Privacy Policy

1. Who this policy covers

This policy applies to roomparent.com, the Room Parent portal, and the pages a room parent can share with families — consent forms, volunteer sign-ups, event pages, shared checklists, and class donation pages.

Two groups of people are described here:

• Room parents — the volunteers who sign in and run a class.
• Families — the parents and guardians of a class, who receive emails and may fill out a form without ever creating an account.

2. Information we collect

Information room parents give us

• Account details — name, mobile phone number (used to sign in with a one-time code), and email address.
• Class content — events and calendar entries, lunch and breakfast menus, email drafts and sent history, links, reminders, and shared to-do items.
• Class fund records — donation and expense entries, what each was for, who logged it, and any receipt images uploaded.
• Family and student details entered or imported by a room parent — parent and guardian names, email addresses, phone numbers, and a student's name so the class roster makes sense.

Information families give us

• Consent form submissions — student name, parent or guardian names, email addresses, optional phone numbers, and whether the family wants to join an optional class group chat.
• RSVPs and sign-ups — the response, the number of adults and children attending, and the slot chosen.

Information anyone can give us

• Access requests — the name, phone number, and email submitted on the Request Access form, used to contact you about getting set up.

Information collected automatically

• Basic technical data — IP address, browser and device type, pages visited, and timestamps, kept in server logs to keep the service running securely and to diagnose problems.
• Essential cookies — used to keep you signed in and to remember basic preferences. We do not use advertising or cross-site tracking cookies.

3. How we use information

• To operate the portal — showing a class's calendar, menu, roster, links, fund records, and checklists to the room parents of that class.
• To send the emails and invitations a room parent chooses to send, and to record that they were sent.
• To collect and display responses to consent forms, sign-ups, and RSVPs for the class that created them.
• To verify sign-in by sending a one-time code to a room parent's phone number.
• To respond to access requests and support questions.
• To keep the service secure, prevent abuse, and fix bugs.
• To comply with the law when we are legally required to.

4. What we never do

We also do not use student information to build marketing profiles, and we do not use the contents of a class's emails, roster, or fund records for any purpose other than providing the service described here.

5. Students and children's information

Room Parent is a tool for adults. Children do not create accounts and cannot sign in.

The only student information in the service is what a parent, guardian, or room parent chooses to enter — typically a student's name, and their class or grade. We use it solely so a class roster, consent form, or headcount makes sense to the room parents running that class.

• We do not knowingly collect information directly from children.
• We do not show advertising to anyone, and we never use student information for advertising or profiling.
• A parent or guardian may ask us to review or delete the information associated with their student at any time — see Your choices and rights.

Room Parent is independent and is not operated by, affiliated with, or endorsed by any school, school district, or parent-teacher organization. Room parents are responsible for following their own school's rules about handling family and student information.

6. When information is shared

Class information is visible to the room parents who have been granted access to that class. Beyond that, information is shared only in these situations:

• With the people a room parent sends it to — for example, the families who receive a class email, or anyone holding a link to a shared checklist, event page, sign-up, or class donation page. Treat those links as public: anyone who has the link can open the page.
• With service providers that help us run Room Parent — hosting, storage, email delivery, and text-message delivery for sign-in codes. They may only handle information in order to provide their service to us.
• When the law requires it — to respond to a valid legal request, or to protect the rights and safety of people using the service.

7. Donations and payments

Room Parent does not process payments and never holds anyone's money. A class donation page simply links out to the payment accounts a room parent already uses — for example Zelle, Venmo, or Apple Pay. When someone taps one of those options, the payment happens entirely in that provider's app or website, under that provider's own terms and privacy policy.

We never see or store card numbers, bank details, or payment credentials. Donation and expense entries in the portal are bookkeeping records that room parents type in themselves.

8. How long we keep information

We keep class information for as long as the class is active in Room Parent, so that next year's room parents can pick up a calendar or menu instead of rebuilding it. Access is granted per class, so handing a class off does not require copying data anywhere.

Access-request details are kept only as long as needed to follow up with you. Server logs are kept for a limited period for security and troubleshooting. When you ask us to delete information, we remove it from the live service and from routine backups on our normal backup cycle.

9. Your choices and rights

Whoever you are — a room parent, a parent in the class, or a guardian acting for a student — you can ask us to:

• tell you what information the service holds about you or your student;
• correct information that is wrong;
• delete information, where we are not required to keep it;
• stop sending you email from the service.

Depending on where you live, you may have additional rights — for example under the California Consumer Privacy Act or the EU and UK General Data Protection Regulation — including the right to access, correct, delete, or receive a copy of your information, and to object to certain uses. We honour these requests regardless of where you live, and we will not treat you differently for making one. Because we do not sell personal information, there is nothing to opt out of on that front.

The fastest route is usually your class's room parent, who can edit or remove a roster entry, a sign-up, or a form response directly. For anything else, email us at hello@roomparent.com and we will respond within 30 days.

10. Security

Room Parent is served over encrypted connections, sign-in uses a one-time code sent to a room parent's phone rather than a stored password, and class information is only shown to the room parents granted access to that class. No service can promise perfect security, so please use care when sharing links and when adding other people's contact details.

11. Changes to this policy

If this policy changes in a way that matters, we will update the date at the top of this page and, where the change is significant, let room parents know inside the portal. Continuing to use Room Parent after a change means the updated policy applies.

12. Contact us

Questions about this policy, or a request about your information? Email hello@roomparent.com.

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See also our Terms of Service.