Privacy Policy
Effective date: September 6, 2026
Smart School Communication Systems provides Google Workspace-based productivity tools for educators and school staff. This policy explains how the Positive Parent Email System uses information and Google account permissions.
Information used
The system may process information entered by the user, including student names, parent or guardian email addresses, communication selections, teacher-authored notes, pronoun selections, and information needed for requested communications or optional certificates.
Google services and permissions
Depending on enabled features, the system uses Google Sheets, Google Forms, Google Drive, Google Slides, and Gmail or Google mail-sending services. Permissions support user-requested functions such as managing the system spreadsheet and form, organizing system files, preparing certificates, creating email drafts for review, sending emails when selected by the user, installing the system submission trigger, and retrieving public system update information.
Use of Google user data
Google user data is used to provide and maintain functionality requested by the user. The core parent-communication workflow does not require reading a user's Gmail inbox. Google Workspace API user data is not used to develop, improve, or train generalized artificial intelligence or machine learning models.
Storage and external transfer
The system is designed to keep operational student, family, and communication data in Google files controlled by the user. The current system does not use a separate external database to store student or parent communication data. A public update feed may be retrieved for software release information; student or parent communication content is not intended to be sent to that feed.
Sharing and sale
Smart School Communication Systems does not sell Google user data, student data, parent or guardian information, or communication content, and does not share such information for advertising.
Data protection and security
Smart School Communication Systems uses administrative, technical, and organizational safeguards designed to protect Google user data and other information processed by the Positive Parent Email System.
Google account authorization is handled through Google OAuth. The application does not collect or store users' Google passwords or login credentials. Access to Google services is limited to the permissions authorized by the user and is used only to provide the user-facing functions described in this Privacy Policy.
Data transmitted between the application and Google services is protected in transit using HTTPS/TLS through Google's services and APIs. Student, parent or guardian, and communication information processed by the system is designed to remain within Google files and services controlled by the authenticated user. The current system does not maintain a separate external database containing student, parent or guardian, Gmail, or communication content.
Access to Google user data is limited to application functions necessary to provide the requested service. Google user data is not sold, used for advertising, transferred for unrelated purposes, or made available to unauthorized third parties.
Users retain control of files, drafts, emails, forms, spreadsheets, and other content created in their Google accounts and may delete that content using Google's normal controls. Users may also revoke the application's access through their Google Account security settings.
Smart School Communication Systems reviews its data-handling practices and application permissions and limits access to Google user data to permissions necessary for supported application functionality.
Retention and deletion
Users control the Google files and drafts created in their accounts and can delete them using Google's normal controls. Users may revoke application access through Google Account security settings.
Security and student information
The service is intended for adult educators and school professionals, not direct use by children. Users should only enter student information they are authorized to use for legitimate school communication and are responsible for protecting their accounts and following organizational policies.
Contact
Privacy questions can be directed through our Support page.