Draft — not yet reviewed by an attorney.This is boilerplate prepared for review, not a document the school has adopted. Do not treat it as binding, publish it as final, or rely on it until counsel has read it and an effective date is set below.

Staff & Admin Portal Privacy Policy

Effective date: [DATE NOT YET SET]

This describes what the staff portal collects about you as a staff member, and reminds you of your obligations regarding the family and student information you can see through it. See also the Staff & Admin Portal Terms of Service.

1. Information about you

Contact details — your name and email address, used to sign in and identify your actions in the portal.
Sign-in records — which method you used to sign in, and routine security records of sign-in activity.
Action records — which staff member approved a photograph, changed a setting, or sent an announcement or urgent notice is recorded against your account. This exists so decisions about a child's photograph, or a message sent to every family, can be traced to a person — the same reason it exists for every action in this portal, not a special watch on you.

2. Information you access about others

Depending on your role, the portal may show you students' names and photographs, family contact information, and consent records — including whether a family has opted a child into biometric face-matching. This is disclosed to you only so you can do your job. It belongs to the families who provided it, is governed by the school's obligations to those families, and is not information about you to hold onto, copy, or share outside the school.

3. Administrator access

If your role is administrator, the portal additionally shows you site configuration, including third-party service credentials the school relies on, and lets you send urgent or emergency notices that reach every family regardless of their notification preferences. Who sent an urgent or emergency notice, when, and from where, is recorded — an emergency channel nobody can audit is one somebody eventually misuses.

4. Third parties involved

The portal is built on infrastructure provided by DigitalOcean (hosting, database, and photo storage), Clerk (sign-in), Resend (email delivery), and, for schools using face matching, Amazon Web Services (Rekognition). Each processes information solely to provide their part of the portal to the school.

5. How long we keep this

Action records are kept for as long as needed for accountability and security. Your own account is retained for as long as you are authorized to use the portal.

6. Changes to this policy

We may update this policy from time to time. The effective date above reflects the most recent revision.

7. Contact

Hillwood Academic Day School, 2521 Scott Street, San Francisco, CA 94115 — [email protected] — (415) 931-0400.