How InternTrack PBU handles the information it holds about you.
This is a student project, not an official system. InternTrack PBU was
built as a final-year project for the Diploma in Information Technology at Politeknik
Balik Pulau. It is not operated or endorsed by the polytechnic, and it is not connected
to any official student record system. The data currently in it is invented
demonstration data - no real student records are held.
The notice below describes how the system is designed to handle information if it were
used with real records. Last updated September 2026.
What is collected
Only what the training process needs. Nothing is gathered for advertising or analytics.
When you create an account
Your name and email address
Your password, stored only as a one-way hash - it cannot be read back, not
even by staff, which is why a forgotten password is replaced rather than recovered
Your role: student, lecturer, company, coordinator or administrator
If you are a student
Registration number, programme, class and intake session
Your academic advisor's name
Your mobile number, encrypted before it is stored, so it is not
readable in a database file on its own
A profile photo, if you choose to upload one
The application forms you submit, as PDF files, together with their review status
and any reason given when one is sent back
Your placement details: company name, address, state, and the company supervisor's
name and contact number
Your logbook entries - the date, week, what you did, and any photo you attach
Evaluation scores and comments recorded by your company supervisor and your
supervising lecturer
Dates of supervisory visits arranged for you
Who can see it
Access follows your role, and is checked on every page rather than only hidden from the
menu. In practice:
You see your own records only.
Your supervising lecturer sees the students assigned to them.
Your company supervisor sees the interns placed with that company.
The coordinator sees every student in the unit, because verifying
documents and confirming placements is their role.
The administrator manages accounts.
Your information is not sold, shared with advertisers, or given to anyone outside the
polytechnic and your training company.
How it is protected
Passwords are hashed, never stored as text
Mobile numbers are encrypted in the database
Every form that changes data carries a token that prevents another website
submitting it on your behalf
All database queries use bound parameters, so text you type cannot be executed as
a command
Uploaded files are restricted to PDF, capped in size, and renamed on the server
Service credentials are kept outside the web-accessible area and blocked by server
configuration
No system is perfectly secure. If you believe your account has been accessed by someone
else, tell the coordinator straight away so the password can be replaced.
Google Drive and Google Sheets
The coordinator may connect a Google account so that submitted documents are copied into
Google Drive as a backup, and so that a summary of registration progress is mirrored
into a Google Sheet. Both are optional and off unless the coordinator has enabled them.
When enabled, copies of your submitted PDFs are held in that Google account's Drive,
organised by session, programme, class and student name. The system is granted access
only to the folder it creates for this purpose - not to anything else in that
account. Google's own handling of that data is covered by
Google's privacy policy.
How long it is kept
Records are held per intake session. When a session ends, student records are archived
rather than deleted, because the polytechnic needs the training history for
certification and audit. Uploaded documents are kept for the same reason.
Your choices
See or correct your details. Most of your own information is
editable on your Profile page. For anything you cannot change yourself - your
registration number, class, or evaluation scores - contact the coordinator.
Ask what is held about you. Contact the coordinator.
Deletion. Training records cannot generally be deleted while your
programme is in progress, as the polytechnic is required to keep them. Ask the
coordinator about anything you believe should not be held.
Contact
Questions about this project or the information it holds go to the student developer,
not to the polytechnic: [email protected]
InternTrack PBU · a final-year student project · not an official
Politeknik Balik Pulau system