Privacy Policy

Last Updated: August 24, 2025

1. Information We Collect

Personal Information

We collect information you provide directly to us when using Relief Roster, including:

• Account Information: Name, email address, phone number, role, and school/district affiliation
• Professional Information: Teaching credentials, certifications, availability, and substitute preferences
• Absence Requests: Dates, reasons for absence, and related documentation as required by your institution
• Volunteer Information: Background check status, volunteer hours, and participation records

Usage Information

We automatically collect certain information about how you use our platform:

• Log data including IP addresses, browser type, and access times
• Platform usage patterns and feature interactions
• Performance metrics to improve system reliability

2. How We Use Your Information

Relief Roster uses collected information exclusively for legitimate educational and administrative purposes:

• Service Delivery: Managing absence requests, substitute scheduling, and volunteer coordination
• Communication: Sending notifications about schedule changes, system updates, and important announcements
• Compliance: Maintaining records required by educational regulations and policies
• System Improvement: Analyzing usage patterns to enhance platform functionality and user experience
• Security: Detecting and preventing unauthorized access or misuse of the platform

3. Data Security Measures

Relief Roster employs comprehensive security measures that meet or exceed industry standards:

• Encryption: All data is encrypted using AES-256 encryption both in transit (via TLS 1.3) and at rest
• Access Controls: Role-based permissions ensure users can only access appropriate information
• Regular Audits: Third-party security assessments and penetration testing conducted annually
• Infrastructure Security: Hosted on secure, SOC 2 Type II compliant cloud infrastructure
• Data Backup: Automated daily backups with disaster recovery protocols
• Staff Training: All team members undergo regular security awareness training

4. Information Sharing and Disclosure

We do not sell, rent, or trade personal information. We may share information only in the following limited circumstances:

• Within Your Institution: Authorized school personnel may access relevant information for operational purposes
• Service Providers: Trusted third-party vendors who assist in platform operations under strict confidentiality agreements
• Legal Requirements: When required by law, court order, or to protect rights and safety
• Business Transfers: In the event of a merger or acquisition, with continued privacy protection commitments

5. Data Retention

We retain personal information only as long as necessary for the purposes outlined in this policy:

• Active Accounts: Information is retained while your account remains active
• Inactive Accounts: Data is deleted within 12 months of account deactivation
• Legal Requirements: Some records may be retained longer to comply with educational record-keeping requirements
• Anonymized Data: De-identified usage statistics may be retained for platform improvement

6. Your Rights and Choices

You have several rights regarding your personal information:

• Access: Request to view the personal information we have about you
• Correction: Update or correct inaccurate information in your profile
• Deletion: Request deletion of your account and associated data
• Portability: Export your data in a standard format when technically feasible
• Notification Settings: Control the types of communications you receive

7. Educational Privacy Compliance

Relief Roster is committed to compliance with educational privacy laws:

• FERPA Compliance: We adhere to Family Educational Rights and Privacy Act requirements for educational records
• State Privacy Laws: Our platform complies with applicable state-level student and staff privacy regulations
• Minimal Data Collection: We collect only information necessary for platform functionality
• Transparent Practices: Clear disclosure of all data collection and usage practices

8. Children's Privacy

Relief Roster is designed for use by educational professionals and does not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will take immediate steps to delete it.

9. International Data Transfers

For schools operating internationally, we ensure that any cross-border data transfers comply with applicable privacy frameworks and include appropriate safeguards to protect your information. Relief Roster implements GDPR-aligned data protection measures.

10. Updates to This Policy

We may update this privacy policy periodically to reflect changes in our practices or applicable laws. We will notify users of any material changes via email or platform notifications at least 30 days before they take effect.

11. Contact Information

If you have questions about this privacy policy or our data practices, please contact us: