guest list for its organizer), but any name attached to you in those records is scrubbed and replaced so they're no longer linked to your identity.
Workplace staff, manager, or owner	In-app, self-serve deletion for Workplace accounts isn't live yet — we'd rather tell you that plainly than leave you guessing. Until it ships, email us at support@qwickwave.com from your account's own address and we'll delete your profile and scrub your name from your workplace's shared records the same way, typically within a few business days.

This mirrors Google Play's Account Deletion requirements for College and Events accounts: deletion is available in-app, doesn't require contacting support, and removes your personally-identifying profile data while preserving the integrity of shared institutional/event records for everyone else who relies on them. Bringing the same in-app path to Workplace accounts is next on our list.

7. Permissions this app requests, and why

Permission	Why
Bluetooth (scan / advertise / connect)	To broadcast/detect the short-range proximity signal used for in-person attendance marking. Android only.
Location	One-time check when marking attendance via the online (PIN + GPS) flow, for an Event with Location Verification set to Required or Optional, or when a Workplace member clocks in/out or logs a point-to-point trip. Required (Events) and a Workplace's geofence confirm you're near the expected place and can block the action if not; Optional (Events) still requires a reading but never checks distance. Not requested for Events set to Off, or when marking via Bluetooth. Also used by Android as a prerequisite for Bluetooth scanning.
Location — "Allow all the time" (background)	Only requested if your Workplace has turned on live trip tracking for you, and only right before your first live trip — after the app shows you an in-app explanation. Used solely to record your route while a live trip you've started is still open, and never active otherwise.
Camera	Only while the in-app QR scanner screen is open, to read an event's join code.

8. Children's privacy

Presencely is used within schools/colleges, where some student users may be minors. We collect only what's described above (name, email, and attendance-related data), only as needed for the institution's attendance/administrative purposes, and this data is visible only to that student's own teachers/college, not shared externally or used for advertising. A parent, guardian, or institution admin can contact us (below) to request access to or deletion of a student's data.

9. Your choices

• You can review and correct your name/profile from within the app.
• You can delete your account and profile data at any time (see Section 6).
• You can decline location/Bluetooth/camera permissions — the corresponding feature (online attendance marking, in-person Bluetooth marking, or QR scanning) simply won't be available, but the rest of the app still works.

10. Changes to this policy

If this policy changes, we'll update the "Last updated" date in the footer below. Material changes will be reflected here before they take effect.

11. Contact us