Privacy Policy
Room Booking is an internal tool used by JIU (jiu.ac, k-eduplex.net) and CGA (cga.sch.id) staff to view and reserve shared campus rooms. This page explains what information the tool uses and how it is handled.
Who operates this tool
The tool is operated by the JIU campus administration. Contact: admin@k-eduplex.net.
Information we use
- Google account identity. When you sign in with Google, we receive your email address and display name. We use them only to identify you, to check that your account belongs to one of the participating schools, and to record who made or approved a booking.
- Booking details you enter. Room, date and time, title (purpose), optional purpose grade, expected headcount, notes, and the reason for a preemption request.
- Calendar data. The tool reads the shared room calendars in the schools' Google Workspace to show availability, and writes bookings to them as calendar events that invite you and the room.
We do not request access to your personal calendar, contacts, files, or any other Google data. We do not use cookies for tracking; the only browser storage used is a short-lived sign-in token kept in memory.
How the information is used
- To display room availability and to create, approve, reject, or cancel bookings.
- To send email notifications about your requests to you and to the room's approvers.
- To post a one-line notice of confirmed or cancelled bookings (room, time, title, and requester name) to the schools' internal Google Chat space.
- To keep an audit log of booking actions for the school administration.
Where it is stored
All data stays inside the schools' Google Workspace: Google Calendar (bookings), a Google Sheet owned by the administration (pending requests and the audit log), and Google Apps Script (the backend). Nothing is sent to third-party services. The public website only contains the user interface; it stores no personal data.
Who can see it
Booking titles and requester names are visible to signed-in staff of the participating schools on the availability board, as they are in the shared room calendars today. Reasons for preemption requests and rejection notes are visible only to the requester, the room's approvers, and administrators.
Retention
Calendar events remain in the room calendars according to the schools' calendar policies. Request records and audit logs are kept for administrative purposes and may be deleted by the administration. Sign-in tokens expire within one hour.
Your choices
You may cancel your own bookings and requests at any time from "My bookings". To ask for correction or deletion of your data, contact admin@k-eduplex.net.
Changes
If this policy changes, the date above will be updated. Continued use of the tool after a change means you accept the updated policy.