Privacy Policy

EduSignup is a school scheduling platform operated by Powered By Pro, LLC. We help teachers create parent-teacher conference schedules and family signup events, and help families book or sign up without needing an account.

Privacy questions: privacy@edusignup.com. General support: support@poweredbypro.com.

Account holders (teachers & admins):

• Name and email address when you register
• School name and role
• Event and schedule data you create (conference availability, signup slots)
• Plain-text descriptions you type into the Quill AI assistant

Families (parents & signers):

• Name and email address when booking a conference slot or signing up for an event
• Student's first name when booking a conference slot (required)
• Student's grade, if you choose to provide it when booking a conference slot (optional)
• Any accessibility, translation, or other special requests you enter when booking a conference slot (optional)
• No account is created; we store only what is needed to confirm and manage your booking

Automatically collected:

• Standard server logs (IP address, browser type, pages visited) for security and debugging
• Session cookies to keep you signed in

• To create and manage conference schedules and signup events
• To send booking confirmations and automated reminder emails to families
• To provide the Quill AI assistant (see Section 4 below)
• To send transactional emails related to your account (password reset, verification)
• To improve the platform and diagnose technical issues

We do not sell your data. We do not use your data for advertising.

EduSignup includes Quill, an AI-powered assistant that converts plain-English descriptions into conference schedules and signup events. When you use Quill:

• The text you type is sent to OpenAI (via their API) for processing.
• OpenAI returns structured data (dates, times, slot labels) that Quill uses to build your event.
• We send only your typed description - not your name, email, school name, or any student information.
• OpenAI may retain API inputs for up to 30 days for safety monitoring per their API data usage policy. They do not use API data to train their models by default.

You are never required to use Quill. Every event can be created manually without any AI processing.

We share data only with the vendors necessary to operate the service:

• OpenAI - AI text processing (Quill assistant only; see Section 4)
• Neon - Hosted PostgreSQL database
• Resend - Transactional email delivery
• Vercel - Application hosting and infrastructure
• Upstash - Redis rate limiting
• Stripe - Subscription billing and payment processing. We do not store your card number - it is collected and held directly by Stripe.

Each vendor is bound by its own standard data protection and security terms, and may use your data only to provide its service to us - not for its own purposes. We will update this list when it changes and tell schools before adding a new vendor that would handle student information.

We may disclose information if required by law or to protect the rights and safety of our users.

We keep account, event, and slot data for as long as your account is active, because teachers and admins return to past events to reference or duplicate them. Parent and family information is handled differently: 60 days after a conference date or signup closes, we automatically remove the parent or responder's name, email, and any notes from that booking or signup, while keeping the slot itself so teachers can still see attendance history and duplicate past events.

• Schools can ask us at any time to delete or return their data, and we will confirm when it is done.
• Teachers can delete their own events from the dashboard at any time.
• Parent and family information (name, email, student name, grade, and notes) is automatically removed 60 days after the conference date or signup closes.
• If an account lapses or is closed, we will email the account holder before deleting anything, and will delete account data within a reasonable period after confirming the closure.
• Server logs are retained only as long as needed for security and debugging, and are not kept indefinitely.

Deletion requests can be sent to privacy@edusignup.com.

We protect information with these safeguards:

• HTTPS encryption for all traffic between your device and our service
• Hashed passwords
• Access controls so that teachers and administrators see only their own school's data
• Rate limiting to slow automated attacks

Our data is stored in the United States.

If we confirm that personal information has been accessed without authorization, we will notify affected schools without undue delay and tell them what happened, what information was involved, and what we are doing about it. No system is perfectly secure - if you believe your account has been compromised, contact us right away at privacy@edusignup.com.

Student information belongs to the school, not to EduSignup. When a school or teacher uses EduSignup, we act as a service provider on the school's behalf and use student information only to run the conference and signup features the school asked for.

We do not sell student information, use it for advertising, build profiles of students, or use it for any purpose unrelated to providing the service.

Where the Family Educational Rights and Privacy Act (FERPA) applies to information a school shares with us, we handle it as a school official under the school's direct control. Schools decide which staff may use EduSignup and are responsible for telling families how the school uses it.

Schools may ask us to return or delete their data at any time by emailing privacy@edusignup.com.

EduSignup is not directed to children, and children do not use it. Only teachers, school staff, and parents or guardians use the service. We do not collect information directly from children, and we do not ask children to create accounts.

The only information about a child that we collect is entered by a parent or guardian when booking a conference: the student's first name (required), and optionally a grade level and a special request.

We use this information only to identify the booking for the teacher. It appears in the teacher's roster (sent via our email provider, Resend) and in the school's booking export. We never use it for advertising, never sell it, and never send it to AI services.

Because information about a child comes only from a parent or guardian and is used only for a school purpose, we do not use it for any commercial purpose. A parent or guardian may review or ask us to delete their child's information at any time by emailing privacy@edusignup.com.

Please do not enter health, disability, or family details in the special request field. Share those directly with your child's teacher instead.

Teachers and school administrators can see, correct, or delete the information in their account, and can ask us to delete the account entirely.

Parents and families do not need an account to book, and you still have rights. You can ask to see, correct, or delete what you entered, including your child's first name, by emailing privacy@edusignup.com from the address you used to book. You can also cancel a booking at any time using the link in your confirmation email, which frees the slot.

Because schools control the student information we handle for them, we may confirm a request with the school before acting on it. We will reply as soon as we reasonably can.

Depending on where you live, you may have additional rights under state privacy laws, and we will honor them. We will not treat you differently for using them.

For material changes, we will email account holders in advance of them taking effect. If a change is a problem for your school, contact us and we will work with you. Continued use of EduSignup after the effective date means you accept the updated policy.