Privacy Notice
Schoolletics LLC (“Schoolletics,” “we,” “us,” or “our”) provides software that helps schools, teams, programs, students, families, staff, and volunteers coordinate activities. This notice explains how Schoolletics handles personal information through the Schoolletics website, mobile application, web dashboard, and related support and communications.
Schools and other organizations decide who may join their Schoolletics organization and how school records are used. A separate school agreement or data-processing agreement may control Schoolletics’s processing on a school’s behalf. If that agreement conflicts with this notice for school-controlled data, the agreement controls to the extent permitted by law.
Information we collect
- Account and contact information: name, email address, phone number, user identifier, authentication status, notification preferences, and account settings.
- School and relationship information: school or organization, role, team or program membership, student profile, guardian relationship and permissions, staff assignments, and eligibility or clearance status.
- Activities and participation: schedules, events, attendance, RSVPs, registrations, volunteer commitments, transportation or logistics, workouts, scores, and related notes.
- User content: messages, announcements, form responses, acknowledgements, signatures, documents, photos, videos, captions, and support communications. For an electronic signature, Schoolletics may record that the signer opened and viewed the document, the signed form version and content hash, signer identity and role, consent text and acknowledgement hash, typed or drawn signature data, and timestamp. Depending on school use, forms or records may contain sensitive, medical, eligibility, or accommodation information.
- Payments: fee assignments, payment status, amount, currency, collection method, receipts, refund or dispute status, and payment-provider identifiers. For online payments, the school is the connected merchant receiving funds and Stripe hosts payment and onboarding pages. Schoolletics does not receive raw card or bank-account numbers entered into those pages. Schools may also record approved manual cash or check payments.
- Device, security, and technical information: device and push-notification tokens, browser or app request information, security and audit events, approximate network information, and diagnostic information enabled for the approved release. The current app does not request precise location through Core Location.
- Demo, support, and outreach information: name, school email, school, role, preferred meeting date/window, time zone, contact consent, optional work phone and note, campaign parameters, and correspondence. Do not place student records or other sensitive information in a demo request.
How we use information
We use information to provide and secure accounts; enforce school, role, guardian, and team access; operate schedules, communications, forms, media, payments, notifications, and support; respond to demo requests; maintain audit and safety records; prevent abuse; troubleshoot and improve the service; comply with law and school agreements; and protect users, schools, Schoolletics, and others.
How information is disclosed
- Schools and authorized users: information is shared according to organization membership, role, guardian relationship, team assignment, and school policy. It is not made public merely because a user has an account.
- Service providers: the current release uses or is prepared to use Supabase for authentication, database, storage, and server functions; Brevo for transactional authentication email; Stripe for school-connected payments and onboarding where enabled; Apple for app distribution, push notifications, and platform services; and HostGator for the public website and demo-request delivery. Each listed provider is used only for the stated operational purpose and under the provider terms applicable to Schoolletics's account. Provider service locations and subprocessors may change. Schoolletics reviews the configured provider set before release and updates this notice when a material change requires notice.
- Legal, safety, and business needs: we may disclose information when reasonably necessary to comply with law or valid process, protect safety or rights, investigate misuse, or complete an approved corporate transaction subject to appropriate safeguards.
Schoolletics does not sell personal information; use student information for targeted advertising or unrelated profiling; or use school-authorized student data to train artificial-intelligence or machine-learning models. At launch, analytics is limited to four public-site conversion event names—demo CTA, video CTA, demo-request succeeded, and demo-request failed—and excludes names, email addresses, phone numbers, school names, student information, user IDs, free text, and form values. Schoolletics does not collect analytics about authenticated student or family activity at launch. The public site asks for consent before sending these event names to Schoolletics's first-party Supabase aggregate, retains hourly counts for 90 days, and limits access to the Schoolletics owner and Candice Drenning. Declining or taking no action sends no analytics event and creates no analytics cookie or browser-storage record.
Students and children
Schoolletics is designed for school- and guardian-supervised activities, not unrestricted public use by children. Minor accounts may be created or activated only through an authorized school or program process or a verified guardian process. Minors may not independently create unrestricted public consumer accounts. Children under 13 may use Schoolletics only for a school-authorized educational purpose with the notices, permissions, and authority required by applicable law and school policy. Schools and guardians are responsible for providing required notices and permissions for their use of the service. Schoolletics does not claim that technical controls alone establish compliance with FERPA, COPPA, or state student-privacy laws. The school or guardian initiating or approving a minor account represents that it has the authority and required notices or permissions for that action. Schoolletics may pause, restrict, or unlink an account when that authority or relationship cannot be verified. Requests involving school-controlled student records are directed to the authorized school contact.
Messaging, media, and safety
Schoolletics does not permit anonymous messaging or unrestricted adult-to-minor private threads. Organization policy may require multi-person threads, guardian visibility, moderation, restricted youth-media access, and audit history. In-app reporting is not a substitute for emergency services or mandatory reporting. Reports are handled through the school's required process and the monitored Schoolletics support addresses during staffed hours. Schoolletics may restrict access and preserve only the records reasonably needed to review a report. Immediate danger must be reported to emergency services, and mandatory-reporting duties remain with the person or organization subject to them.
Retention, exports, and deletion
We retain information for the period needed to provide the service, satisfy school instructions and contracts, maintain security and audit records, process payments, resolve disputes, and meet applicable obligations. An authenticated user may request a data export or account deletion through the app. A submitted request records the request for processing and is not confirmation of completion. Schoolletics verifies and manually tracks each request through the monitored support process until automated Production completion is separately verified. Export files, when generated, use time-limited access. Access restrictions and deletion actions begin after verification and are recorded in the request log.
School-controlled records and limited payment, tax, audit, security, or safety records may be retained when a school agreement or law requires it. Schoolletics will notify the requester when deletion is complete or explain any limited legal or school-controlled hold. Schoolletics's operational target is to deactivate access for an approved deletion request as soon as reasonably practicable and delete or anonymize non-required account data within 30 days. School-controlled records are returned, retained, or deleted according to authorized school instructions and applicable obligations. Provider copies are deleted or allowed to expire through documented provider procedures, and backup copies age out on the configured provider schedule. Schoolletics may keep a minimal request record and records subject to a lawful or school-controlled hold. The requester receives a completion or hold notice; if the 30-day target cannot be met, Schoolletics provides a status and the basis for the delay.
Your choices and requests
Depending on your relationship with a school and applicable law, you may request access, correction, export, deletion, or restriction. A school may need to handle requests involving school-controlled student records. You may control certain notifications and privacy settings in the app, unsubscribe from marketing where offered, and decline optional demo-request fields. To make a privacy request, use the authenticated in-app controls when available or email admin@schoolletics.com. We may verify your identity and authority before acting.
Security and data location
Schoolletics uses access controls, encryption in transit, private storage, expiring links, audit records, provider-signature verification, and other safeguards designed to protect information. No system is perfectly secure.
After confirming a material security incident, Schoolletics will notify affected schools without unreasonable delay, provide the known scope and recommended actions as information becomes available, preserve relevant evidence, and make legally required notifications within applicable deadlines. Schoolletics will notify individual users directly when required by law or when the applicable school authorizes or directs notice for school-controlled information. Schoolletics records confirmed incidents, limits evidence to what is reasonably needed, and coordinates notices with affected schools. Notification timing depends on the facts, applicable requirements, and any controlling school agreement; Schoolletics does not promise a universal deadline beyond those requirements. Data may be processed in provider regions used by the configured service, and a signed school agreement may add location, security, evidence-sharing, or notice terms.
Accessibility
Schoolletics targets WCAG 2.2 Level AA and applicable Apple accessibility best practices and prioritizes reported barriers. This statement describes the product target and does not claim formal certification or complete conformance. Accessibility questions or barrier reports may be sent to admin@schoolletics.com; Candice Drenning at candice@schoolletics.com is the backup contact. Formal conformance claims, if any, will be made only after appropriate human audits and physical-device testing.
Changes and contact
We may update this notice as the service or legal requirements change. We will post the effective notice and provide additional notice when required. Privacy questions may be sent to admin@schoolletics.com or mailed to:
Schoolletics LLC
PO Box 5013
New Castle, PA 16105
United States