Owlmate Privacy Policy
Effective date: 24 September 2026
Operator: Pusat Tuisyen Sayang Oh Sayang ("we", "us" or "our")
Contact: yapcg@ptsos.edu.my | 012-6972727 | 39, Jalan Mh 1, Taman Muzaffar Heights, 75450 Melaka
1. About this policy
Owlmate is a platform that helps our centre manage students' learning and communicate with parents or guardians. This Privacy Policy explains how we collect, use, disclose, protect and retain personal data when you register for or use Owlmate.
For a student who is a minor, "you" in this policy includes the student's parent or legal guardian where appropriate.
2. Personal data we collect
Depending on how you use Owlmate, we may collect:
- Parent or guardian details: name, email address, telephone number, relationship to the student and account details.
- Student details: name, class or programme, attendance records and information needed to identify and support the student at our centre.
- Learning records: homework, spelling, dictation and other assigned work, completion or progress records, and remarks entered by teachers.
- Pickup information: pickup notifications and related times or status records.
- Communications: messages, enquiries, support requests and notices sent through the platform, where these functions are available.
- Technical information: login activity, device or browser details, IP address and records needed to operate and secure the platform.
We may receive this information directly from parents or guardians, from our staff, or from records provided during student registration. Please provide only information relevant to the student's care and learning. If you give us information about another person, such as an authorised pickup person, you should inform that person that their details have been provided to us.
3. How we use personal data
We use personal data to:
- create and manage parent, student and staff accounts;
- verify account access and link parents or guardians to the correct student;
- record attendance and manage student pickup;
- assign and display homework and learning activities;
- allow teachers to record feedback and allow parents or guardians to view their child's records;
- send account invitations, password reset emails, service notices and relevant centre communications;
- respond to enquiries and provide support;
- maintain the security, reliability and performance of Owlmate; and
- meet applicable legal obligations and resolve disputes.
The information needed to identify a student, link a parent account and provide the relevant centre service is generally necessary for us to deliver those functions. If it is not provided, some Owlmate functions may be unavailable. Any optional information requested in a form should be identified as optional.
4. Children's information and account access
A parent or guardian should register or activate an account using their own contact details. We use student information to provide the centre's services and make the student's relevant records available to authorised parents or guardians and staff.
Parents and guardians should tell us promptly if account access or custody arrangements change. We may request reasonable information to verify a person's authority before giving access to, changing or disclosing a student's records.
5. Who can see or receive information
Access within Owlmate is limited according to a person's role. Relevant teachers and authorised centre staff may access records needed for their work. A parent or guardian should only be able to access records for a student linked to their account.
We may share information with service providers that help us host, maintain, secure or support Owlmate, or deliver account emails and notifications. They should use the information only to provide those services under appropriate safeguards. We may also disclose information where required by law or where reasonably necessary to protect a student's safety or our legal rights.
We do not sell students' or parents' personal data.
Before publication: Confirm whether any hosting, email, backup or support provider processes data outside Malaysia. If so, describe the relevant overseas processing and safeguards here.
6. Security
We use reasonable administrative and technical measures to protect personal data against unauthorised access, loss, misuse and disclosure. Access is restricted to authorised users according to their responsibilities.
No online service can guarantee absolute security. Please keep your password confidential, sign out of shared devices and contact us immediately if you believe someone has accessed your account without permission.
7. Retention
We keep personal data for as long as it is needed to provide the centre's services, maintain appropriate educational and operational records, meet legal requirements, or handle a dispute. We then delete or anonymise it when it is no longer required, subject to backup cycles and applicable obligations.
Before publication: Add the centre's actual retention periods or criteria for inactive accounts, student records, logs and backups. Do not promise a deletion period that the system cannot meet.
8. Access, correction and requests
You may contact us at [privacy email address] to ask about personal data relating to you or your child, request access or correction, or raise a privacy concern. We may need to verify your identity and your relationship to the student before acting on a request. We will handle requests in accordance with applicable law.
If you believe a student record is inaccurate, please contact the centre so that an authorised staff member can review it. Removing an account may affect access to Owlmate, but it may not require us to erase records we must retain.
9. Cookies and similar technology
Owlmate may use cookies or similar browser storage needed for login, account security and platform operation. [If analytics or other optional tracking tools are used, identify them and explain the available choices here.]
10. Changes to this policy
We may update this policy as Owlmate or our practices change. We will post the updated version with a new effective date and provide additional notice where appropriate.
11. Contact us
Pusat Tuisyen Sayang Oh Sayang
Address: 39, Jalan Mh 1, Taman Muzaffar Heights, 75450 Melaka
Email: yapcg@ptsos.edu.my
Telephone: 012-6972727