Privacy Policy

Account information. Name, email address, title or role, password (stored by our authentication provider, not by us in readable form), and sign-in activity.

Organization information. Organization, school, or campus names and the roles of people granted access.

Purchasing information. When you request a quote, invoice, or purchase order: organization name, contact name, title, email, billing contact, PO number, and any purchasing note you provide. SchoolScan™ does not currently accept card payments and does not collect card details.

Evidence you upload. Documents and files your organization chooses to submit for review, the leadership question you provide, and content extracted from those files.

Generated analysis. Statements, patterns, interpretations, recommendations, reports, and related records produced from your evidence.

Usage records. Limited records that an action occurred (for example, that a report was opened), linked to the account and organization. These records do not contain the content of your evidence.

Inquiries. Information you submit through conversation or network inquiry forms.

SchoolScan™ is designed to work with organizational and instructional evidence, such as aggregated results, walkthrough summaries, coaching notes, and planning documents. It does not need information that identifies individual students.

Please do not upload student names, student ID numbers, Social Security numbers, medical or health information, IEP or 504 documents containing identifying information, disciplinary records about identifiable students, or other sensitive student records. Remove or de-identify this information before submission.

SchoolScan™ does not currently block such content automatically. If identifiable student information is uploaded, it will be processed like other evidence. Contact us if you believe this has occurred so we can help remove it.

SchoolScan™ is intended for use by adult education professionals and is not directed to children.

• To provide SchoolScan™ reviews, reports, and related services to your organization.
• To authenticate users and limit access to authorized people in your organization.
• To respond to purchasing requests, inquiries, and support needs.
• To operate, secure, troubleshoot, and improve the service.
• To meet legal obligations.

SchoolScan™ uses AI models to help read evidence and draft analysis. To do this, text extracted from your uploaded evidence and related review context is sent to an AI model provider for processing. SchoolScan™ currently routes this processing through the Lovable AI gateway to Google Gemini models.

Automated output is checked against the underlying evidence through the SchoolScan™ review process before conclusions are presented. We do not sell your evidence or use it to build products for other customers. Model providers' handling of submitted content is governed by their own terms; we are reviewing those terms and will update this section as provider commitments are confirmed.

We use the following categories of service providers to operate SchoolScan™. They receive information only as needed to provide their services:

• Lovable (Lovable Cloud). Application hosting, database, file storage, authentication, and sign-in email delivery.
• Lovable AI gateway and Google (Gemini models). AI-assisted processing of evidence content, as described above.
• Email delivery. Account emails (confirmation, password reset, sign-in links) are sent through Lovable's email service.

We may update this list as providers change.

We do not sell personal information. We share information only:

• With service providers described above.
• Within your organization, with people your organization has authorized. Board members see board-level summaries only when separately granted access.
• With authorized Impact Ed Solutions personnel who administer and support the service.
• When required by law, or to protect the rights, safety, or security of users or the service.
• In connection with a merger, acquisition, or sale of assets, subject to this Policy.

Access to SchoolScan™ requires sign-in. Organizational data is retrieved through server-side checks tied to the signed-in account, so one organization's evidence, reviews, and reports are not available to another organization. Uploaded files are held in private storage and opened through short-lived links.

Authorized Impact Ed Solutions administrators can access organizational records to operate, support, and quality-check the service. Administrative actions are logged.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

We keep account, organization, evidence, and report information for as long as your organization has an account or engagement with SchoolScan™, and as needed for legitimate business or legal purposes. Published reports are retained as fixed versions so your organization has a reliable record.

Your organization may request deletion of its evidence, reports, or accounts by contacting drtillman@schoolscan.org. We will respond within a reasonable time, subject to legal obligations. Copies held in our providers' routine backups may persist for a limited period before they are overwritten.

SchoolScan™ uses your browser's storage to keep you signed in and to remember in-progress selections, such as the engagement you were viewing. We do not use advertising cookies or third-party advertising trackers.

Your organization decides what evidence to submit and who is given access. You are responsible for having the authority to share the evidence you upload, and for meeting any obligations your organization has under applicable education privacy laws and local policies, including any agreements your organization requires with vendors.

We may update this Policy. When we do, we will change the effective date above, and for material changes we will provide notice through the service or by email.

Questions or requests: Impact Ed Solutions LLC, drtillman@schoolscan.org.