Privacy Policy

1. Introduction

Welcome to SchoolParent.ai ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our application and services.

2. Information We Collect

2.1 Account & Profile Information

• User Account: Name, email address, phone number (for WhatsApp integration), password (hashed), and timezone.
• Child Profiles: Child's name, grade/class information, and associated school sender emails used to identify relevant communications.
• Preferences: Notification settings and account configuration.

2.2 Email & Communication Data

When you connect third-party accounts (Google/Gmail, Microsoft/Outlook), we process and store:

• Email Content: Subject lines, sender addresses, timestamps, and message bodies (plain text and HTML). We store this data to generate summaries and allow you to search your school history.
• Attachments: Filenames, sizes, MIME types, and extracted text content from supported documents (PDFs, Images) using OCR technology.
• OAuth Tokens: Secure access and refresh tokens are stored to maintain your connection without storing your actual email password.

2.3 Generated Data

• Summaries: AI-generated summaries of your emails.
• Embeddings: Vector representations of email content used to power our "Ask Q&A" features.
• Calendar Links: Temporary links generated for "Add to Calendar" functionality.

3. How We Use Your Information

We use the collected information for the following purposes:

• Service Delivery: To ingest emails, identify school-related messages based on your Child Profiles, and generate concise summaries.
• AI & OCR Processing:
  • We use OpenAI to analyze email text and generate summaries.
  • We use Google Vision AI (and optionally Tesseract) to extract text from image and PDF attachments so they can be summarized.
• Notifications: To send you WhatsApp notifications containing summaries, reminders, and alerts via 360messenger.
• Search & Q&A: To allow you to ask questions about your school emails using vector search technology.

4. Data Sharing and Third Parties

We do not sell your personal data. We share data only with the following trusted third-party service providers to operate our service:

• Google (Gmail & Cloud): For email integration, Pub/Sub messaging, and Vision AI (OCR).
• Microsoft (Outlook): For Outlook email integration.
• OpenAI: For generating summaries and embeddings. Your data is sent securely and is not used to train OpenAI's public models.
• 360messenger: For delivering WhatsApp messages.
• Redis: For caching, task queue management, and rate limiting.

5. Google User Data Policy

SchoolParent.ai's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

We do not use Google Workspace data for training our AI models.

6. Data Security & Retention

We implement industry-standard security measures:

• Encryption: Data is encrypted in transit (TLS/SSL) and sensitive fields (like tokens) are protected.
• Access Control: Access to backend systems is strictly limited to authorized personnel.

Retention: We retain your email data and summaries while your account is active to provide search and Q&A history. Temporary data, such as Calendar Links, are automatically deleted after they expire.

7. Your Rights

• Access & Correction: You can view and edit your profile and child information within the application.
• Data Deletion: You may request the deletion of your account and all associated data (including emails and summaries) by contacting support.
• Disconnect: You can revoke access to your Gmail or Outlook accounts at any time via the application settings or your email provider's security settings.

8. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

Email: school.parent101@gmail.com