Privacy Policy for the School Check-In App

Effective Date: April 29, 2025

1. Introduction

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

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service, accessible via schoolname.schoolcheckinapp.com (and potentially other related subdomains). Please read this privacy policy carefully. By using the Service, you agree to the terms of this privacy policy. If you do not agree with the terms, please do not access or use the Service.

2. Information We Collect

We may collect information about you in a variety of ways. The information we may collect via the Service includes:

Personally Identifiable Information (PII)

Account Information: Your name, email address, and assigned Pickup ID provided by the School during registration or via authorized user invitation.
Temporary Access Information: If you grant temporary pickup access to another individual, we collect their email address (as provided by you) and associate it with the permissions you grant (start/end time, designated Pickup ID).
Support Requests: If you contact us for support via the app's email function, we collect your email address and the content of your message.

Check-In Information

Geolocation Data: When you actively use the check-in feature, we collect your device's precise latitude and longitude solely at the moment of check-in to verify your proximity to the School according to the school-defined pickup radius (e.g., 500 ft) and pickup times. We do not track your location continuously.
Timestamp: The date and time of your check-in.
Pickup ID: Your assigned Pickup ID is recorded with each check-in.

Automatically Collected Data

Information our servers (provided by Firebase and Cloudflare) automatically collect when you access the Service, such as your IP address, browser type, operating system, access times, and the pages you view directly before and after accessing the Service. This is standard practice for web service operation and security.

Firebase Authentication Data

We use Firebase Authentication to manage user logins. Firebase may handle password hashing and session management tokens securely.

We do not store plain-text passwords. All authentication data is managed securely via Firebase.

Location Data Usage

When you use the check-in feature of the School Check-In App on a web browser, you may be prompted by your browser to share your current location. This location information is used only at the moment of check-in to verify that you are within the designated radius of the School (e.g., 500 feet). Once you allow location access through your browser, we capture your device’s latitude and longitude at that single moment; we do not track your location continuously.

Browser Permissions: Because this is a web-based application, your browser will request permission to use your device’s geolocation. You can choose to deny or revoke this permission at any time through your browser settings.
Single-Use Capture: Your precise location is collected once per check-in event and is not continuously monitored or shared with third parties outside the authorized scope of this Service.
No Historical Tracking: The momentary location data is tied to your check-in record solely to confirm compliance with the School’s pickup procedures. We do not provide ongoing location tracking or maintain historical location trails.

3. How We Use Your Information

We use your data only to provide and improve the Service. This includes, but is not limited to:

Create and manage your user account and assign appropriate roles (Parent/Grandparent, Temporary Access).
Facilitate the core check-in process: verify your identity (via login), location, and time against school-defined parameters (/school/{schoolId} configuration).
Notify authorized School staff (Teachers, School Admins) of your check-in via their dashboard, referencing your Pickup ID.
Enable parents/guardians to grant temporary pickup access to other individuals.
Process and respond to your support requests using Resend email services.
Monitor and analyze usage and trends to improve the Service's functionality and user experience (typically using aggregated or anonymized data).
Maintain the security and integrity of the Service, including preventing fraudulent activity and enforcing access controls based on roles and schoolId.
Send you password reset emails via Firebase Authentication and Resend.
Comply with legal obligations.

4. How We Share Your Information

We do not sell your personal information. We may share information we have collected about you in certain situations:

With Authorized School Staff: Your Pickup ID and check-in timestamp are visible to authorized Teachers and School Admins via their dashboard to facilitate the student pickup process for the specific school ([Your School Subdomain]) you are associated with. School Admins and Global Admins may also view and manage user account information (Name, Email, Pickup ID, Role, School ID) for administrative purposes within their authorized scope.
With Third-Party Service Providers: We use the following third-party services to operate the Service:
- Google Firebase: Provides backend infrastructure including Authentication, Firestore Database, Cloud Functions, Hosting, and Secret Manager. Google acts as a data processor on our behalf. (Google Privacy Policy)
- Cloudflare: Provides DNS management, security proxy services, and SSL certificate management. Cloudflare acts as a data processor. (Cloudflare Privacy Policy)
- Resend: Processes and sends transactional emails (like support requests and potentially password resets if custom flow is used) on our behalf. (Resend Privacy Policy)
These service providers have access to your personal information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
With Temporary Access Grantees: If you grant temporary access, the individual you grant access to will implicitly know your identity as the grantor (as you initiated the access for a specific Pickup ID).
By Law or to Protect Rights: If we believe the release of information about you is necessary to respond to legal process, to investigate or remedy potential violations of our policies, or to protect the rights, property, and safety of others, we may share your information as permitted or required by any applicable law, rule, or regulation.
Aggregated/Anonymized Data: We may share aggregated or anonymized information that does not directly identify you for analysis or reporting purposes.

5. Data Security

We use administrative, technical, and physical security measures provided by our third-party partners (Firebase, Cloudflare) and implemented within our application logic (e.g., Role-Based Access Control based on schoolId and role claims) to help protect your personal information. This includes HTTPS encryption for data transmission and secure backend services. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.

6. Data Retention

We retain your personal information only for as long as needed to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law or school policy. The following outlines our typical retention practices:

Account Information: Stored for the duration of your account’s active status (and potentially longer if required by school record policies).
Check-In Data:
- Same-Day Use: Check-in records, including any associated location and timestamp, are used to facilitate student pickup and ensure compliance with school-defined parameters for that day.
- Daily Removal: We anonymize or permanently delete same-day check-in data after the school day ends. This means location and timestamp details from prior days are not retained in the live database.
- System Logs or Backups: Minimal system logs may be retained temporarily for security and audit purposes, but these logs are not used to reconstruct full check-in histories once daily data is removed.
Temporary Access Data: If you grant temporary pickup access to another individual, those records remain only until the specified end time or until manually revoked—whichever comes first.
Support Communications: Retained as needed to resolve your request and for internal record-keeping.

If you wish to request deletion of your account or have questions about how your data is stored and removed, please contact: School Check-In Solutions LLC
All rights reserved.. Note that we may be required by law or legitimate operational needs to retain certain limited information for a defined period (e.g., in secure backups), but we will not use that information for any other purpose.

7. Your Rights

You may have the right to request access to, correction of, or deletion of your personal data under applicable laws (e.g., CCPA, GDPR). To exercise these rights, please contact: School Check-In Solutions LLC
All rights reserved.. We will respond to your request in accordance with applicable laws. Please note that your ability to use the Service may be affected if certain data is deleted.

8. Children's Privacy (Important)

This Service is intended for use by parents, legal guardians, and individuals explicitly authorized by them or the school for student pickup. It is not intended for or directed at children under the age of 13 (or the relevant age of digital consent in your jurisdiction). We do not knowingly collect Personally Identifiable Information (PII) directly from children. If a child interacts with the app, such use must be under direct supervision of their guardian. The Service facilitates the pickup of children by linking authorized adults (identified by email and Pickup ID) to students via the Pickup ID system maintained by the School's official records; the app itself does not require or store detailed student personal information provided by a child.

If you become aware that we have inadvertently collected personal information from a child under 13, please contact: School Check-In Solutions LLC
All rights reserved.. We will promptly investigate and take appropriate measures, including removing any information that may have been collected.

9. Cookies and Tracking Technologies

We use cookies primarily for essential functions like managing your login session via Firebase Authentication. A "cookie" is a small text file stored on your device. We do not use cookies for cross-site tracking or advertising. You can control cookie settings through your web browser. However, disabling necessary cookies may prevent you from using certain features of the Service, particularly logging in.

10. International Transfers

Your information, including personal data, may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ. Our service providers (Google Firebase, Cloudflare, Resend) operate globally, meaning your data will likely be processed in the United States and potentially other countries. Your consent to this Privacy Policy followed by your submission of such information represents your acknowledgement and consent to that transfer.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Effective Date" at the top. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

12. Contact Us

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