Privacy Policy

1. Overview

Attendo ("we," "our," or "the System") is a secure attendance tracking application designed for after-school programs. We are committed to protecting student privacy and complying with the Family Educational Rights and Privacy Act (FERPA) and other applicable privacy laws.

2. Information We Collect

We collect and store the following student information:

• Student Identification: Student ID number, full name, and grade level
• Attendance Records: Date, time, and activity name for check-ins and check-outs
• Manual Adjustments: Staff-entered hour adjustments with explanatory notes (when applicable)

We do NOT collect: Social Security numbers, addresses, phone numbers, email addresses, medical information, or any other personal information beyond what is necessary for attendance tracking.

3. How We Use Student Information

Student information is used exclusively for:

• Recording attendance at after-school program activities
• Calculating participation hours for reporting purposes
• Generating attendance reports for program administration
• Meeting program funding and compliance requirements

4. Data Security

We implement multiple security measures to protect student information:

• Access Controls: Password-protected system accessible only to authorized staff members
• Encryption in Transit: All data transmission uses industry-standard TLS 1.2+ encryption (HTTPS)
• Secure Hosting: Application hosted on secure cloud infrastructure (Replit/Google Cloud Platform)
• Limited Access: Only authorized program staff have access to student records
• Session Security: Session-based authentication prevents unauthorized access

Staff Responsibility: Staff members must log out when finished to ensure security. Always close the browser window or click "Logout" when done using the system.

5. Data Retention Policy

Our policy is to retain student attendance data for the current school year only.

At the end of each school year, program administrators will:

• Export attendance records for required reporting and compliance purposes
• Archive or permanently delete attendance data from the previous school year
• Prepare the system for the new school year with updated student rosters

Note: Data retention and deletion is a manual process performed by authorized administrators. This yearly retention policy ensures we maintain only necessary information and minimize privacy risks.

6. Data Sharing

We do NOT share, sell, or disclose student information to third parties except as required by law or with explicit parental consent.

Student attendance data may only be shared with:

• Authorized school or program administrators with legitimate educational interest
• Funding agencies or auditors as required for program compliance
• Parents/guardians upon request for their own child's records
• Legal authorities when required by court order or subpoena

7. Parent and Student Rights

Under FERPA, parents and eligible students have the right to:

• Inspect Records: Request to review their child's attendance records
• Request Corrections: Request amendments to inaccurate or misleading information
• File Complaints: File a complaint with the U.S. Department of Education concerning alleged violations
• Request Deletion: Request removal of their child's information from the system (subject to program requirements)

8. Staff Responsibilities

All staff members with access to Attendo must:

• Maintain confidentiality of login credentials
• Access student information only for legitimate program purposes
• Log out of the system when not in use
• Report any suspected privacy breaches immediately
• Comply with FERPA requirements and organizational privacy policies

9. Data Breach Response

In the event of a data breach or unauthorized access to student information, we will:

• Immediately investigate and contain the breach
• Notify affected parents/guardians within 72 hours
• Report the incident to appropriate authorities as required by law
• Take corrective action to prevent future incidents

10. Children's Online Privacy

Attendo is used by staff members to record attendance; students do not directly access the system. We do not knowingly collect personal information directly from children under 13 through online means. All attendance data is entered by authorized staff members only.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. Continued use of Attendo after changes constitutes acceptance of the revised policy.

12. Contact Information

For questions about this Privacy Policy, to request access to student records, or to report privacy concerns, please contact your program administrator.