Privacy & data

This policy describes the pilot, not a certification or data-processing agreement. Get your school’s approval before uploading records.

This website

The marketing demo runs in your browser with fictional records. It does not submit searches or demo actions to the inventory system. No advertising or marketing analytics scripts are installed here. Hosting providers may process ordinary request logs.

The inventory app

The app uses verified email identities, school memberships and roles, inventory records, staff-entered borrower details, activity history, and equipment photos. Inventory records and photos are stored by our hosting providers. Our sign-in provider verifies your email and manages your account. Verification emails are sent through the pilot’s email service.

Optional recognition

When staff request recognition, photos are sent to our AI provider to suggest draft records. Staff review and confirm the result. Manual entry and reference photos do not require recognition. Do not upload student faces, student work, medical information, or other personal or confidential material.

Optional inventory assistant

When you ask a question, the assistant sends your question and relevant records from your current school to OpenAI. These can include item names, staff-entered borrower labels, due dates, stock counts, staff names and recent inventory activity. It cannot change inventory. Daily or weekly home-page summaries are opt-in and run when you open Home, not by email or in the background. Your preference and latest scheduled summary are saved for your school. Answers may be saved briefly to avoid repeating the same request. Older saved answers are removed when you next receive a successful answer. Avoid student names and sensitive information in questions and records.

Access

School membership and permissions keep workspaces separate. Creating an account, using a school domain, or knowing a school name does not grant access. School administrators control membership; site-level sharing restrictions also apply during the pilot.

Optional offline copies

On an explicitly trusted device, staff may save one school’s inventory snapshot and optional reference photos. Staff lists, existing borrower names and audit history are omitted; equipment status and anonymous loan references support returns. New borrowing drafts store the staff/class label you enter, and photo drafts store the selected image. Keep student names and personal information out. Counts, borrowing, returns, moves, supplies used and photos remain device-only drafts until reviewed online. Your browser may remove saved copies; review and sync your drafts promptly. Local copies and unsent drafts are removed on sign-out, manual clearing, or when opened after seven days. Anyone using that browser may be able to read the local copy; use a screen lock and school-approved devices.

Exports and retention

Administrators can export inventory and backup archives. Replaced information may remain in history, backups, or provider retention systems. Owners can recover supported backups into a separate school. Self-service account deletion and automatic deletion schedules are not available yet. Coordinate removal requests with the pilot owner through the person who invited your school.

Before wider rollout

A school-approved support contact, retention schedule, appropriate agreements, and end-to-end recovery testing are still required. No claim of FERPA, GDPR, SOC 2, or other certification is made.