Privacy Policy for the School Check-In App

Effective Date: April 29, 2025
Last Updated: July 30, 2025

1. Introduction

Welcome to the School Check-In App (the "Service"), provided by School Check-In Solutions LLC ("we," "us," or "our"). This Service is designed for use by adults to facilitate a secure and efficient student pickup process for parents, guardians, and their authorized individuals ("Users," "you," "your").

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. Please read this policy carefully. By using the Service, you agree to its terms. If you do not agree, please do not use the Service.

2. Information We Collect

We collect the following types of information solely to provide and operate the Service:

A. Personally Identifiable Information (PII)

Account Information: When your School adds you to the Service, we are provided with your name, email address, and the unique Pickup ID assigned to your student. This data is received via a secure roster import process.
Temporary Access Information: If you grant temporary pickup access to another individual, we collect the email address you provide for that person.
Support Communications: If you contact us, we collect your name, email address, and the content of your message to respond to your inquiry.

B. Check-In & Usage Data

Geolocation Data: At the moment you actively check-in, and only at that moment, we collect your device's precise location to verify you are within the School's designated pickup zone. **We do not track your location continuously.**
Check-In Record: We record the timestamp and your Pickup ID with each check-in.
Technical Data: Our servers (Firebase, Cloudflare) automatically collect standard operational data like your IP address, browser type, and operating system for security and service functionality.

3. How We Use Your Information

We are committed to using your data only for legitimate operational purposes, including:

To create and manage your account.
To facilitate the core check-in process by verifying your identity, location, and time against your School's rules.
To notify authorized School staff of your arrival.
To enable the temporary access features you control.
To respond to your support requests.
To maintain the security and integrity of the Service.
To send you transactional emails, like password resets.
To comply with legal obligations and our agreement with your School.

4. How and Why We Share Your Information

We do not sell your personal information. We only share it in the following limited circumstances:

With Authorized School Staff: Staff at your School can see your Pickup ID and check-in time on their dashboard to facilitate dismissal. Designated School Administrators can also view your account information for administrative purposes.
With Third-Party Service Providers (Sub-processors): We use a limited number of technical service providers to operate the Service. These providers are bound by their own privacy and security obligations. Our primary providers are:
- Google Firebase (USA): Provides our core backend infrastructure, including Authentication, Firestore Database (where data is stored), Cloud Functions, and Hosting. We have a Data Processing Addendum (DPA) and Standard Contractual Clauses (SCCs) in place with Google.
- Cloudflare (USA): Provides security and DNS services.
- Resend (USA): Processes transactional emails on our behalf.
For Legal Reasons: We may share information if required by law or to protect the rights, property, or safety of our company, our users, or others.

5. Data Security and Retention

We employ robust technical and administrative safeguards to protect your data. This includes HTTPS encryption for all data in transit and the use of Google Cloud's secure infrastructure. Our application logic is further secured by granular Firestore Security Rules that restrict data access based on a user's authenticated role and school association.

We practice data minimization and retain your data only as long as necessary.

Account Information: Retained as long as your account is active with the School.
Check-In Data (Location & Timestamp): This sensitive data is permanently deleted from our live database on a nightly basis by an automated Cloud Function. It is used only for same-day operational purposes and is not archived.

6. Your Privacy Rights and Choices

You may have rights regarding your personal data under laws like the GDPR (EU/UK) or various US state laws (e.g., in California, Virginia, Colorado). We honor all such applicable rights. To make a request regarding your data (such as for access or deletion), please contact us at privacy@schoolcheckinapp.com. We will verify your identity before processing such requests.

Because we operate as a service provider to your School, some data requests may be directed to your School's administration.

7. Student Privacy (FERPA & COPPA)

We operate as a "School Official" under the Family Educational Rights and Privacy Act (FERPA). We receive limited "education record" data (the Pickup ID) from the School and handle it with a legitimate educational interest, solely for the purpose of providing the Service.

The Service is not directed at children under 13. We do not knowingly collect PII directly from children. If you believe we have inadvertently collected such information, please contact us immediately.

8. Data Breach Notification

In the event of a data breach involving personal information, we will notify affected Schools and individuals as required by applicable law, typically within 72 hours of discovery, and will provide details about the breach and the steps we are taking to remediate it.

9. International Transfers

Our service providers operate globally, and your data will be processed and stored primarily in the United States. For data transferred from other regions (like the EU or UK), we rely on established legal mechanisms for international transfers, such as the Standard Contractual Clauses provided by our sub-processors like Google.

10. Contact Us

If you have questions about this Privacy Policy, please contact us by using the form below.

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