Privacy Policy

1. Overview

DrillRoster (“we,” “our,” or “us”) provides a school emergency roll call and accountability system designed for K–12 educational environments. DrillRoster acts as a data processor on behalf of schools and districts that use the service. We take student and staff privacy seriously and design our systems to collect the minimum data required to perform emergency accountability.

2. Information We Collect

We collect only information necessary to provide the service:

Account Information

• Name
• School email address
• Role (administrator, teacher, staff)

Student Information

• Name
• Grade level (optional)
• Teacher/period associations
• Attendance and roll call status during incidents

System Information

• Login timestamps
• Audit logs of roll call actions
• IP address and browser metadata (for security and abuse prevention)
• Device type and basic diagnostic logs for security and troubleshooting purposes.

3. How Information Is Used

Information is used only to perform emergency roll calls, display accountability status to authorized school staff, maintain audit trails for administrative review, and ensure system security and reliability.

We do not use data for advertising or marketing.

4. Data Sharing

We do not sell, rent, or trade personal data.

Data is shared only with authorized school administrators and staff within the same tenant, with service providers necessary to operate the platform (hosting, email delivery), or when required by law.

We do not disclose student data to third parties except as required to provide the service or comply with legal obligations.

5. Student Data Protections

Designed to align with FERPA privacy principles:

• Student data is visible only to authorized school personnel
• Data access is role-based and logged
• Data is scoped per school tenant and never shared across tenants

6. Data Retention

• Active incident data is retained per school policy
• Audit logs are retained for administrative accountability
• Schools may request deletion of inactive data
• Upon termination of service, schools may request deletion of tenant data within a reasonable period, subject to legal retention requirements.

7. Security

We use industry-standard security practices including encrypted connections (HTTPS), role-based access controls, tenant data isolation, and audit logging of critical actions.

In the event of a confirmed data breach affecting personal data, we will notify the affected school within a reasonable timeframe consistent with applicable law.

8. Cookies

We use essential cookies for authentication and session management only.

9. Your Rights

School administrators may request access to stored data, request corrections or deletions, and export data where applicable.

10. Contact

Questions about privacy may be sent to: support@drillroster.com

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