Privacy Policy — SchoolHub

Welcome to SchoolHub, a mobile app created to help busy parents stay on top of their kids' school and activity schedules. Your trust matters to us — this page explains what we collect, how we use it, and your rights.

1. What information we collect

SchoolHub collects only the information necessary to make the app useful and reliable:

• Parent information: name and email address (for account creation, communication, and personalization).
• Child information: child's name (so you can organize schedules and activities).
• School and activity data: school names, activity names and descriptions, schedules, and locations you add to manage your family's calendar.
• Family group information: family group names and member email addresses when you create or join a family group.
• Location data: your device location (when the app is in use) and school/activity locations to calculate travel times and show routes on maps.
• Device information: device type, operating system, and app version (for analytics and crash reporting to improve app performance).
• Screenshot and screen recording detection: we detect when you take a screenshot or start screen recording while using the app (this is logged anonymously for analytics purposes).
• Advertising identifiers: device advertising identifiers (Google Advertising ID on Android, and Identifier for Advertisers on iOS if you grant permission) to measure the effectiveness of our advertising campaigns.
• Enrollment and contact form data: the information you provide when contacting a school or service through the Hub directory. The specific fields depend on what each school or vendor requests — this may include your name, email, phone number, service preferences, or other details relevant to your inquiry.
• Phone number verification: your phone number, verified via a one-time SMS code (OTP), when a school's contact form requires phone verification.
• Waiting list data: if a service you're interested in is at full capacity, you may choose to join a waiting list. We store the information you provided in the contact form along with your waiting list preference.
• Session replay data: anonymized recordings of your app interactions (taps, scrolls, screen transitions) to help us understand usability issues and improve the app. All text inputs are masked — we never record what you type in form fields, passwords, or sensitive content.
• In-app survey responses: your optional responses to in-app surveys we use to improve the product.
• Like/favorite data: when you "like" a school profile, we store your preference so you can manage your favorites and so we can display aggregate like counts on profiles. Individual likes are anonymous to other users — no one can see which profiles you liked.
• Aggregate share counts: when you share a school profile using your device's share feature, we increment an anonymous aggregate share count on that profile. We do not store who shared which profile — only the total count is recorded.
• Vendor account data: for users invited as vendors of a school profile, we additionally store profile membership, role (vendor/admin), notification preferences (immediate / weekly digest), and primary-contact assignment.
• Vendor internal notes: if you contacted a school through the Hub, that school's vendor users may attach private internal notes to your inquiry (e.g. "called on Tuesday, will follow up next week"). These notes are stored on SchoolHub servers, are visible only to vendor users with access to that school's profile, and are not shared with you or any other party.
• Walk-in records (added by vendors): schools can record families who contacted them outside the app — for example by phone or in person. When a school does this, the data they enter (parent name, phone, email, child's name, academic year, service of interest) is stored on SchoolHub on the school's behalf, even if you have never used the SchoolHub app. The school is responsible for having a legal basis to record your data with us, and for honoring your rights as a data subject. See section 8 below.
• Vendor follow-up acknowledgements: when a school marks your inquiry as "seen," we record the timestamp and send you a notification. When you send a follow-up reminder to a school, we record the timestamp and notify the school.
• Vendor activity timestamps: for audit and consistency we record who created, edited, or deleted each record (vendor user ID + display name) on enrollments, waitlist entries, notes, and walk-in records.

We do not collect photos, contacts, media files, or other unnecessary personal data.

2. How we use this information

We use your information to:

• Create and manage your SchoolHub account.
• Show accurate travel times and routes between your device and your child's school or activities.
• Send helpful push notifications about upcoming rides and activity reminders (only if you enable notifications).
• Allow you to create family groups and share children, schools, and activities with family members.
• Improve app performance, fix crashes, and enhance user experience through analytics.
• Provide customer support when you contact us.
• Measure the effectiveness of our advertising campaigns on platforms like Facebook to understand how users discover SchoolHub.
• Allow you to browse the Hub — a public directory of schools, kindergartens, and educational services — and contact or enroll with them directly from the app.
• Forward your contact or enrollment request to the school or vendor you chose to reach out to, so they can respond to your inquiry. Only the information you submitted in the form is shared.
• Place you on a waiting list when a service is at full capacity, and notify the vendor so they can follow up when availability opens.
• Conduct anonymized session replay analysis to identify and fix usability issues.
• Display optional in-app surveys to gather your feedback on how to improve SchoolHub.
• Display aggregate popularity metrics (such as like counts and share counts) on school profiles. These counts are anonymous — we do not share individual like or share data with vendors or third parties.
• Remember your liked/favorited profiles so you can easily find them again.
• Use your city information to show relevant school recommendations and curated content sections (such as "Recently Added" or "Recently Verified" schools) on the home screen.
• Operate the vendor surface for schools that have signed up for the SchoolHub paid tier — including showing them their parent contact list, enrollment list, waitlist, and availability matrix on the SchoolHub mobile app and web admin portal.
• Send vendor notifications (push + in-app + email): immediate alerts on new parent inquiries and follow-up reminders, and an optional weekly digest.
• Send "we saw your request" acknowledgements to parents when a vendor enables this feature on their profile. This is configurable per school; some schools may opt out.
• Maintain audit metadata (created-by / edited-by / deleted-by) on vendor-side records for security and dispute resolution.

We never sell or rent your data to third parties.

3. Third‑party services we use

To provide features and keep the app running smoothly, we rely on trusted providers:

• Authentication services — for secure sign-in (email/password, Google Sign-In, Apple Sign-In).
• Cloud database services — for securely storing your data.
• Google Maps — for location services, map display, and route calculations.
• Analytics services — for understanding app usage patterns and improving the app.
• Crash reporting services — for identifying and fixing issues quickly.
• Push notification services — for sending reminders about rides and activities.
• Cloud scheduling services — for scheduling server-side notifications.
• Meta (Facebook) SDK — for measuring the effectiveness of our advertising campaigns. This service collects device advertising identifiers to attribute app installs to specific ad campaigns. Meta's privacy policy: https://www.facebook.com/privacy/policy/
• Session replay and survey services — for anonymized session replays and optional in-app surveys to improve the user experience. Session replays mask all text inputs. Data is stored on EU-based servers.
• Transactional email services — for sending automated email notifications to schools and vendors when you submit a contact or enrollment form, for assembling and delivering optional weekly digest emails to vendor users, and for sending follow-up acknowledgement emails to parents when a school marks an inquiry as seen.

These providers follow industry-standard security practices and have their own privacy policies. We limit the information shared with them to what is necessary for their services.

4. Data storage & security

Your information is stored securely using secure cloud database services. We implement reasonable technical and organizational measures to protect your data from unauthorized access, alteration, or misuse.

Account deletion. When you delete your account, your personal data is removed from our active systems. This includes your profile, children's information, schools, activities, and all associated data including any submissions you made through the Hub.

Soft-delete and retention. When you (or a school you've contacted) delete an enrollment, waitlist entry, contact, or internal note, the record is moved to a deleted state on our servers (it is excluded from all in-app views and from anyone's active inbox) and is retained in our backups for up to 90 days for dispute resolution and to support data restoration if a delete was made in error. After 90 days, soft-deleted records are permanently purged. Account deletion bypasses this retention window — anything tied to your account is removed immediately.

Walk-in records about you. If a school added you to their SchoolHub roster as a "walk-in" (i.e. you contacted them outside the app), you can request deletion either by contacting that school directly or by emailing hello@schoolhub.io. We will action your request within 30 days.

5. Permissions

SchoolHub requests the following permissions:

• Location permission — requested only when the app is in use (not in the background). This is used solely to calculate travel time and show routes to schools and activities on maps.
• Notification permission — requested to send you push notifications about upcoming rides and activity reminders. You can enable or disable notifications at any time in the app settings. On Android, the app may run a background service to show live ride status notifications with countdown timers and "time to leave" alerts. On iOS, we use lock screen widgets to show ride information.
• SMS permission (Android) — used only for auto-reading the OTP verification code during phone number verification on contact forms. This is optional and the code can always be entered manually.

You can revoke these permissions at any time through your device settings, though some app features may not work without them.

6. Authentication methods

SchoolHub supports multiple secure sign-in options:

• Email and password — traditional account creation with email verification.
• Google Sign-In — sign in using your Google account (available on all platforms).
• Apple Sign-In — sign in using your Apple ID (available on iOS devices).

When you sign in with Google or Apple, we receive your email address and name (if provided) to create your account. We do not access other information from these accounts.

7. Child data

We take children's privacy seriously. We only collect a child's name, and only when provided by a parent or guardian through the app—not directly from the child. We do not knowingly collect personal information from children under 13 without parental consent.

8. Hub Directory and Vendor Communication

SchoolHub includes a Hub — a public directory of schools, kindergartens, and educational services. When you use the Hub:

• Browsing is anonymous. You can view school profiles, locations, services, and availability without sharing any personal information.
• Contacting a school shares your form data. When you submit a contact or enrollment form, the information you provided in that form is shared with the school or vendor you chose to contact. Each school may request different information — the form fields are configured by the vendor and may vary. This is necessary so they can respond to your inquiry. You may submit multiple enrollment forms to the same school for different academic years. Each submission is treated independently and shared with the vendor as a separate inquiry.
• Waiting lists. If a service is full, you may choose to join a waiting list. The information you provided in the form is shared with the vendor so they can contact you when availability opens.
• Email notifications. When you submit a form, an automated email is sent to the vendor on your behalf containing the information you submitted. We do not use your information for any other purpose.
• Vendor data handling. Once your information is shared with a vendor through a form submission, that vendor is responsible for how they handle your data. We encourage you to review the vendor's own privacy practices.

8.5 What schools (vendors) can see and do with your data

When you submit a contact or enrollment form, your information is shared with the school you contacted. Once shared, the school's authorized vendor users (school owners and any co-workers they have invited via the SchoolHub admin portal) can:

• View your submission and any details you included (including the optional comment field).
• Mark your submission as seen. When they do this, you'll receive a notification confirming they reviewed your request.
• Add internal notes about your inquiry for their own reference. These notes are private to the school and are not shared with you.
• Update the status of your enrollment or waitlist entry (pending → contacted → enrolled, or move to a waiting list).
• Soft-delete your inquiry if you no longer wish to be contacted, or if the inquiry is no longer relevant.

Vendor users may include the school's owner and any co-workers they have invited to manage that school's profile. SchoolHub is not responsible for actions taken by those co-workers — the school is responsible for managing their team's access. The vendor-side obligations governing how schools may use your data are set out in the "Vendor Users and Authorized Use" section of our Terms of Service.

8.6 Walk-in records added by schools

Schools can record families who contacted them outside the SchoolHub app — for example over the phone, by email, or in person. When a school adds your family this way:

• The school enters your name, phone number, optionally email, the child's name, and the service you're interested in.
• This information is stored on SchoolHub on the school's behalf. You may not have a SchoolHub account.
• The school is the data controller for this record under GDPR. SchoolHub acts as the data processor.
• You are entitled to all standard GDPR rights (access, rectification, deletion, objection, portability) for any data stored about you in this way. Contact the school first; if they do not respond, contact SchoolHub at hello@schoolhub.io and we will action your request within 30 days.
• Schools may also add private internal notes about your communication. Those notes are subject to the same access / deletion rights.

8.7 Vendor co-workers and notification fan-out

A school's primary owner can invite additional vendor users (co-workers) to help manage their SchoolHub profile via the web admin portal. Once invited and accepted:

• All co-workers can see the same enrollment list, waitlist, parent contacts, and internal notes for that profile.
• The primary owner controls who receives notifications on new submissions: either all active co-workers, or only the primary contact.
• Each co-worker can independently opt in / out of the optional weekly digest for that profile.

Removing a co-worker from the school's profile (via the web admin portal) immediately revokes their access to all of that profile's data on the SchoolHub mobile app and admin portal.

9. Family groups and data sharing

SchoolHub allows you to create family groups to share your family's schedule with other trusted adults (such as a spouse, partner, or caregiver).

When you create or join a family group:

• You can invite family members by email.
• Family members can view and help manage shared children, schools, and activities.
• Each family member maintains their own account and login credentials.
• You can leave a family group at any time, which removes your access to that group's shared data.

Family group features are optional. If you don't create or join a family group, your data remains private to your account only.

10. Analytics and crash reporting

We use analytics and crash reporting services to improve the app:

• Analytics services — track general app usage patterns to help us improve the app. This includes screen views, feature usage patterns, button interactions, and app lifecycle events. This data is anonymized and aggregated.
• Crash reporting services — automatically collect error reports and crash information to help us fix bugs quickly. This may include device information, app version, and error details, but does not include personal information.

We also detect screenshots and screen recordings for analytics purposes. You cannot opt out of crash reporting as it is essential for app stability, but analytics data is anonymized and does not identify you personally.

11. Advertising and Campaign Measurement

To understand how users discover SchoolHub, we use advertising measurement tools:

What we collect:

• Device advertising identifiers (Google Advertising ID on Android, IDFA on iOS)
• App install and launch events
• Device information (model, OS version)

How it's used:

• To measure which advertising campaigns lead to app installations
• To understand the effectiveness of our marketing efforts
• To improve our advertising to reach parents who might benefit from SchoolHub

Your choices:

• iOS users: When you first open the app, you'll be asked whether to allow tracking. You can choose to deny this, and we will not collect your advertising identifier. You can change this choice anytime in Settings > Privacy & Security > Tracking.
• Android users: You can reset or opt out of personalized advertising in your device settings under Settings > Google > Ads.

Data sharing:

This advertising data is shared with Meta (Facebook) to measure campaign performance. This data is used solely for measurement purposes and is subject to Meta's privacy policy.

12. Session Replays

To improve the app's usability, we use anonymized session replays that record how users interact with the app (screen transitions, taps, scrolls).

• All text inputs are automatically masked — we never see what you type in form fields.
• Session replays are stored on EU-based servers and are only accessed by the SchoolHub development team.
• Replays are used solely to identify bugs, improve navigation, and enhance the user experience.
• Session replays do not capture passwords, payment information, or any content you type.

13. Your rights

If you are located in the EU (including Cyprus), GDPR gives you rights over your personal data, such as:

• Access and review the data we hold about you.
• Update or correct your details via the app settings.
• Delete your account and personal data anytime through the app or by contacting us.
• Export your data in a portable format.
• Object to processing of your personal data.

If you need assistance exercising these rights, contact us at hello@schoolhub.io and we'll help promptly.

If a school added you as a walk-in record (see section 8.6), you have the same rights with respect to that record. You can exercise them by contacting the school directly or by emailing us at hello@schoolhub.io. We will route your request to the school as the data controller, or action it ourselves if the school is unresponsive within a reasonable period.

14. International use

SchoolHub is available internationally. All data processing follows EU GDPR standards regardless of where the user is located. Data is stored in secure data centers managed by our cloud service providers.

15. Changes to this policy

We may update this Privacy Policy occasionally. If we make material changes, we will notify you in the app and update the "Last updated" date at the top. We encourage you to review this policy periodically.

16. Contact us