Privacy policy

What we store

• Advertising results from Google Ads, Meta and Microsoft Advertising: spend, impressions, clicks and the conversions each platform reports, per day and channel, and per campaign its name, status and season totals.
• Website key events from Google Analytics 4: counts of key events (such as inquiry form submissions) per day and paid channel.
• Admissions funnel counts per day and channel (inquiries, tours, applications, shadow days, interviews, enrollments), computed from the school's admissions system (Veracross or HubSpot). The source records are read during a sync to compute these counts; only the counts are stored.
• Tour bookings from Calendly: when the tour was booked, when it starts, whether it is active or canceled, the UTM fields of the booking link, and a keyed hash of the family's email address. The hash is computed with a separate key for each school, so that a booking can later be matched to the admissions system without storing the email. The email address itself is never stored.
• Dashboard accounts: the email address of each person given access, their role, an optional display name, and for each sign-in session its expiry, IP address and browser type.
• School settings: the school's name, enrollment goal, budget, season dates and similar planning figures.

We do not store the names of students or families, family email addresses, or the content of admissions records.

How it is protected

• The access tokens and keys a school grants when it connects a data source are encrypted by the application (AES-256-GCM) before they are written to the database. The encryption key is kept outside the database.
• Each school's data is visible only to that school's users, the agency that serves it, and the operator of the service for support.
• Sign-in is by a one-time email link that expires after 15 minutes. There are no passwords.

Google user data

Admissions Report's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. For Google Ads and Google Analytics data this means:

• It is read only to show the school its own reports in this dashboard.
• The service reads reports and never changes campaigns or analytics settings.
• It is not sold, and it is not used for advertising, profiling or training models.
• It is not shared with anyone except the school, its agency and the service providers listed below, which process it only to run this service.
• No person reads it except to support the school at its request, for security, or where the law requires.

Service providers

These companies process data on our behalf to run the service:

• Vercel: hosts the application.
• Neon: hosts the Postgres database, in the US West region.
• Resend: delivers sign-in emails, so it receives the email address of the person signing in.
• Sentry: error reports, with email addresses, names, cookies, tokens and request bodies removed before sending.
• Backblaze B2: stores nightly database backups.

The data sources a school connects (Google, Meta, Microsoft, Calendly, Veracross, HubSpot) are where the data comes from. The service reads from them with the access the school grants and sends them nothing about the school beyond those requests.

How long we keep it

Data is kept while the school is a customer. When a school cancels, we export its data on request, then delete it from the database. Backups keep a copy of each of the last 14 days and of each of the last 8 weeks, so deleted data leaves the backups within about nine weeks, as older backups are replaced.

For troubleshooting, the host (Vercel) keeps server logs, and each data connection keeps its last error message, which can include up to 500 characters of the provider's response.

A school can ask us to remove a person's account at any time.

Cookies

The service sets the sign-in session cookie, which keeps you signed in until 30 days after your last visit. While an administrator connects a data source, a second cookie holds a one-time security code for up to 10 minutes. There are no advertising or analytics cookies. Your browser also keeps the school and date range you last chose in local storage on your device, which is cleared when you sign out.

Changes and contact

We will update this page when what we store or who processes it changes, and change the date at the top. For questions, or to ask for an export or deletion, write to ravi@raviboth.com.