Staff & Admin Portal Terms of Service
Effective date: [DATE NOT YET SET]
1. Who this applies to
These Terms govern use of the Hillwood Academic Day School staff and admin portal by employees and authorized personnel of the school. Access is granted by the school — there is no self-service sign-up — and using the portal means the school has authorized you for the role (staff or administrator) it shows you.
2. Your account and what it can do
Signing in is handled by our authentication provider (Clerk). Your role determines what the portal shows you — reviewing and publishing photographs, managing the student roster and consent records, sending announcements, and, for administrators only, site configuration and urgent or emergency notices to every family at once. You are responsible for keeping access to your sign-in method secure and for telling the school immediately if you believe your account has been used by anyone else.
3. Use of your own photographs, likeness, and related material
As part of your engagement with Hillwood Academic Day School, the school obtained a full release for the use of photographs, likeness, and work product of you — including images that may involve biometric identification — for general marketing and commercial use by the school, and to provide goods and services offered by Hillwood Academic Day School and/or its affiliates and partners.
By signing in and using the staff portal, you reaffirm and reinforce that existing release. Using the portal does not withdraw, narrow, or replace it, and this page does not itself grant any new right that agreement did not already grant — it restates what was already agreed.
Note for review: confirm this release actually appears in staff employment/engagement paperwork before publishing this clause — the wording here mirrors the parent portal's equivalent clause and needs the same check against the real underlying agreement.
4. Confidentiality
Through this portal you may see students' photographs, family contact information, and consent records, including whether a family has opted a child into biometric face-matching. This information belongs to the families who provided it, not to you personally. Access it only as needed to do your job, and do not share it — including a photograph, a family's contact details, or a consent decision — outside the school except as your role requires.
5. Photo review and publication
Approving a photograph is a judgment about what is appropriate to show a family, or the public, about their child — treat it accordingly. A photograph is private until you approve it, and public only if you also mark it public; neither is reversible for a photograph someone has already downloaded.
6. Urgent and emergency notices
If your role includes sending urgent or emergency notices, these override every family's notification preferences and reach everyone at once. Use this only for what it exists for. There is no draft and no recall once sent, and who sent it, when, and from where is recorded.
7. Acceptable use
The portal is for school business. Do not share your sign-in with anyone else, attempt to access functions your role does not grant, or use anything obtained through the portal outside of your duties for the school.
8. Changes to these Terms
We may update these Terms from time to time. The effective date above reflects the most recent revision.
9. Contact
Hillwood Academic Day School, 2521 Scott Street, San Francisco, CA 94115 — [email protected] — (415) 931-0400.