Privacy Policy

1. Introduction

SchoolParent.ai (“we”, “us”, “our”) is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our service.

2. What Data We Collect

We may collect and process the following data:

Account Information:

• Name
• Email address
• Contact details

Email Data:

• Emails from connected Gmail or Outlook accounts
• Email content, subject lines, and attachments
• Sender addresses

Child Information:

• Child name (if provided)
• School-related information linked to the child

Attachments:

• PDFs, images, and documents attached to emails
• Extracted text via OCR

Usage Data:

• Interaction with the service
• Message delivery logs (e.g. WhatsApp / Telegram)

3. How We Use Your Data

We use your data to:

• Provide AI-generated summaries of school emails
• Extract important dates, events, and reminders
• Enable chatbot functionality for querying stored information
• Send notifications via messaging platforms
• Improve the accuracy and performance of the service
• Maintain and secure the platform

4. AI Processing

Your data may be processed using artificial intelligence systems to generate summaries and respond to user queries. While we take reasonable steps to ensure accuracy, AI responses may not always be complete or correct. Users should always verify important information against original sources.

5. AI Memory & Data Storage

To provide chatbot functionality, we store processed email content, summaries, and extracted information. This allows users to ask questions (e.g. “What’s happening this week?”) and retrieve relevant information. This data is used solely to provide and improve the Service.

6. Legal Basis for Processing (GDPR)

We process your data based on:

• Consent (when you connect your email account)
• Legitimate interest (to provide and improve the service)
• Contractual necessity (to deliver the service)

7. Children’s Data

You confirm that you are a parent, carer, or legal guardian and have the legal authority to provide any child-related data. We do not knowingly collect data directly from children.

8. Data Sharing

We do not sell your data. We may share data with:

• Email providers (Gmail, Outlook)
• Messaging services (e.g. WhatsApp, Telegram)
• Cloud hosting providers
• AI processing services

All third parties are used only to provide the service.

9. Data Storage & Security

We take reasonable measures to protect your data, including secure servers, encryption where appropriate, and access controls. However, no system is 100% secure.

10. Data Retention

We retain your data for as long as your account is active or as necessary to provide the Service, including chatbot functionality. You may request deletion of your data at any time.

11. Your Rights (GDPR)

You have the right to:

• Access your data
• Correct inaccurate data
• Request deletion
• Restrict processing
• Object to processing
• Data portability

To exercise these rights, contact us at:

school.parent101@gmail.com

12. Third-Party Services

Our service relies on third-party providers. We are not responsible for their privacy practices.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of significant changes.

14. Contact

If you have any questions about this Privacy Policy:

school.parent101@gmail.com