Privacy Policy

Introduction

School Proofing, LLC ("we", "our", or "us") provides a software-as-a-service platform for managing alternative-education records. This Privacy Policy explains what information we collect, how we use it, where we store it, and the rights you have over your data.

Information We Collect

We collect information you provide directly:

Account information (name, email address, password hash, role)
Tenant and household information (program type, address, contact)
Student records (name, date of birth, grade level, enrollment status)
Educational data (attendance, assessments, curriculum, term calendars)
Compliance documentation (uploaded files, exemption letters, ESA receipts)
Billing and subscription information (processed by our payment provider; we do not store full card numbers)
Support communications (messages, tickets, attachments)

We also collect technical information automatically: IP address, browser and device type, pages visited, and usage events. This information is used for security, fraud prevention, and product improvement.

How We Use Information

Operate, maintain, and improve the platform
Generate compliance reports, transcripts, and ESA reimbursement documentation
Send service notifications, compliance reminders, and security alerts
Respond to support requests
Detect and prevent abuse, fraud, and unauthorized access
Comply with legal and regulatory obligations

Where Your Data Is Stored

School Proofing is hosted on Microsoft Azure. Your data is stored in:

Azure SQL Database — structured records (students, attendance, compliance, accounts), encrypted at rest
Azure Blob Storage — uploaded documents and attachments, encrypted at rest
Azure Key Vault — secrets and credentials used by the platform, never exposed to clients

All data is encrypted in transit (TLS 1.2 or higher) and at rest (AES-256). Access to production systems is restricted to authorized personnel and is audited.

Student Data — COPPA and FERPA

Student records on School Proofing are managed by the parent, guardian, or authorized school administrator who created the account. We act as a service provider to that account holder.

COPPA (Children's Online Privacy Protection Act). School Proofing is not directed to children under 13 and we do not knowingly collect information directly from children under 13. Information about a child under 13 is entered into the platform by the parent or guardian, who consents to that data being processed on the child's behalf.

FERPA (Family Educational Rights and Privacy Act). When School Proofing is used by a school or school-administered program, we operate as a "school official" with a legitimate educational interest under FERPA, acting only at the direction of the school. We do not use student education records for advertising and we do not sell student data. Parents may exercise access and correction rights through the account that holds the records, or by contacting us.

How We Share Information

We do not sell personal information. We share information only:

With service providers who help us operate the platform (hosting, payment processing, email delivery, error monitoring) under contractual confidentiality obligations
When you direct us to (for example, generating an export or a report you submit to a third party)
When required by law, valid legal process, or to protect rights, property, or safety
In connection with a business transfer (merger, acquisition, sale of assets), in which case continuity of this Privacy Policy applies to the transferred data

GDPR Rights

If you are located in the European Economic Area, the United Kingdom, or another jurisdiction with comparable data-protection law, you have the right to:

Access the personal data we hold about you
Rectify inaccurate or incomplete data
Erase your data (subject to legal retention obligations)
Restrict or object to certain processing
Data portability — receive your data in a structured, machine-readable format
Withdraw consent where processing is based on consent
Lodge a complaint with your local supervisory authority

To exercise any of these rights, contact us at the address below. We will respond within 30 days. We will not discriminate against you for exercising your rights.

Data Retention

We retain account and education records for as long as your account is active and for a reasonable period afterward to satisfy legal, accounting, or reporting obligations. You may request deletion of your account and associated data at any time. Some records may be retained in backup or audit systems for a limited period after deletion from production.

Security

We employ administrative, technical, and physical safeguards designed to protect your information, including encryption in transit and at rest, role-based access controls, audit logging, and regular review of access permissions. No system is perfectly secure; if we become aware of a breach affecting your data, we will notify you in accordance with applicable law.

Children

Accounts are created by adults. Student profiles for children under 13 are entered by a parent, guardian, or authorized school official, who is responsible for that data. See the COPPA / FERPA section above for the full account.

Changes to This Policy

We may update this Privacy Policy. Material changes will be communicated by email or in-app notice before they take effect. The "Last updated" date at the top of this page reflects the current version.

Contact Us

For questions about this Privacy Policy or to exercise your rights, contact:

Email: privacy@schoolproofing.com
Mail: School Proofing, LLC