Privacy Policy for the School Check-In App

Effective Date: April 29, 2025
Last Updated: October 15, 2026

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: your School shares its family list with us by email, in a private, access-restricted Google Workspace file, or by direct upload, and we delete the list from that email or file once it has been imported.
Shared and Temporary Access Information: If you share pickup access with a caregiver, we collect the name and email address you provide so they can sign in. If you create a temporary pickup pass, we collect the first name, last name, and relationship you enter for that person.
Vehicle Information (optional): If your School turns on vehicle details, you may add your vehicle's make, model, and color so staff can match your car in the pickup line. Adding a vehicle is optional.
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: Only at the moment you tap Check-In (and, if your School requires it, when you confirm a pickup), 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, and we never collect your location in the background.
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.
Usage Analytics: We use Google Analytics for Firebase to understand how the Service is used, such as which pages are viewed and which School's app is in use. On the web, this sets analytics cookies containing a random identifier. Analytics data is not linked to your name, email address, or account, and is never used for advertising. In the mobile app, analytics is off unless you turn it on.
Spam and Abuse Protection: Our website forms and sign-in use Google reCAPTCHA to block automated abuse. Videos on our website are served by YouTube in privacy-enhanced mode and load only when you press play.

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, device settings, 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 understand how the Service is used so we can improve it.
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.
- Google Workspace (USA): Hosts our business email and the private, access-restricted files we use to collect a School's setup details and family list during onboarding.
- Google Analytics for Firebase and Google reCAPTCHA (USA): Provide usage analytics and protection against automated abuse.
- Apple (USA) and Google (USA): Distribute our mobile apps and confirm requests come from a genuine copy of the app (App Attest and Play Integrity).
- YouTube (Google, USA): Hosts the videos shown on our website.
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 within 48 hours by an automated Cloud Function. It is used only for same-day operational purposes and is not archived; only daily check-in and pickup totals that identify no one are kept for school reports.

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 support@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. Mobile App Data Collection (iOS and Android)

The School Check-In mobile app collects the same information as the website, and nothing more. Specifically:

Location — while in use only: The app requests location access only while you are using it, to confirm you are inside your School's pickup zone at the moment you check in. It does not request or use background location, and it does not track your movement.
Name: Provided by your School through its secure roster import, and used to identify you at pickup.
Email address: Used to sign in to your account and to send account-related messages such as password resets and pickup-access notifications.
Analytics — only if you turn it on, and not linked to your identity: If you allow analytics in the app, we collect usage statistics to keep the app working well. This data is not linked to your name, your email address, or your account.

The app also uses your device's built-in security features. If you enable biometric sign-in (Face ID, Touch ID, or fingerprint), your credentials are stored in your device's secure storage and are never transmitted to us. The app registers a device token so your School can send pickup notifications; this feature ships turned off. The app uses Apple App Attest and Google Play Integrity to confirm requests come from a genuine, unmodified copy of the app.

We do not collect any information about students through this app, we do not use third-party crash-reporting services, and we do not use advertising identifiers or share any data with advertisers. We never sell your data.

You can revoke location access at any time in your device settings. Doing so will prevent check-in, since location is how the School verifies you are on site, but it will not affect the rest of your account. To request deletion of your account data, email support@schoolcheckinapp.com.

11. Contact Us

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

You can also email us directly at support@schoolcheckinapp.com.

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