Privacy Policy
Last updated 28 October 2026
1. About this policy
This policy explains how the Faculty of Humanities and Social Sciences, University of Sri Jayewardenepura (“the Faculty”, “we”, “us”) collects, uses and protects personal information in the We@FHSS mobile app for iOS and Android.
We handle personal information in line with the Personal Data Protection Act No. 9 of 2022 of Sri Lanka, the regulations of the University Grants Commission, and the policies of the University of Sri Jayewardenepura.
2. Information we collect
- Account details: name, Faculty email address, index or registration number, role, department, programme and batch. These come from University records when you sign in with your Faculty email account. You do not enter them yourself.
- Attendance: the lecture, the time you marked attendance, and confirmation that your phone was near your lecturer’s phone during the class.
- Feedback: your answers to lecture feedback and course evaluation surveys.
- Notifications: if you allow notifications, a notification token for your phone.
- App and device information: app version, when you last used the app, phone model and operating system, crash reports, and checks on whether the phone or the app has been modified.
We do not collect your location, contacts or photos. On Android 11 and older, the phone requires the location permission before the app can check for nearby devices during attendance; the app does not use it to read your location. If you use fingerprint or face unlock, this is handled by your phone and is never sent to us.
3. How we use it
- To sign you in and show your timetable, attendance and results.
- To record attendance.
- To send lecture reminders and Faculty notices.
- To review and improve teaching through feedback.
- To keep the app working, secure and up to date.
We do not use your information for advertising, and we do not sell it.
4. Who can see it
Your information is available only to authorised Faculty and University staff who need it for their work. We use trusted service providers for sign-in, notification delivery, crash reporting and app security. They may use the information only to provide that service and must protect it. We may also disclose information where the law requires it.
5. How long we keep it
- Your information is kept in We@FHSS while your batch is studying at the Faculty.
- When your batch passes out, your access to the app ends and your information is removed from We@FHSS.
- Audit logs, which record actions taken in the system for security and accountability, are kept for five years.
- Academic records, such as results and attendance, are kept according to the University’s records retention policy.
6. Your account and deletion
Accounts are issued and closed by the University. The app has no sign-up and no in-app account deletion. To ask about deleting your information sooner, email apps.fhss@sjp.ac.lk. Some records must be kept under University policy and cannot be deleted on request; we will tell you if this applies.
7. Your rights
Under the Personal Data Protection Act No. 9 of 2022, you may ask to see the personal information we hold about you, ask us to correct it, or ask us to delete it, subject to the record-keeping requirements above. You can turn off notifications at any time in your phone settings. To make a request, email apps.fhss@sjp.ac.lk.
8. Security
We use reasonable technical and organisational measures to protect your information, including encrypted connections, secure storage of sign-in details on your phone, and role-based staff access. No system is completely secure, but we work to keep your information safe.
9. Children
The app is intended for university students and staff and is not directed at children.
10. Changes to this policy
We may update this policy. The latest version will always be on this page with the date it was last updated.
11. Contact us
Faculty of Humanities and Social Sciences, University of Sri Jayewardenepura, Gangodawila, Nugegoda, Sri Lanka
Email: apps.fhss@sjp.ac.lk