Privacy Policy

LunarTMS — Training Management System

Effective Date: April 24, 2026

1. Overview

LunarTMS (Training Management System) is a closed, role-based application operated by Lunar IT Solution. It is used to manage trainer assignments, training sessions, attendance, school enrollments, and payment records.

Access is granted only to authorized personnel — administrators, trainers, and school-role users. This policy explains what personal information LunarTMS collects, why it is collected, and how it is protected.

2. Information We Collect

LunarTMS collects the minimum data necessary to operate the system. No data is collected automatically from device sensors, location, or usage analytics.

Data	Why It Is Collected	Required?
Full name	Display name within the system; identifying trainers and school contacts	Yes
Email address	Primary login identifier and account contact. Used to authenticate the user and, if needed, for account-related communications (e.g., credential resets initiated by an administrator).	Yes
Phone number	Alternative login identifier (users may sign in with phone or email). Also used as a contact reference for trainers and school users within the system. Phone numbers are stored in plain text and are visible only to administrators.	Yes
Password	Account authentication. Stored as a one-way bcrypt hash — never in plain text.	Yes
Training session records	Core operational data: session dates, class groups, attendance logs	Yes
Payment records	Trainer and school payment tracking for financial reporting	Yes

3. How We Use Your Information

Email Address

• Authenticate users at login (email or phone accepted)
• Uniquely identify each account in the system
• Allow administrators to search or manage user accounts

Phone Number

• Authenticate users at login as an alternative to email
• Serve as a contact reference for trainers and school coordinators
• Displayed to administrators only — not shown to trainers or school users outside their own profile

Other Data

• Managing and tracking training sessions and assignments
• Recording attendance per session
• Processing and reporting trainer and school payments
• Generating internal operational reports for administrators

We do not sell, rent, or share your personal data with any third party for marketing or commercial purposes.

4. Data Sharing

LunarTMS does not integrate with any third-party analytics, advertising, or data-broker services. Your data is not shared outside the organization except:

• When required by applicable law or a valid legal process
• To the hosting infrastructure provider (Plesk/server host) solely for the purpose of running the application — the provider does not access application data

5. Access Control

LunarTMS uses a strict role-based access model:

• Admin: Full access to all records, user management, payments, and reports
• Trainer: Access limited to their own sessions, attendance logs, and payment history
• School user: Access limited to the schools they are assigned to

All API endpoints are protected by JSON Web Token (JWT) authentication. Unauthenticated or cross-role requests are rejected.

6. Data Retention

Personal data is retained for as long as the account is active and the data is needed for operational or legal purposes. When an account is deactivated or a deletion request is processed:

• Name, email, and phone are anonymized or removed
• Financial and session records may be retained in anonymized form for legal and accounting compliance

7. Your Right to Data Deletion

You may request the deletion of your personal data at any time. Upon a verified request, we will:

• Remove or anonymize your name, email address, and phone number
• Revoke account access immediately
• Retain only the minimum financial or attendance records required by law, in anonymized form

To submit a deletion request: Data Deletion Request Form

8. Security

• Passwords are hashed using bcrypt before storage — plain-text passwords are never stored
• All sessions are authenticated via signed JWTs with expiry
• Role enforcement is applied server-side on every request
• The server is hosted in a restricted environment accessible only to authorized personnel

9. Children's Privacy

LunarTMS is an internal professional tool intended for adults (18+) working as administrators, trainers, or school coordinators. It is not directed at children and does not knowingly collect data from anyone under 18.

10. Changes to This Policy

If this policy is updated, the revised version will be posted at this URL with an updated effective date. Continued use of LunarTMS after a policy change constitutes acceptance of the revised terms.

11. Contact

For questions about this privacy policy or to submit a data request, contact us: