1. Information we collect
When you register or sign in, the portal stores your Firebase user ID, email address, name, nickname, date of birth, class, account status, role, and profile photo information. Firebase Authentication manages sign-in credentials. Your sign-in password is not stored in the student profile database.
We also store the content and settings you choose to save through portal features, as described below. Some information is stored on your device to keep the portal responsive and restore your work.
2. Portal features and your content
Schoolwork and personal tools
Manual tasks store titles, subjects, deadlines, completion status, and pins. Notes store titles, content, formatting, and synchronization data so your devices can keep the same note up to date. Calendar features store personal events, dates, notes, and audience settings for school events. Exam features store published schedules, your preparation folders and resources, private topic-readiness statuses, review flags, study dates, personal study notes, and your selected religion subject for filtering your exam guide, and whether you have seen or dismissed an exam notice. Official study guides are published by management; your readiness is a personal assessment, not an official grade. Countdown titles and dates, and class lists used in group tools, may also be saved. Some wheel entries, tool preferences, and navigation settings are saved in browser storage.
Play: quizzes and surveys
Play stores quiz titles, instructions, questions, answer keys, matching pairs, selected answers, sections, text and image blocks, scoring settings, sharing choices, and compressed question images. Uploaded question images are stored in the portal owner's private Google Drive. If a creator embeds an external HTTPS image, your browser requests it from that image host, which may receive technical request information under its own policies. Signed-in respondents can save unfinished answers to their accounts. Submitted responses include answers, scores when applicable, submission times, and the respondent's account identity or chosen guest name. The quiz creator can see these responses and statistics.
A public quiz link lets anyone with the link view published questions and respond without signing in. Guests must provide a name; that name is not a verified identity. Guest answers are not autosaved, and the result screen is kept only in the current page. Reloading or leaving the page removes guest access to that screen, but the creator still retains the submitted response. Guest access uses a temporary signed token. An opaque, keyed network identifier and an hourly counter help limit repeated guest submissions; the raw network address is not stored in quiz rate-limit records. Quiz and survey records are not automatically removed by account deletion.
Materials and Student photos
For uploaded files, we process file contents, names, sizes, types, folder organization, ownership, upload progress, and sharing permissions. Materials also support saved links, personal pins, and references to shared files. File contents are stored in designated folders in the portal owner's Google Drive; file metadata and access settings are stored in the portal database. Previews may download file data to your device or create a separate converted PDF in storage. Student photos is a separate, access-controlled feature for your photo folders and uploads. Its four-digit PIN is an additional access check; it does not encrypt each image like the Password manager. PIN setup and verification are handled by the portal backend.
Whiteboards and templates
Whiteboards store their titles, owners, shapes, text, drawings, images, layout, background, sharing recipients, and document data used for saving and recovering drafts. Templates create an editable copy in your own boards. Only the owner can edit a board. Recipients can view a shared board or duplicate it into a private editable copy. No live participant, cursor, selection, or editing-preview feature is active.
BK Points and Mr Syam Points
Connecting Mr Syam also lets the portal read your class, current and previously completed weekly missions, your submission status and teacher feedback, and whether your weekly bonus was claimed. These results are cached per account and checked daily at 00:00 WITA or when you refresh. You can submit mission responses, links, compressed images, drawings, and supported audio attachments through the portal. These are sent to Mr Syam for teacher review and remain subject to that service’s retention and access rules. The portal caches response text and attachment-presence information, but does not persist the attachment in the portal database. Submitted image previews are fetched on demand and held temporarily in memory for your account; external image hosts receive the image request. Bonus claims open the Mr Syam website; the portal does not award points.
If you connect either points service, the portal saves its lookup code and cached results for your account. BK Points may return a name, class, balance, and transaction descriptions. Mr Syam Points returns point adjustments, descriptions, dates where available, and a calculated balance. The relevant code is sent to that service when points are checked. Automatic checks use a daily cache; manual Refresh requests updated points and transactions, subject to a short cooldown. Rank milestones are calculated from your cached BK balance. Disconnecting a service removes its saved code and results from the portal, without changing the school's records.
Search, feedback, and AI study prompts
Global search uses titles, filenames, page and feature names, and relevant metadata for content your account can access. Results are temporarily cached in your browser. Search does not unlock the Password manager or include decrypted vault entries. Feedback and bug reports store your message and sender information for authorized management users to review.
The exam study tools help you prepare and copy prompts. They do not automatically send your study content to an AI provider. If you paste a prompt or upload a file into an external AI service, that service handles the information under its own policies.
Personal Score tracker
Score tracker stores the subject, title, assessment type, earned score, maximum score, assessment weight (except TKA), date, and notes you enter. The portal calculates ordinary and weighted averages, subject comparisons, history charts, and descriptive trends from these records. These calculations do not create official school grades and do not send your records to an AI provider. Other students cannot view your personal score records through this feature. If you choose Classroom assignments, the portal also reads their published grades and maximum points and stores course, assignment, and connected Google account references. Selected records remain linked: refresh and periodic checks while Score tracker is open update names and grades, remove deleted assignments, and exclude work whose grade is no longer available. Subject and assessment type are selected manually. You can delete a linked record to stop tracking it. Subject master names are managed by authorized administrators and are available to approved users; changing a master name does not rewrite existing score records.
Messages, groups, and conversation streaks
Messaging stores text, uploaded images and their file metadata, sender and recipient identities, group names and photos, membership and administrator changes, message requests, blocks, timestamps, and system events. Images use the portal owner’s Google Drive and are accessed through authorized links. A new direct-message request permits one initial message before acceptance. Group members can leave, and group administrators can remove members.
Typing activity uses short-lived updates. Message sequences and read positions support unread badges and delivery or seen indicators. Seen indicators are reciprocal: they are shown only when the relevant participants have read receipts enabled. Turning read receipts off does not stop the portal from maintaining your own unread count or confirming that a message reached the server. Messages are not end-to-end encrypted by the portal; recipients and authorized operators with backend access may have access to stored content.
Conversation streaks unlock after three consecutive qualifying days and use daily sender activity in WITA, consecutive-day counts, milestone events, and up to three shared restores per conversation per month. Direct messages require both people to send a message on the same day; group streaks require at least two members. Global streak rankings expose the ranked account’s name, class where shown, photo where available, and streak count, without exposing private conversation names or message text.
Live quizzes
Live quizzes store the host, join settings and code, invited audiences, participant identities or guest names, answers, answer timing, points, ranks, and completed results. Public sessions can be joined using a code or link. Hosts can see joined players, answers and statistics, and can remove players. Live standings and winners are visible to session participants. Sounds and music can be controlled through live-quiz settings; camera or microphone access is not required.
Announcements and management activity
Announcements store scrolling messages, information-panel titles and messages, active dates, and display preferences. A browser record may remember that a view-once panel has been shown. Administrator notes store short internal reminders and feature ideas for authorized management users. User analytics records authenticated sign-in sessions, account identity, class, sign-in provider, and sign-in time, and calculates unique-user counts for the past 7 and 28 days. Reloading a page is not counted as a new authenticated session. Sign-in logs are available to management users whose permissions include User analytics.
3. Google connections and user data
If you connect Google Classroom, the portal reads your connected account identity, active student courses, published assignments and descriptions, deadlines, attachment information, submission status, and published grades for the Score tracker assignments you choose. It caches this information and your assignment pins. Materials may read course materials, announcements, and supported attachments needed for the folder or file you choose to view. Google permissions and teacher download or copy restrictions still apply.
Classroom access is read-only: the portal does not create, edit, delete, grade, or submit Classroom assignments for you. Manual tasks in the portal are separate. Classroom authorization tokens are encrypted on the server and are not provided to other students.
Google account and Classroom data are used for the features you choose to connect. They are not sold, used for advertising, or used to train AI models. MKS Learning Portal's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Cached results can differ from the source until a successful update. Disconnecting Classroom deletes the portal's stored connection, cached assignments, and pins; it does not delete courses, assignments, or teacher files in Google. You can separately revoke authorization in your Google Account's third-party connections settings.
4. Sharing and who can access information
Your personal score records, unshared notes, personal tasks, integration codes, and connection records are not displayed to other students through the portal. Shared materials, school events, and whiteboards are visible to their selected audiences. Selecting a class can select its students, and individual recipients can be adjusted. Whiteboard sharing is view only. Shared notes are sanitized snapshots with view-only access. Recipients can duplicate shared notes or whiteboards into their own private records; those copies are independent.
People who receive content may be able to view, copy, download, export, or take screenshots of it. Revoking access stops future authorized portal access but cannot remove copies already saved elsewhere. Whiteboard collaboration, live cursors, and participant lists have been removed. Shared boards are loaded when opened rather than exposing live participation.
The owner and authorized management users can manage the profiles, access controls, school content, and feedback their role permits. Authorized operators may access stored information when needed to run the portal, resolve an issue, protect the service, or meet applicable requirements. Ordinary notes and whiteboards are not protected by the Password manager's separate encryption.
Custom profile photos are served through a public photo endpoint: anyone with a valid image URL may be able to view them. This differs from Student photos, which requires portal access and permission to use the feature. Do not use a profile photo you need to keep private.
Google/Firebase provides authentication and database storage, while Google Classroom and Drive provide connected school content and file storage. Vercel hosts the portal and its backend. BK Points and Mr Syam Points process the codes and school records needed for their integrations. Opening an external link may disclose information to that destination under its own policy.
5. Storage, browser data, and security
Portal records are stored in Firestore. Whiteboard live-room access in Firebase Realtime Database has been disabled; the portal no longer publishes Whiteboard participation or cursor updates. Older room records may remain until removed by an authorized operator. This change does not delete saved boards.
Custom profile photos, materials, photo uploads, weekly guides, and certain generated previews use designated Google Drive storage. Profile photo cropping and compression occur in your browser before the resulting image is uploaded.
Browser memory, session storage, local storage, and upload-resume storage may hold cached content, note or whiteboard drafts, upload information, preferences, and tool entries. Installed-app caching stores public application assets and an offline page; it is not a guarantee that all private content is available offline. Signing out does not guarantee that every local copy or browser history entry is removed. On a shared device, clear site data when you finish; this may also remove unsaved local drafts.
HTTPS, authentication, backend permission checks, database access rules, and encryption for specific credentials help protect information. Only the Password manager uses its separate vault encryption described below; the portal does not promise end-to-end encryption for all content. No online service can guarantee absolute security. Hosting and service providers may process technical information such as IP addresses, request times, and error events for operation and troubleshooting.
6. Password manager
Optional feature · Vault consent version 2026-10-11
Enabling your vault and encryption
You must explicitly enable the vault in Profile and accept this policy. Service names, usernames/identifiers and saved passwords or codes are encrypted in your browser using AES-256-GCM. A separate master password derives the encryption key using PBKDF2-SHA-256 (600,000 iterations). The portal stores ciphertext, a random salt, timestamps and a bcrypt-protected authentication verifier derived independently from the encryption key. Your master password and encryption key are not sent to the server. This feature does not change the password used to sign into your portal account.
Access and automatic locking
Only your authenticated account can request your encrypted vault. Administrators have no vault-viewing interface or recovery key. Unlocked entries and keys remain in browser memory, not local storage, and are cleared when you lock, leave Tools, sign out or after your selected inactivity period (30 seconds, 1, 5, 10 or 30 minutes; default 10 minutes). Minimizing the window or switching focus does not immediately lock the vault; inactivity continues to count, and expiry is checked when you return. An unlock session lasts at most thirty minutes.
Recovery and clipboard privacy
There is no master-password recovery. If you forget it, the contents cannot be recovered. Protect your account, device and master password. Anyone viewing your screen can see revealed passwords; copying a value places it on your device clipboard, which other software or device history may retain. The portal cannot guarantee removal from your clipboard. Avoid shared or untrusted devices. You can edit or delete individual entries while unlocked. Up to 200 entries may be stored. Encryption does not protect data while your device or browser is compromised.
7. Retention and deletion
Information is retained while it is needed for your account and the features you use. You can use available delete, disconnect, and sharing controls to remove content or stop access. Successful synchronization replaces cached integration data; temporary previews, drafts, and local caches can persist separately from their original records.
Account deletion currently removes the sign-in account and profile, Classroom connection, notes, encrypted vault, exam preparation and state, personal score records, and saved BK Points data. It also attempts to remove the custom profile photo from Drive. It does not guarantee that every other record, uploaded file, shared whiteboard, Mr Syam Points connection, or copy on a device has been removed. Messages, group history, streak and ranking records, login logs, live-quiz results, and independent copies held by recipients may require separate cleanup. For a broader deletion request, tell the owner which content and integrations should be included.
Storage cleanup may require retries if a provider is unavailable. Previously downloaded files, exports, screenshots, clipboard history, browser caches, and provider backups or logs may remain outside the immediate deletion operation. A local or exported copy does not become inaccessible just because portal sharing changes.
Temporary OAuth connection records expire after a short period and cannot be used after expiry; physical cleanup may happen later. Retention by Google, Firebase, Vercel, or another service is also subject to that provider's processes.
8. Your choices
Classroom, points integrations, and the Password manager are optional. You can use available portal features without connecting every service. You can adjust sharing recipients, manage chat membership and blocks, control read receipts, disconnect integrations, remove available content, replace or remove a profile photo, and choose local preferences.
You can review or revoke Google permissions in your Google Account. Revocation stops further authorized access but does not itself erase content already cached in the portal. Disconnect the integration or request deletion as well. Use manual Refresh when you need to check for newer information.
For a question, correction, account deletion, or wider personal-data removal request, contact the owner through the communication channel used to obtain your invitation. Do not put passwords, lookup codes, or other secrets into feedback or public/shared content.
9. Student accounts
The portal is intended for invited, registered students and authorized school users. Account status, role, class membership, and feature permissions determine which areas are available. Follow your school's rules when uploading photos, adding classmates' information, or sharing schoolwork. If you are unsure about using a feature or sharing information, ask your parent, guardian, or school contact.
10. Changes and contact
This policy may change when portal features or data handling change. The date above identifies this revision. The plain-language version is a summary; the full policy provides the details.
For privacy questions and deletion requests, contact the portal owner through the same channel used to arrange your portal access. This portal is not an official Google product.