Privacy Notice

Who operates this service

School Support Desk is operated by School Support Desk LLC, a Minnesota limited liability company. Privacy, access, correction, deletion, refund, and appeal requests may be sent to support@schoolsupportdesk.com. We generally respond to support and billing requests within two business days.

Who may use it

Accounts are for parents, legal guardians, or other authorized people age 18 or older. Children may not create a desk, make a purchase, submit feedback, or use the app independently. We do not knowingly collect information directly from children.

Information processed on your device

The app can process one or more child profiles using a nickname or initials, grade, school year, and support category. For each profile, it can also process issue descriptions, dates, staff roles or names, follow-up notes, draft messages, issue history, meeting notes and recaps, action items and owners, user-chosen follow-up dates, and a document index. This may reveal educational, disability, behavioral, or health-related information.

The document index stores labels, dates, categories, and your note about where a record is kept. It does not upload or store the underlying IEP, 504 plan, evaluation, email, or other document.

The public meeting-prep tool, school follow-up self-check, and school communication log use temporary page state only. What you type there is not saved to browser storage, sent to School Support Desk, or connected to a School Support Desk account. Resetting, closing, or reloading those pages clears the entries.

The service stores this desk content in browser storage on the device you use. It is not sent to a School Support Desk desk-content database, analytics service, advertising platform, school, or health provider. The app does not automatically contact a school. The optional AI processing described below is the limited exception.

Local storage is not encrypted storage

People with access to the same unlocked device or browser profile may be able to read the desk. Private-browsing behavior, browser resets, clearing site data, device loss, or software changes can erase it. Use a device passcode, avoid shared browser profiles, use initials instead of full names, and protect exported backups.

A caregiver handoff is a sensitive, unencrypted file created locally on your device. School Support Desk does not receive that handoff file unless you intentionally send it to support or another School Support Desk-controlled channel. You are responsible for choosing a safe way to transfer it, confirming the recipient, and deleting extra copies when they are no longer needed.

Limited information outside the desk

• Hosting and security: OpenAI Sites and Cloudflare may process ordinary request information such as IP address, browser type, timestamps, requested pages, and security logs. Ordinary page requests do not include desk contents; the deliberate AI request described below is the limited exception.
• Accounts and sign-in: Clerk processes email addresses, account identifiers, session information, and security data needed to create and protect accounts. School Support Desk receives the account identifier and email needed to connect access to the right customer. Clerk does not receive desk contents.
• Payments: Stripe processes payment, subscription, checkout, fraud-prevention, and billing information under its own notice. School Support Desk may receive the purchaser's email, customer and transaction identifiers, product, amount, payment status, refund status, and access status—but not full card details.
• Optional AI Assist: AI Assist runs only after you deliberately request it. The School Support Desk server receives and forwards only the selected issue type, facts, what remains unresolved, the desired next step, and tone to OpenAI, then returns the result. The app does not attach a child profile, other issue history, meetings, action items, or the document index, and it does not upload documents. Because text you type in a selected field could itself identify a child or school, use initials, roles, and only the detail needed.
• Discovery source markers: A School Support Desk link that we deliberately publish may store one exact label: google-search, youtube-organic, pinterest-organic, facebook-organic, or facebook-paid. The label stays in session storage for the current tab. The newest recognized label replaces an earlier one in that tab. The source parameter is removed from the visible address after it is read. If you subscribe in that tab, School Support Desk attaches only that fixed label to the Stripe Checkout Session and resulting subscription metadata so the source can be evaluated. These labels are not a gclid, keyword, search term, referral code, or user identifier, and they contain no child, IEP, 504, school, support-message, free-tool entry, or private-desk information. School Support Desk does not load third-party advertising code, set advertising cookies, or send a label or desk content back to a channel.
• Optional resource emails: If you separately ask to receive free resources and occasional product updates, Brevo processes your email address, confirmation and subscription status, unsubscribe status, delivery information, and ordinary message-security records. You must confirm through an email link before joining. The form does not request a name, child, school, IEP, 504, health, support-message, free-tool, or private-desk information, and those details should not be submitted.
• Feedback and support: if you choose to send feedback or request support, we receive what you intentionally send and your contact information. Do not include a child's name, school name, diagnosis, medical information, or pasted desk content.

How information is used

• Provide, secure, troubleshoot, and improve the service.
• Process purchases, access, refunds, support, and required accounting records.
• Send double-confirmed free resources and occasional product updates when you choose to join the separate email list.
• Respond to requests and prevent fraud or abuse.
• Comply with law and enforce the Terms of Use.

We do not sell personal or sensitive information. We do not use desk content or resource-email addresses for targeted advertising, profiling, product analytics, audience uploads, or to train a School Support Desk model. We do not load advertising pixels or other third-party advertising tags anywhere in the service. A fixed, tab-scoped discovery source label is used only to determine whether a deliberately published channel link led to a verified subscription.

AI Assist uses OpenAI's Responses API with store: false, which avoids retaining the response as application state for later retrieval. OpenAI states that API data is not used to train or improve its models by default unless its API customer opts in. OpenAI may still retain prompts, responses, and related metadata in abuse-monitoring logs for up to 30 days under its current policy, or longer when legally required or reasonably necessary to protect its services or others. store: false is not Zero Data Retention. See OpenAI's API data controls.

Retention and deletion

Desk content remains in that browser until you delete an entry, erase the desk, clear browser data, or the browser removes it. School Support Desk cannot retrieve or delete the locally stored desk or caregiver handoff file from its systems because it does not receive them unless you deliberately send them. AI Assist fields are processed as described above and are not added to a School Support Desk desk-content database.

School Support Desk keeps operator-controlled purchase, tax, fraud-prevention, and refund records for seven years after the transaction so it can provide support and meet accounting and legal obligations. Account and authentication records are retained while the account remains open and are deleted within 30 days after a verified deletion request, except for records that must be retained for security, fraud prevention, accounting, disputes, or law.

Operator-controlled support and product-feedback messages are retained for 24 months after the last interaction, then deleted or deidentified unless a longer period is needed for an unresolved dispute or legal obligation. A resource-email address remains on the active mailing list until you unsubscribe or request deletion. Brevo may retain a limited suppression record after unsubscribe so the opt-out continues to be honored. A discovery source marker ordinarily ends when the current tab's browsing session ends. If it is attached to a subscription, the fixed label becomes part of the purchase record and may be retained with that record. Clerk, Stripe, OpenAI Sites, Cloudflare, OpenAI's API, Brevo, and other email providers may retain their own service records under their notices and legal obligations.

Your controls and requests

• View and edit desk entries directly in the app.
• Export a complete JSON backup, CSV paper trail, printable page, individual issue, or selected-child caregiver handoff.
• Delete individual entries, child profiles, or all desk content from Settings.
• Ask about, correct, receive, or delete information School Support Desk holds outside your local desk.
• Appeal a refused privacy request using the same contact address and the subject “Privacy appeal.”
• Close a channel-link tab before subscribing if you do not want its fixed source label attached to a later checkout.
• Unsubscribe from resource emails using the link in any message, or contact us to ask about or delete the mailing-list information connected to your email address.

We may need reasonable information to verify that a request concerns the requester's own purchase, feedback, or support record. We will not require a new account solely to submit a request.

Changes that require a new notice

Cloud synchronization, document uploads, AI memory or expanded AI fields, a different AI provider, analytics beyond the fixed discovery source labels described above, third-party advertising tags, email collection or delivery beyond the separate double-confirmed resource list described above, school contracts, direct child use, or server-hosted caregiver sharing will not be activated under this notice. Those changes require a new data-flow review, updated disclosures, and any required consent before activation.