Cookie
Policy

This Cookie Policy explains how Roadmint IMS (“we”, “our”, “the platform”) collects, stores, uses, protects and manages the personal information of students, faculty, parents, staff members and institute administrators who use our portal.

Roadmint IMS is an advanced, cloud-based Institute Management System designed to help educational institutions handle student databases, staff management, attendance tracking, digital ID cards, fee management, admission processes, internal notices and many other essential operations. We are committed to maintaining complete transparency about how your data is handled and ensuring your privacy is fully protected.

By accessing or using the Roadmint IMS portal, you acknowledge that you have read, understood and agree to the practices described in this Cookie Policy. This policy applies to all types of users, including but not limited to:

• Institute administrators
• Faculty and staff members
• Students
• Parents/Guardians
• Portal users and authorized operators

Roadmint IMS ensures enterprise-grade protection of all user information. We implement strict security standards, encrypted communication and secure storage environments to prevent any unauthorized access. Our system usesJWT (JSON Web Tokens) for secure authentication and role-based access, and all database operations are hosted in aprotected, isolated, security-hardened environment.

This Cookie Policy will continue to evolve as Roadmint IMS introduces new features such as admission management, digital receipts, financial reporting, staff management tools, onboarding systems and more modules across Starter, Professional and Enterprise tiers.

2. What Are Cookies & How Roadmint Uses Them

Cookies are small data files placed on your computer, tablet or mobile device when you access Roadmint IMS. These files contain unique identifiers that allow the platform to recognize your device, maintain secure login sessions, remember your preferences and improve your overall experience. Cookies are a standard part of modern web applications and are essential for secure, seamless operation of the Roadmint IMS ecosystem.

Roadmint IMS uses cookies to authenticate users, protect their sessions, store temporary preferences, optimize loading speed, monitor platform performance and analyze how different modules are used by institutions. Some cookies expire automatically at the end of each session, while others remain on your device for a limited period to support quicker login, personalization or analytics.

2.1 How Cookies Work on Roadmint IMS

When you visit or log in to Roadmint IMS, our system automatically creates certain cookies required for:

• Session authentication — ensuring you stay securely logged in
• Role-based permissions — defining what pages you may access
• User identity verification — confirming that account access is legitimate
• Platform navigation — loading dashboards, modules and pages faster
• Preference storage — remembering theme, view modes, filters, etc.
• Performance tracking — analyzing loading time and usage patterns
• Error detection — identifying bugs, broken pages or unexpected behavior

These cookies help Roadmint deliver a secure and optimized experience across the IMS portal, irrespective of the user’s device or plan (Starter, Professional, or Enterprise).

2.2 Cookies Are Not Spyware or Malware

Cookies cannot run code, install software or access files on your device. They do not collect sensitive information unless explicitly provided by you within the platform itself. Roadmint does not use cookies to track your personal browsing outside the IMS platform, nor do we sell cookie data to third parties.

2.3 First-Party vs Third-Party Cookies

Roadmint IMS uses both first-party and limited third-party cookies:

• First-party cookies — Created directly by Roadmint IMS to support authentication, performance, preferences and internal analytics.
• Third-party cookies — Used only when necessary for analytics, error tracking or secure external integrations. These are added only from trusted services and never include advertising trackers.

Roadmint does not allow any advertising, marketing, retargeting or social media tracking cookies on the IMS dashboard.

2.4 Why Roadmint IMS Uses Cookies

Cookies play a critical role in the functioning of an Institute Management System. Roadmint uses cookies for the following essential purposes:

• Security: Verify identity, maintain session integrity, prevent unauthorized access
• Authentication: Power JWT-based login sessions and prevent session hijacking
• Performance: Optimize page load speed and reduce server load
• User Experience: Save user preferences like theme, filters, layout views
• Analytics: Understand system usage and improve features (without identifying individuals)
• Error Monitoring: Detect crashes, broken modules and UI issues
• Scalability: Enable load balancing and resource optimization for heavy institutional use

Without these cookies, Roadmint IMS would not be able to provide secure login, personalized dashboards, analytics-driven performance or stable multi-user institution operations.

2.5 Cookies Do Not Grant Access to Institutional Data

Cookies simply store small identifiers — not academic records, not fee data, not staff files, not internal analytics. They do not access institutional databases or expose internal information. All sensitive data remains stored securely within Roadmint’s protected backend environment.

2.6 Lifespan of Cookies Used by Roadmint

Different cookies have different expiration timelines:

• Session cookies: Deleted automatically when you log out or close the browser
• Short-term cookies: Last for a few hours or days based on session needs
• Preference cookies: May last days to months to remember your settings
• Security cookies: Verified frequently to protect your session

Roadmint never stores cookies beyond what is operationally necessary.

3. Types of Cookies Used by Roadmint IMS

Roadmint IMS uses multiple categories of cookies to support authentication, security, navigation, personalization, analytics and system performance. Each cookie serves a specific purpose to ensure the platform remains secure, compliant, fast and user-friendly. Some cookies are essential for platform functionality, while others are optional and used to enhance user experience or collect aggregated insights (never personal tracking).

3.1 Strictly Necessary Cookies

These cookies are required for Roadmint IMS to function correctly. Without them, users would not be able to log in, navigate dashboards or access role-based modules. These cookies are always active and do not require consent.

• Authentication cookies — maintain secure login sessions
• Authorization cookies — manage user roles & permissions
• Security cookies — detect unauthorized login attempts
• Session management cookies — track active session information
• Load-balancing cookies — distribute traffic across servers
• Error-handling cookies — detect broken requests or failures

These cookies contain non-identifiable identifiers only and do not store personal data.

3.2 Performance & Optimization Cookies

These cookies help Roadmint monitor how efficiently the platform loads and functions. They measure performance metrics, detect slow responses and identify loading bottlenecks to ensure a smooth experience for institutions.

• Speed optimization cookies — improve loading times
• Resource usage cookies — track heavy modules to enhance performance
• Crash cookies — help detect unexpected errors
• Latency cookies — measure server response speed
• Rendering cookies — improve UI responsiveness on slower devices

These cookies are anonymous and used only for technical improvements.

3.3 Functional & Preference Cookies

These cookies store preferences to enhance user experience. They ensure the platform remembers your chosen settings so you don’t need to reconfigure them every time you log in.

• Theme cookies — remember dark/light mode
• Layout preferences — grid/list view, dashboard arrangement
• Filter cookies — save search filters or dashboard settings
• Language preference cookies — remember selected language
• Notification preference cookies — manage alerts or toggle options

These cookies help create a consistent, personalized experience across sessions.

3.4 Analytics & Insights Cookies

Analytics cookies help Roadmint understand how the platform is used. All analytics data is anonymized and aggregated — we do not track individuals. This category helps improve modules, navigation and overall system performance.

• User interaction cookies — track which modules are used most
• Navigation flow cookies — identify where users get stuck or drop off
• Heatmap or usage cookies — improve UI/UX design
• Error reporting cookies — record crashes or unexpected issues
• Feature performance cookies — assess usage of new modules

Analytics cookies help Roadmint improve the Institute Management System for future versions.

3.5 Security & Fraud Prevention Cookies

These cookies protect Roadmint IMS, user accounts and institutional data from security threats such as unauthorized access, misuse, brute-force attacks, session hijacking and identity spoofing.

• IP verification cookies — detect unusual login behavior
• Device fingerprint cookies — identify new or risky devices
• Multi-login monitoring cookies — prevent simultaneous access abuse
• Suspicious activity cookies — trigger security alerts
• Token integrity cookies — check JWT validity

These cookies enhance the overall security of the entire Roadmint ecosystem.

3.6 Authentication & Session Cookies

Authentication cookies are essential for logging in and staying logged in. Roadmint uses secure JWT-based sessions and these cookies help maintain the session lifecycle without storing sensitive personal information.

• Login session cookies — maintain user authentication
• Token renewal cookies — refresh JWT tokens automatically
• Permission cookies — determine module accessibility
• Session expiration cookies — auto-logout inactive users
• Cross-device authentication cookies — prevent unauthorized usage

Without these cookies, Roadmint IMS cannot grant secure access to any dashboard.

3.7 Limited Third-Party Cookies

Roadmint IMS may use limited third-party cookies only for:

• Performance analytics (non-personal)
• Error monitoring and crash reporting
• Infrastructure optimization
• Communication delivery (email/SMS gateways)

Roadmint does not use advertising cookies, tracking pixels, social media trackers, or marketing cookies.

3.8 Summary of Cookie Categories

In summary, Roadmint IMS uses cookies strictly for:

• Secure authentication
• Performance optimization
• Personalized functionality
• Analytics and improvements
• Platform reliability
• Fraud prevention and security

No advertising, profiling or user-tracking cookies are used within the IMS environment.

4. How Roadmint Stores, Protects & Secures Cookie Data

Roadmint IMS prioritizes the privacy and security of all cookie-based information. Although cookies contain only minimal identifiers and never store sensitive data such as passwords, academic records, fee details or personal documents, we use multiple layers of protection to ensure that cookie data remains secure and inaccessible to unauthorized users or malicious actors.

4.1 Secure Storage of Cookies

Roadmint IMS stores cookies using modern browser security features to ensure they cannot be read, modified or extracted by unauthorized websites or scripts. All our essential cookies follow these standards:

• HTTPOnly — cookies cannot be accessed by JavaScript, reducing attack risks
• Secure Flag — cookies are transmitted only over HTTPS
• SameSite=Lax/Strict — prevents cross-site request hijacking
• Short Lifespan Tokens — sessions expire quickly if idle
• Domain Restriction — cookies are usable only on Roadmint domains
• Path Restriction — limits where cookies can be accessed inside the website

These protections ensure cookies cannot be stolen via XSS, CSRF or malicious third-party websites.

4.2 JWT Security & Token Integrity

Roadmint IMS uses JWT (JSON Web Tokens) stored in secure cookies to maintain login sessions. These JWTs are:

• Digitally signed with strong secret keys
• Automatically invalidated after expiration
• Refreshed securely to prevent session hijacking
• Protected using HTTPOnly + Secure + SameSite flags
• Bound to the user session to prevent token reuse on other devices

Even if someone copies a token, Roadmint’s session validation system rejects it when IP, device fingerprint or session signature mismatch is detected.

4.3 Encryption & Data Minimization

Roadmint follows a data minimization principle: cookies store only what is absolutely required. Sensitive information is never placed inside cookies.

Whenever necessary, Roadmint applies encryption to cookie values to ensure:

• Identifiers cannot be reverse-engineered
• Session tokens are unreadable outside Roadmint servers
• Device-specific data cannot be manipulated
• Security checks cannot be bypassed using modified cookies

All encryption keys are stored in secure, isolated environments.

4.4 Protection Against Unauthorized Access

Roadmint IMS uses modern web security techniques to ensure that cookies are never exposed to unauthorized users or websites. These protections include:

• XSS Protection: prevents malicious scripts from reading cookies
• CSRF Protection: prevents external sites from triggering actions
• Brute Force Rate Limiting: blocks repeated login attempts
• Device & IP Checks: detects abnormal behavior patterns
• Automatic Logout: ends sessions after inactivity

These combined layers ensure cookie-based authentication remains safe even in high-risk environments like shared computers or public networks.

4.5 Cookie Duration & Auto-Expiration

Roadmint IMS assigns different expiration times based on cookie function:

• Session cookies: deleted when the browser closes
• Short lived security cookies: expire in minutes
• Preference cookies: last days to months (non-sensitive)
• JWT tokens: expire based on strict role policies
• Anti-fraud cookies: may last slightly longer to detect abnormal activity

Once expired, cookies automatically become invalid and cannot be reused.

4.6 What Roadmint Never Stores in Cookies

For transparency and security, Roadmint IMS has a strict policy against storing any sensitive or confidential data inside cookies. We DO NOT store:

• Passwords
• Full names or personal identifiers
• Institutional financial data
• Academic records
• Fee payment history
• Uploaded documents or certificates
• Student or staff personal details

Cookies contain only anonymous identifiers and session-related information.

4.7 Third-Party Cookie Security

Roadmint uses a very limited set of third-party cookies ONLY for:

• Error monitoring
• Crash analytics
• Infrastructure optimization
• System performance insights

All third-party cookies come from trusted, secure providers and are blocked from accessing personal or institutional data.

4.8 Summary of Roadmint's Cookie Security Measures

In summary, Roadmint IMS protects cookie data through:

• HTTPOnly + Secure + SameSite policies
• Strong encryption & token signing
• Strict session validation
• Device/IP behavior checks
• Automatic expiration & renewal
• Zero storage of sensitive information
• Compliance with modern web security standards

These combined protections ensure that cookie-based operations remain safe, private and fully compliant with educational data protection norms.

5. How Users Can Manage, Disable or Control Cookies

Roadmint IMS allows users to manage certain cookie preferences depending on their device, browser settings, institutional policies and legal requirements. While some cookies are strictly necessary for authentication and platform functionality, others can be adjusted or disabled by the user if desired. This section explains how users can control cookie usage and what limitations or consequences may apply.

5.1 Managing Cookies Through Browser Settings

Most modern browsers allow you to view, block, delete or control cookie storage. Users can adjust cookie settings using:

• Chrome: Settings → Privacy and Security → Cookies & Other Site Data
• Firefox: Preferences → Privacy & Security → Cookies and Site Data
• Safari: Preferences → Privacy → Cookies and Website Data
• Edge: Settings → Cookies and Site Permissions
• Brave: Settings → Shields → Cookie Controls

Users may choose to block third-party cookies, allow only session cookies, or enable stricter cookie controls if desired.

5.2 Consequences of Disabling Essential Cookies

While users may disable non-essential cookies (analytics, preferences), disabling essential cookies will severely affect the platform. If an institution or user disables required authentication cookies:

• You will not be able to log in to Roadmint IMS
• Session authentication will fail
• Most dashboards will not load correctly
• Role-based permissions will break
• Forms, analytics and internal modules may not function
• Security features like CSRF and device verification will fail

Roadmint IMS cannot operate without essential cookies due to security requirements.

5.3 Managing Consent for Optional Cookies

Regions that require cookie consent (e.g., EU, UK, certain institutional frameworks) may display a cookie banner or preferences modal. Users can:

• Accept all cookies
• Reject non-essential cookies
• Customize cookie categories (e.g., performance, preferences)

Roadmint never forces users to accept non-essential cookies. Consent can be withdrawn anytime from browser settings or cookie preference menus.

5.4 Institutional Cookie Restrictions

Some cookie policies are enforced by the institution rather than the user. For example, schools or colleges may restrict cookie modifications to protect internal data and maintain platform consistency. In such cases:

• Users cannot disable essential authentication cookies
• Administrators may enforce security-related cookie settings
• Institutional policies may limit browser-based cookie control

Roadmint respects institutional governance and enforces mandatory security cookies accordingly.

5.5 Clearing Cookies & Session Impact

Users may delete stored cookies at any time. However, clearing cookies will:

• Log you out of Roadmint IMS instantly
• Reset theme and user preferences
• Discard saved filters or layout settings
• Invalidate old session tokens

Clearing cookies is safe but may impact convenience.

5.6 Managing Cookies on Mobile Devices

For mobile browsers and in-app browsers, cookie management may vary. Users can typically manage cookies via:

• Mobile browser privacy settings
• In-app webview settings
• Operating system privacy controls

Some mobile apps restrict cookie clearing until device settings are accessed.

5.7 “Do Not Track” Browser Signals

Many browsers offer a “Do Not Track” (DNT) feature. While Roadmint IMS does not track personal browsing outside our platform, Roadmint:

• Respects DNT signals for non-essential cookies
• Continues using essential cookies for authentication and platform security
• Never uses advertising or tracking cookies regardless of DNT status

Security and session cookies remain mandatory even with DNT active.

5.8 Advanced Cookie Control (Developers & Administrators)

Technical administrators may enforce stricter cookie rules via internal policies, including:

• Blocking all third-party cookies at network level
• Enforcing browser policies in computer labs or institute offices
• Applying device-level restrictions in staff systems
• Using managed browsers with locked settings

Roadmint IMS is compatible with high-security institutional environments.

5.9 Summary of User Cookie Controls

Users can:

• Disable non-essential cookies anytime
• Adjust browser cookie privacy settings
• Clear cookies to reset preferences
• Control analytics & preference cookies where allowed

Users cannot disable essential authentication or security cookies required for safe operation of Roadmint IMS.

6. Third-Party Cookies, Integrations & External Services

Roadmint IMS primarily uses first-party cookies for authentication, security, performance and personalization. However, to ensure optimal functionality, system reliability, error monitoring and infrastructure performance, a limited set of third-party tools may be integrated into the platform. These third-party services may create their own cookies or rely on small technical identifiers to operate. Roadmint carefully evaluates all external services to ensure they meet strict security, compliance and data-protection standards.

6.1 Categories of Third-Party Cookies Used

Roadmint IMS only permits third-party cookies that are essential for analytics, performance insights, error detection or secure communication delivery. These third-party cookies fall into the following categories:

• Performance & Load Monitoring Tools — analyze speed, uptime and server health
• Error Tracking Services — detect crashes, bugs and API failures
• Analytics Tools (Non-personal) — understand overall platform usage patterns
• Communication Gateways — support secure email/SMS delivery
• Infrastructure Providers — enable scalable, reliable cloud hosting

Roadmint does not use advertising, profiling or cross-site tracking cookies.

6.2 No Advertising, Retargeting or Marketing Cookies

Roadmint IMS does not use:

• Advertiser tracking cookies
• Social media tracking pixels
• Remarketing or behavioral profiling tools
• Location tracking cookies
• Third-party marketing identifiers

The platform is 100% free of ad-based tracking and follow-you-around cookies. This ensures complete compliance with educational data protection rules.

6.3 Analytics Cookies from Trusted Providers

Roadmint may use trusted analytics providers to understand how modules are used, which features need improvement and where errors occur. These analytics cookies:

• Do not identify individual users
• Track only aggregated, anonymized usage patterns
• Help optimize system speed and performance
• Enable module-level performance analysis

Analytics cookies may measure:

• Page load times
• Module access frequency
• Error rates
• User flow across dashboards
• Platform stability during heavy usage

6.4 Error Monitoring & Crash Reporting Services

To ensure a reliable IMS experience, Roadmint may integrate specialized tools that detect:

• App crashes
• Unresponsive layouts
• API failures or slow endpoints
• Unexpected user interface bugs

These tools may set cookies or temporary unique identifiers to analyze technical issues. No personal or academic data is shared with error-tracking services.

6.5 Email & SMS Communication Integrations

If Roadmint integrates third-party email or SMS providers for OTP delivery, notifications or support:

• No marketing tracking cookies are used
• No personal browsing data is collected
• Only message-delivery identifiers may be stored temporarily
• Identifiers expire after the communication is processed

Communication providers must meet strict security and data-protection standards.

6.6 Hosting, CDN & Cloud Provider Cookies

Roadmint IMS uses secure, enterprise-grade hosting environments. Providers may use technical cookies or tokens to:

• Optimize server performance
• Balance load across multiple regions
• Cache static assets for faster loading
• Prevent DDoS attacks or suspicious activity

These technical cookies never contain user data and are strictly operational.

6.7 Security Requirements for All Third-Party Tools

Every third-party integration used by Roadmint IMS must comply with:

• HTTPS-only communication
• Data minimization (no unnecessary data collection)
• No access to institutional academic or financial records
• No advertising or retargeting features
• Modern encryption & security standards
• Strict backend access controls

Roadmint disables any external service that violates these conditions.

6.8 Transparency of Third-Party Services Used

Roadmint may publish a list of authorized third-party service providers used for analytics, performance monitoring, communication and infrastructure. This list may evolve as the platform grows and new tools are adopted.

Roadmint does not share personal information with third-party providers unless required for system operation (e.g., OTP delivery).

6.9 Summary of Third-Party Cookie Usage

In summary, Roadmint IMS uses third-party cookies only for:

• Analytics (anonymous)
• Error monitoring
• Performance optimization
• Communication delivery
• Infrastructure stability

Roadmint does not use advertising, marketing, tracking or profiling cookies under any circumstance.

7. Cookie Retention, Expiration Policies & Data Minimization

Roadmint IMS follows a strict data minimization and controlled-retention strategy. Cookies are stored only for the minimum duration necessary to support platform functionality, authentication, performance and security. We do not store any cookie longer than required and we never store sensitive information such as passwords, academic details, personal records or financial data within cookies.

7.1 How Roadmint Determines Cookie Lifespan

Each cookie used by Roadmint IMS has a predefined lifespan based on:

• The operational purpose of the cookie
• The sensitivity of the associated data
• Security requirements (e.g., authentication tokens)
• Platform performance optimization needs
• Legal or compliance requirements

Lifespans are designed to maintain security while avoiding unnecessary data persistence.

7.2 Types of Cookie Expiration Intervals

Roadmint IMS categorizes cookie retention based on the type and purpose of the cookie:

• Session Cookies:Automatically erased when the user logs out or closes the browser. Used for live sessions, navigation and temporary security validation.
• Short-Lived Cookies:Valid for a few minutes or hours. Used for JWT token refresh cycles, CSRF protection, device checks or server-side performance operations.
• Preference Cookies:Valid for days to a few months. Store non-sensitive preferences like theme mode, layout settings and filters.
• Analytics Cookies:Short- to medium-term (varies from 1 day to 90 days). Never used for personal tracking; only aggregate usage analysis.
• Security Cookies:Have strict expiration rules. Some trigger automatic destruction when suspicious activity is detected.

7.3 Automatic Cookie Expiration & Invalidations

Cookies used by Roadmint IMS automatically expire or become invalid under specific conditions, such as:

• When a session ends (logout or timeout)
• When the user remains inactive for a defined period
• If the JWT token signature no longer matches
• If IP or device fingerprint changes unexpectedly
• If security systems detect unusual behavior

These invalidations ensure that expired cookies cannot be reused or exploited.

7.4 Token Rotation & Re-Authentication

For enhanced security, Roadmint IMS uses token rotation strategies, where:

• Short-lived tokens are refreshed automatically
• Old tokens are invalidated once refreshed
• Longer sessions still require periodic re-authentication
• Administrators may enforce stricter expiry policies

This ensures continuous protection against token theft and session hijacking.

7.5 Data Minimization Principles

Roadmint follows a strict data minimization approach for cookie storage:

• Cookies store the smallest data possible (identifiers only)
• No personal details (name, email, phone, etc.) are saved in cookies
• No academic or financial data is ever stored in cookies
• Only non-sensitive values are used for performance and preferences

This ensures cookies remain harmless even if accessed due to user-device misuse.

7.6 Institutional Control Over Cookie Retention

Institutions using Roadmint IMS may enforce stricter cookie retention rules depending on their internal policies, including:

• Shorter authentication token durations
• Mandatory logout after specific time intervals
• Device-based or IP-restricted sessions
• Prohibiting persistent cookies on shared devices

Roadmint respects and supports institution-level compliance requirements.

7.7 Clearing or Resetting Cookies Manually

Users may clear cookies at any time using browser settings. When cookies are cleared manually:

• The user is immediately logged out
• Preferences are reset to default
• All saved filters and layouts are cleared
• New cookies are generated during the next login

Clearing cookies does not affect institutional data stored in the backend.

7.8 Retention Limits for Third-Party Cookies

Third-party cookies (analytics, error monitoring, communication) also have strict expiration timelines. These cookies:

• Do not store personal or identifying information
• Expire automatically based on provider security policies
• Are cleared when the browser cache is deleted
• Cannot access sensitive institutional data

Roadmint only works with providers who comply with strict cookie retention standards.

7.9 Summary of Retention & Expiration Policy

In summary, Roadmint IMS ensures:

• Cookies expire automatically based on purpose
• Authentication tokens follow strict expiry rules
• No sensitive information is ever stored inside cookies
• Institutions may enforce stricter retention controls
• Third-party cookies are limited, safe and time-bound
• Data minimization is applied to all cookie storage operations

These retention policies maintain security, compliance and optimal performance for all users of Roadmint IMS.

8. Your Choices, Consent Management & Opt-Out Options

Roadmint IMS provides users and institutions with the ability to manage how cookies are used within the platform. While some cookies are strictly necessary for security and core functionality, others-particularly analytics and preference cookies-may be controlled, customized or disabled by the user depending on device capabilities and legal requirements. This section outlines your available choices, consent rights and opt-out mechanisms.

8.1 When Consent Is Required

Roadmint IMS requires explicit consent for any cookie that is not strictly necessary for:

• Authentication and security
• Platform functionality
• Load balancing and performance stability

This includes cookies used for analytics, performance insights or user-preference enhancements. Users in locations with cookie laws (such as GDPR regions) will be shown a cookie notice or settings panel on first visit.

8.2 Managing Your Cookie Consent

Users may manage or change their cookie consent at any time by adjusting browser settings or using available Roadmint cookie preference menus (if applicable). Through these controls, users may:

• Accept all cookies
• Reject all non-essential cookies
• Customize individual cookie categories (e.g., analytics, preferences)
• Withdraw previously given consent

Withdrawing consent will deactivate the affected cookie categories from that point onward.

8.3 Opt-Out of Analytics Cookies

If enabled in your region, Roadmint IMS provides opt-out options for analytics cookies. These cookies are optional and do not affect platform security or login ability. Users may:

• Disable analytics data collection
• Opt out of anonymized performance monitoring
• Reject diagnostic cookies used for UI/UX improvements

Analytics data is always anonymous and never used for advertising or profiling.

8.4 Essential Cookies Cannot Be Disabled

Because Roadmint IMS is a secure Institute Management System, some cookies are mandatory. These essential cookies are always active and cannot be disabled because they support:

• Secure login via JWT authentication
• Role-based access and permissions
• Session protection (token integrity, CSRF defense, device checks)
• Navigation and core module functionality

Disabling these would make the platform unusable and unsafe.

8.5 Browser-Level Cookie Controls

Every browser allows you to manage cookie settings at the system level. Users may choose to:

• Block third-party cookies
• Block all cookies (not recommended)
• Clear cookies on browser exit
• Clear all cached data, including Roadmint cookies
• Enable stricter cookie privacy modes

Browser-level controls override website preferences but may disrupt access to Roadmint IMS.

8.6 Region-Based Privacy Controls

Roadmint IMS adapts behavior for users in regions with strict consent laws including:

• European Union (GDPR)
• United Kingdom
• California (CCPA/CPRA)
• Brazil (LGPD)
• Other jurisdictions with cookie regulations

Users in these areas may see cookie banners, consent sliders or cookie preference controls before cookies are activated.

8.7 Withdraw Consent at Any Time

Users have the right to withdraw consent for non-essential cookies at any time. Withdrawing consent:

• Stops further non-essential cookie creation
• Deletes existing optional cookies where possible
• Does not affect essential security cookies
• Does not impact institutional backend data

Withdrawal can be done through browser settings or Roadmint’s cookie preferences (if enabled).

8.8 Cookie Preferences on Mobile Devices

Mobile browsers and in-app browsers provide limited cookie control options. Users may:

• Clear browsing data from browser settings
• Restrict cookie creation for specific apps
• Block third-party cookies via mobile privacy settings

Roadmint IMS mobile experience may require essential cookies for login and continuity.

8.9 Institute-Level Cookie Restrictions

Institutions may enforce additional cookie or session policies for compliance and audit purposes. These may include:

• Short session expiry for shared computers
• Blocking analytics cookies on staff systems
• Enforcing secure browser policies in computer labs
• Institution-wide cookie blocking except essentials

Roadmint IMS supports enterprise-level compliance configurations.

8.10 Summary of Your Choices

In summary, users have full control over non-essential cookies and partial control over essential ones (limited by security requirements). Users may:

• Accept or reject optional cookies
• Change cookie preferences anytime
• Disable analytics cookies
• Clear cookies from the browser
• Use browser-level privacy settings
• Withdraw consent whenever desired

Essential authentication and security cookies remain mandatory to ensure proper functioning and safe operation of Roadmint IMS.

9. Updates to This Cookie Policy & Contact Information

Roadmint IMS may update this Cookie Policy periodically to reflect changes in legal requirements, platform upgrades, security enhancements or the introduction of new features that affect cookie usage. We are committed to maintaining transparency by informing users and institutions about how cookie data is collected, used, stored and protected.

9.1 Why This Cookie Policy May Be Updated

Updates to this Cookie Policy may occur for several reasons, including:

• Changes to cookie technology or platform architecture
• Introduction of new security or authentication methods
• Enhancements in performance or analytics systems
• Compliance with updated privacy or cookie regulations
• Integration of new third-party tools (analytics/error monitoring only)
• Institutional feedback requiring stricter cookie handling

When updates occur, the “Last Updated” date at the top or bottom of the page will be modified.

9.2 How We Notify Users of Changes

Depending on the type of update, Roadmint IMS may notify users through one or more of the following methods:

• A notification banner displayed within the platform
• An email sent to authorized institutional administrators
• A platform update notice in the dashboard
• Posting the new version of the Cookie Policy on this page
• A pop-up prompt if consent changes are relevant to users

Users are encouraged to review the Cookie Policy periodically to stay informed about updates.

9.3 Version Control & Historical Records

Roadmint IMS may maintain version records of previous Cookie Policy updates for transparency and institutional audit purposes. This ensures that institutions can track changes over time and stay compliant with internal or external audit requirements.

Version histories may include:

• Summary of changes
• Effective date
• Previous policy versions
• Compliance-related modifications

9.4 User & Institutional Responsibility

By continuing to use Roadmint IMS after an update:

• You acknowledge the revised Cookie Policy
• Institutions remain responsible for informing their staff/students if required
• Administrators must ensure compliance with local laws
• Users accept the latest cookie-handling practices implemented for security

If users disagree with changes, they may restrict non-essential cookies or discontinue use of the platform.

9.5 Contact Information

For any questions, concerns, requests or clarifications regarding this Cookie Policy or Roadmint’s data practices, users may contact us at:

Roadmint’s support team and compliance officers will respond promptly to inquiries regarding cookie handling, privacy practices and user rights.

9.6 Effective Date

This Cookie Policy becomes effective immediately upon publication and remains in effect until a new version replaces it.

Continued use of Roadmint IMS indicates acceptance of this Cookie Policy and its updates.