# OptiPulse Class Scheduler — Privacy Policy

*Last updated: Oct 4, 2026* · Publisher: **Demetrios Avramides**

> For the owner: fill in the two bracketed values, then publish this page at a public address
> (for example a page on your website or a GitHub Pages site). Enter that address as the
> **Privacy policy URL** in Partner Center (Store Policy 10.5.1). Keep it up to date when features
> change. Greek version below. No email address is printed here on purpose: contact is through the
> Support link on the program's Microsoft Store page (Partner Center → Properties → Support info
> still needs a contact point — a website or support page is enough).

## 1. Who this policy is for

OptiPulse Class Scheduler ("the program") is a Windows program that a studio, school or club
("the organisation") installs on its own PC. It lets people register for classes from their phones
over the organisation's Wi-Fi, and it helps the organisation build its timetable.

**The publisher does not receive, see or store any of the data the program holds.** The program has
no accounts, no cloud service, no advertising, no analytics and no telemetry. Everything stays on
the organisation's PC. The organisation that runs the program decides what is collected and why. It
is the *data controller* (GDPR), and questions about your registration should go to that
organisation.

## 2. What the program stores, and where

The program stores these on the organisation's PC only:

| Data | Why |
|---|---|
| Name; mobile number; email address (optional); year of birth; course chosen; the class times a person can attend, in order of preference; the preferred language | To register the person and place them in classes |
| For a child: the parent's or guardian's name, mobile and email | Children are registered by a parent or guardian |
| The classes a person was placed in; attendance registers; requests to change times; whether the person has left | To run the classes |
| The admin PIN (salted and hashed, never stored as typed) | To protect the admin pages |
| A privacy action log (export or erasure, with a case reference and no identity) | To account for privacy requests |

- **Storage and security.** All of this is kept in one data file that is encrypted at rest
  (AES-256-GCM). The key sits in a folder that only the signed-in Windows account can read.
  Dated, encrypted backups are kept on the same PC (60 at most). If the organisation chooses a
  backup folder (for example a USB stick or a synced folder), the encrypted backups are copied
  there as well.
- **Who can see it.** The admin pages open only on the PC itself, behind a PIN. Phones on the Wi-Fi
  see only the registration page, which never shows other people's data.
- **The network.** The pages are served on the local network only (http, and https with a
  certificate made on the PC). Nothing is sent to the internet, except the emails described below.

## 3. Why the data is used, and on what basis

The data is used only to register people for classes, build and run the timetable, take
attendance, and tell people about their classes. It is not used for advertising, profiling or
anything else. The organisation's legal basis is normally the performance of the registration the
person asked for (GDPR Art. 6(1)(b)), or its legitimate interest in running its classes
(Art. 6(1)(f)). Giving an email address is optional; email is sent to it only because it was given.

## 4. Sharing

The data is **not sold, not shared and not given to the publisher or any third party** by the
program. The only data that leaves the PC is:

- the emails in section 5, sent through the organisation's own email provider;
- encrypted backup copies the organisation chooses to place in a folder it controls.

## 5. Emails

If the organisation turns email on, the program sends messages **through the organisation's own
email account** (for example Gmail or Outlook, set up in the program):

- a person's timetable;
- notices about class changes and messages to a class or to everyone;
- one-time links for requesting different times;
- to the organisation itself, its recovery key (needed to open its data on another PC).

Those emails go through the organisation's email provider and are covered by that provider's
privacy terms. The publisher is not involved.

## 6. Cookies and similar technologies

The program uses **no cookies, no advertising or tracking technologies, no analytics and no
third-party scripts**. The registration page remembers only the language you chose, in your
phone's browser storage; it contains no personal data and you can clear it in your browser
settings at any time.

## 7. Where data is stored and transfers

Data is stored on the organisation's PC. The publisher transfers nothing to other countries
because it receives nothing. If the organisation's email provider or backup folder is outside
its country, that is a choice and responsibility of the organisation and that provider.

## 8. Children

The registration page has a separate path for a parent or guardian ("I'm a parent registering my
child"): the parent's own name, mobile and email, then each child's name, year of birth, course and
times. The program asks for no other data about children, shows children nothing about other
people, and sends emails only to the parent's address. The organisation is responsible for making
sure that children are registered by a parent or guardian, as the law where it operates requires.

## 9. How long data is kept

Data stays until the organisation removes it. The program lets the organisation:

- **export** everything held about one person, as a file;
- **erase** one person completely, including from the retained backups;
- mark a person as having **left**, so they are no longer included in classes or emails;
- remove whole seasons and people.

Uninstalling the Microsoft Store version deletes the program's data folder from the PC. Copies the
organisation made elsewhere (its backup folder) remain under its control.

## 10. Your rights

You have the right to access, correct, export, erase and object to the use of your data. To use
them, contact the organisation where you registered. It can do all of these in the program
(Settings → Privacy). If you think the organisation mishandles your data, you can complain to your
data-protection authority (in Greece: the Hellenic Data Protection Authority, www.dpa.gr).

## 11. Changes to this policy

When the program changes in a way that affects privacy, this page is updated and the date at the
top changes. The current version is always the one at the address listed on the program's
Microsoft Store page.

## 12. Contact

Questions about this policy or the program: use the **Support** link on the program's Microsoft
Store page. Questions about your own registration go to the organisation that runs your classes.

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