Privacy Policy

This Privacy Policy explains how School Gradebook ("we", "us", "the Service") handles information when a school, homeschool family, or their staff and parents use the Service. By using School Gradebook, you agree to the handling of information described here.

1. Who controls the data

School Gradebook is a tool that schools and homeschool families use to keep their own records. The school or family that sets up an account is the owner of the information they enter — including student records — and decides how it is used. We act as a service provider that stores and processes that information on their behalf and under their instructions.

Because of this, a school or family is responsible for obtaining any consents their local laws require before entering a student's information.

2. Information we collect

• Account information — names, email addresses, and (optionally) phone numbers for administrators, teachers, and parents; the password you set (stored only in encrypted form).
• Student records entered by the school or family — such as a student's name, grade level, date of birth, subjects, grades, attendance, behaviour notes, and any health or special-needs notes the school chooses to record.
• Content you create — calendar events, messages between teachers and parents, permission slips, and report-card data.
• Technical information — basic log data needed to run and secure the Service, such as the date and time of a sign-in and the general type of device or browser used.

We do not knowingly collect information directly from students. Students do not have accounts and do not sign in.

3. How we use information

• To provide the Service — recording grades and attendance, producing report cards, showing the calendar, delivering messages and invitations, and printing certificates.
• To send necessary account emails, such as invitation and password-setup links, password resets, and permission-slip notifications.
• To keep the Service secure, back it up, and troubleshoot problems.
• To respond to your requests when you contact us.

We do not sell personal information, and we do not use student records for advertising or to build advertising profiles.

4. How information is shared

Each school and family lives at its own private web address with its own separate data. People at one school can never see another school's information. Within a school, information is shown only to the people who need it — a parent sees only their own children; a teacher sees only their own classroom.

We share information outside the Service only:

• with service providers who help us operate the Service (for example, hosting and email delivery), under obligations to protect it;
• if required by law, or to protect the rights, safety, and security of users and the public;
• as part of a business transfer (such as a merger), in which case we would notify affected account owners.

5. Children's information

School Gradebook is used to keep education records about children, but it is designed to be operated by the responsible adults — school staff and parents. Access to a student's information is limited to their own school's authorised staff and their own invited parents or guardians. Schools and families are responsible for meeting the consent and notice requirements of laws that apply to them, such as FERPA and COPPA in the United States.

6. Keeping and deleting information

To preserve academic history, closed school years are archived rather than deleted, so a past report card remains accurate. Automatic backups are kept to protect against data loss. A school or family that wants its data corrected, exported, or deleted can contact us, and we will act on the account owner's instructions, subject to any legal record-keeping obligations.

7. How we protect information

We use reasonable technical and organisational measures to protect information — including encrypted connections, encrypted password storage, per-school data separation, and regular backups. No system is perfectly secure, but we work to keep information safe and to limit who can access it.

8. Your choices and rights

Depending on where you live, you may have rights to access, correct, or delete personal information, or to object to certain processing. Because a school or family owns its records, please direct these requests to the school or family that holds your information; we will support them in responding. You can also reach us directly using the contact details below.

9. Changes to this policy

We may update this policy from time to time. When we make a significant change, we will update the "last updated" date above and, where appropriate, notify account owners.

10. Contact us

Questions about this policy or your information can be sent to info@teachersgradebook.com.