Your privacy is important to us. This Privacy Policy explains how the COHS Help Desk Portal collects, uses, and protects your information. By using our service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We are committed to collecting only the information necessary to provide our service. The information we handle includes:

• Account Information: When you sign up, your authentication is managed by our trusted third-party provider, Clerk. We only access your basic profile information, such as your name and email address, which is required to identify you within the service.
• Support Ticket Information: When you submit a ticket, we collect the title and description you provide. This data is stored securely in our real-time database, provided by Convex.

2. How We Use Your Information

Your information is used exclusively for the following purposes:

• To provide, operate, and maintain the COHS Help Desk Portal.
• To respond to your support requests and communicate with you about your tickets.
• To ensure the security of your account and our platform.

We do not collect, share, or use your data for any marketing, analytics, or other purposes. All user signups are strictly for the use of this service.

3. Information Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal information to outside parties. Your data is accessible only under the following strict conditions:

• Authorized Personnel: Designated IT administrators can view support ticket information through a secure, role-based admin dashboard within the user interface.
• No Backend Access: To protect your privacy, our IT administrators do not have direct access to the backend Convex database. Their access is limited to the application's administrative UI, preventing direct interaction with raw data.

4. Data Security and PII

We rely on the robust security measures of our technology partners, Clerk and Convex, to protect your information. Furthermore, this application is designed to avoid the handling of sensitive data.

No Personally Identifiable Information (PII) beyond your name and email will ever be requested or stored in this application. You are advised not to include sensitive personal information in your ticket descriptions.

5. Data Retention

We retain your account and ticket information only for as long as necessary to provide you with our services and for institutional record-keeping. You may request the deletion of your account and associated data at any time.

6. Your Rights

You have the right to access, update, or request the deletion of your personal information. To exercise these rights, please contact us through the help desk portal.

7. Contact Information

If you have any questions about this Privacy Policy, please contact the IT department through the help desk portal or via email at privacy@cohshelpdesk.com.