Privacy Policy — Computer Lab Inventory Management System

Effective Date: June 11, 2026 Last Updated: June 11, 2026 Application Package: com.debdip.labinventory Developed by: Debdip

1. Overview

This Privacy Policy describes how the Lab Inventory Management System (“the App”) collects, uses, stores, and protects information within the institution. This App is developed exclusively for internal use by a specific educational or organizational institute and is not available to the general public.

By using this App, authorized users agree to the practices described in this policy.

2. Scope and Intended Users

This App is strictly intended for use by:

  • System Administrators of the institute
  • Lab Incharge personnel designated and authorized by the institute

Unauthorized access, distribution, or use of this App outside the institute is strictly prohibited.

3. Information Collected

3.1 Machine and Hardware Data

When the Lab Inventory Agent (desktop tool) is run on a lab computer, the following hardware information is automatically collected and stored:

  • Computer hostname
  • BIOS serial number
  • CPU model and specifications
  • RAM capacity
  • Storage drives and capacity
  • Operating system name and version
  • Motherboard manufacturer and model
  • GPU model
  • MAC address
  • Local IP address
  • Lab name and machine number assigned by the institute

This data is collected solely for the purpose of maintaining an accurate inventory of institute-owned computer equipment.

3.2 User Account Information

The following information is collected for authorized users of the App:

  • Full name
  • Institutional email address
  • Role (System Admin or Lab Incharge)
  • Assigned lab identifiers

Passwords are managed by Firebase Authentication and are never stored in plain text by the App or its developers.

3.3 Activity and Audit Data

The App records the following activity logs for accountability:

  • Machine status changes (e.g., Working → Faulty)
  • Identity edits (serial number, machine number updates)
  • The email address of the user who made each change
  • Timestamp of each action

3.4 QR Code Data

Each registered machine generates a QR code containing:

  • Machine ID
  • Lab ID
  • Serial number
  • Hostname

This QR code is saved locally on the lab machine and is used solely for machine identification within the institute.

4. How Information Is Used

All collected data is used exclusively for the following institutional purposes:

  • Maintaining an accurate and up-to-date inventory of computer lab equipment
  • Tracking the operational status of lab machines
  • Enabling authorized personnel to quickly identify and manage machines via QR scan
  • Generating inventory reports for administrative purposes
  • Auditing changes made to machine records

The institute does not use this data for advertising, profiling, or any commercial purpose.

5. Data Storage and Security

5.1 Cloud Storage

Data is stored securely on Google Firebase Firestore, a cloud database provided by Google LLC. Firebase enforces:

  • Role-based access control (System Admin vs Lab Incharge)
  • Authenticated access only — no data is publicly accessible
  • Encrypted data transmission over HTTPS/TLS

5.2 Local Storage

The desktop agent saves QR code images and machine data JSON files locally on each lab PC at:

  • Windows: C:\LabInventory\
  • Linux/macOS: ~/LabInventory/

These local files are for backup purposes and contain no sensitive personal information.

5.3 Access Control

  • Only authenticated users with a valid institutional account can access the App
  • System Admins can view and manage all labs and machines
  • Lab Incharges can only view and edit machines in their specifically assigned labs
  • No data is accessible without logging in

6. Data Sharing

The institute does not share any data collected by this App with:

  • Third-party companies or advertisers
  • Other institutions or organizations
  • Any external party

Data is shared only within the institute, strictly between authorized System Admins and Lab Incharges, on a need-to-know basis as defined by their role.

The App uses Google Firebase (by Google LLC) as its backend infrastructure. Google’s handling of infrastructure-level data is governed by the Google Privacy Policy and the Firebase Data Processing Terms.

7. Data Retention

  • Machine records are retained as long as the machine is registered in the system. Records are deleted by a System Admin when a machine is deregistered or disposed of.
  • Audit logs are retained for a period determined by the institute’s administration policy.
  • User accounts are removed by the System Admin when a user leaves the institute or their role changes.

8. User Rights

Authorized users of the App have the right to:

  • Access their own account information
  • Request correction of inaccurate machine or account data by contacting the System Admin
  • Request deletion of their account by contacting the System Admin

For any such requests, users should contact the designated System Administrator of their institute.

9. Camera Permission

The App requests access to the device camera solely for the purpose of scanning QR codes affixed to lab machines. Camera data is:

  • Not recorded or stored in any form
  • Not transmitted to any server
  • Used only in real time for QR code recognition

The camera is only active when the user explicitly opens the QR scanner within the App.

10. Children’s Privacy

This App is intended for use by adult institutional staff only. It is not directed at children under the age of 18, and the institute does not knowingly collect data from minors through this App.

11. Changes to This Policy

This Privacy Policy may be updated from time to time to reflect changes in the App’s features or applicable regulations. The “Last Updated” date at the top of this document will be revised accordingly. Continued use of the App after any changes constitutes acceptance of the updated policy.

12. Contact

For questions, concerns, or requests related to this Privacy Policy or the data practices of the Lab Inventory Management System, please contact the System Administrator of your institute or the App developer:

Developer: Debdip Application: Lab Inventory Management System Package: com.debdip.labinventory

This privacy policy applies solely to the Lab Inventory Management System application and its associated desktop agent tool. It does not apply to any other systems or applications used by the institute.