EPSchedule Privacy Policy

Effective Date: April 29, 2026

This Privacy Policy describes how EPSchedule ("EPSchedule," "we," "our," or "us") collects, uses, and shares information about you when you use our service. EPSchedule is provided to members of Eastside Preparatory School ("EPS") and is only accessible to users signing in with an EPS organizational account.

1. Information We May Collect

We may collect the following categories of information. Some of this information may constitute "education records" under the Family Educational Rights and Privacy Act ("FERPA"); see Section 9 below.

From your sign-in:

• When you sign in with your EPS Microsoft Exchange account, we may collect your EPS email address and the username derived from it
• Authentication tokens issued during the sign-in process

From EPS information systems:

• Your first name, last name, and preferred name (if any)
• Your grade level
• Your class schedule, including class names, periods, teachers, rooms, and departments, across each trimester
• Your photo

Information generated through your use of the service:

• The date your account was first created in EPSchedule
• Your sharing preferences (for example, whether you have chosen to share your photo)
• Session information, cookies, and routine technical logs (such as request timestamps and error logs) generated when you use the service

We may also collect additional categories of information in the future as the service evolves. If we begin collecting new categories of information, we will update this Privacy Policy.

2. How We May Use Information

We may use the information we collect to:

• Authenticate you and provide access to EPSchedule
• Display your schedule, photo, name, and grade within the service
• Show class rosters, period views, and similar features to other organization members in accordance with your sharing preferences
• Operate in-service features such as Apple Wallet schedule passes
• Maintain, secure, troubleshoot, debug, and improve the service
• Communicate with you about the service

3. Sharing With Other Users

EPSchedule is designed solely for use within EPS. All in-service sharing is limited to other members of the organization. We do not make information available through the service to anyone outside the organization.

• Schedule, name, grade, and email. Your class schedule, name (including preferred name), grade level, and EPS email address are visible to other organization members and are not subject to opt-out. Visibility of this information is core to the service.
• Photo. Photo sharing is on by default. Students may opt out of sharing their photo with other students through the service's settings. Even when a student opts out, administrators, any teacher in the organization, and the student themselves can still see the student's photo within the service. Teacher photos are always shared with organization members and are not subject to opt-out.

4. Third-Party Services

We rely on the following third parties to provide the service:

• Microsoft, in connection with EPS Microsoft Exchange accounts used for sign-in. Microsoft processes sign-in information when you authenticate.
• Google Cloud Platform, including Google App Engine (for hosting), Google Cloud Storage (for storing schedules and photos), Google Cloud Datastore (for user account records and preferences), Firebase Authentication (for verifying sign-in tokens), and Google Secret Manager.
• Apple, in connection with Apple Wallet passes that contain your schedule information, when you choose to download a pass.
• Other service providers that may help us host, maintain, or operate the service.

We do not sell your personal information.

5. Data Retention

We may retain your information for as long as your EPS organizational account remains active and you continue to use EPSchedule. If you leave the organization, lose access to your EPS account, or stop using the service, we may delete or anonymize your information within a reasonable period. Operational records may be retained for a limited period for service-integrity and audit purposes.

6. Security

We use reasonable administrative, technical, and physical safeguards designed to protect your information, including hashed identifiers for stored photos and access controls on our cloud infrastructure. However, no system is completely secure, and we cannot guarantee the absolute security of your information.

7. Your Choices

• Sharing preferences. Students can change their photo sharing preference within EPSchedule at any time; photo sharing is on by default. Schedule, name, grade, and email are not subject to opt-out, and teacher photos are not subject to opt-out, as described above.
• Signing out. You can sign out of EPSchedule at any time, which clears your session.
• Requests about your information. To request access to, correction of, or deletion of your information, contact us at the email below. Some information (such as your schedule and photo) originates in EPS information systems, and corrections to that source data may need to be made through the school.

8. Children's Privacy

EPSchedule may be used by EPS students, which may include students under the age of 13. EPSchedule operates as a school-authorized service, and access is provisioned through the school's organizational account system. If you are a parent or guardian and have questions about a minor's information, please contact the school or us at the email below.

9. FERPA and Student Education Records

Some information in EPSchedule may constitute "education records" under the Family Educational Rights and Privacy Act ("FERPA"). EPSchedule operates as a school-authorized service performing functions on behalf of EPS, and is subject to EPS's direction regarding the use and maintenance of education records. We use education records only to provide the service to EPS and do not redisclose them except as permitted by FERPA or directed by the school. Parents and eligible students may exercise their FERPA rights — including the right to inspect and request correction of education records — through EPS in accordance with the school's annual FERPA notice.

10. Washington Residents

EPSchedule is operated for members of EPS in Washington state. Washington residents may have certain rights regarding their personal information under applicable Washington law. To exercise any such rights, contact us at the email below.

11. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify users through the service or by other reasonable means. The "Effective Date" above reflects when the policy was last updated.

12. Contact Us

If you have any questions about this Privacy Policy, you can reach us at:

cmansour@eastsideprep.org