1. About this policy
SchoolFlo is a student transition platform used by K-12 schools, their staff, and the families they serve. This policy explains what personal data we handle, why, who we share it with, and the choices and rights you have. It applies to everyone who uses the SchoolFlo platform and this website.
For student and family data, the school is the data controller and SchoolFlo acts as a data processor on the school's instructions. For our own purposes, such as security and improving the service, SchoolFlo acts as the controller.
2. Data we collect
- Students: name, date of birth, student ID, grade or class, enrollment status, and records the school chooses to share for a transition.
- Parents and guardians: name, relationship to the student, contact details, and messages exchanged with the school through SchoolFlo.
- School staff: name, job title, school email, account credentials (passwords are hashed, never stored in plain text), and activity logs.
- Usage data: device and browser type, IP address and general region, pages and features used, and error and performance logs.
3. How we collect it
From schools when they set up and manage their account; from the school's student information system, such as Veracross, through secure connections the school authorizes; through single sign-on; from parents and guardians who use the parent portal; and automatically through essential and analytics cookies.
4. How we use it
To run the platform and its workflows, route tasks to the right school departments, keep families informed, authenticate users, sync roster and contact data, provide support, keep the service secure and reliable, and meet our legal obligations, including FERPA, COPPA and GDPR where they apply. We do not sell personal data and we do not use student data for advertising.
5. Sharing
- Your school's systems: data flows to and from integrations, such as Veracross, that the school sets up and authorizes.
- Service providers: companies that host or support the platform may process data on our behalf, only on our instructions and with appropriate security.
- Legal requirements: we disclose data when required by law, court order or a regulator, or to protect the safety of our users.
- Business transfers: if SchoolFlo is merged or sold, data may transfer with it. Schools will be told in advance.
6. International transfers
We serve schools around the world, so data may be processed outside your country. Transfers from the UK or EEA use Standard Contractual Clauses or another approved safeguard, and we apply safeguards consistent with FERPA for US schools.
7. Cookies
We use only strictly necessary cookies (sign-in, sessions and security) and analytics cookies that help us improve the service. You can turn analytics cookies off in your browser. We do not use advertising cookies.
8. Retention
We keep personal data while the school's account is active and as the school directs. Schools can ask us to delete their data at any time. After an account closes, data is deleted or anonymized within a reasonable period unless the law requires us to keep it.
9. Security
Data is encrypted in transit and at rest. Access is limited by role, passwords are hashed, and we carry out regular security assessments. If a breach affects your rights, we will notify the relevant authority and the people affected as the law requires.
10. Children's privacy
SchoolFlo is used under school supervision. For students under 13, the school acts as the operator under COPPA and is responsible for any parental consent. Under FERPA, SchoolFlo acts as a school official with a legitimate educational interest, processes education records only as the school directs, and the school keeps ownership and control of those records.
11. Your rights
Depending on where you live, you may have the right to access, correct, delete, restrict, or receive a copy of your personal data, to object to certain processing, and to withdraw consent. US parents and eligible students can inspect and correct education records through their school. Please contact your school first, or email us at support@school-flo.com. We aim to respond within one month. You may also complain to your local data protection authority.
12. Changes
We may update this policy as our service or the law changes. We will tell schools about material changes in advance by email or in the platform, and the date at the top will show the latest version.
13. Contact us
Email support@school-flo.com with any privacy question or request.
SchoolFlo, Unit 302 – 540 Lawrence Avenue, Kelowna, BC, Canada
SchoolFlo
