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Privacy Policy

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PTO Homeroom is software that parent groups — PTAs, PTOs, HSAs and booster clubs — use to run their organisation. This policy explains what we collect, why, and what we will never do with it.

The short version

  • We collect what a parent group needs to function: who is in the school community, what they signed up for, and what they paid.
  • We do not sell personal information, and we do not share it with advertisers. Ever.
  • Each organisation's data is walled off from every other organisation's.
  • We are a service provider to your parent group. They decide what goes in; we hold it on their behalf.

Who controls the data

  • Your parent group is the controller of its own community's information. PTO Homeroom is the processor — we store and process it on their instructions and do not use it for our own purposes.
  • If you want your information changed or removed, your organisation's board can do it directly, and you can also contact us.

What we collect

  • Roster information a parent group enters or a family provides: names, grade, classroom and teacher, family relationships, email addresses and optionally phone numbers.
  • Account information: the email address used to sign in, and — only if you choose to set one — a password, which is stored hashed and is never visible to us or your board.
  • Activity needed to run the organisation: volunteer sign-ups, form and survey responses, event RSVPs, and messages sent to you through the platform.
  • Payment records: what was purchased or donated, the amount, and the date. Card numbers are entered directly on Stripe's payment pages and never reach our servers.
  • Receipts and documents uploaded by board members for reimbursement.
  • Basic technical logs needed to keep the service running and secure.

Children's information

  • Homeroom is designed for adults. Accounts are for parents, guardians, teachers and board members — we do not create accounts for children and no part of the product asks a child to fill anything in.
  • A student's name, grade and classroom are held because a parent group cannot function without knowing which family belongs to which class. Public-facing pages show a first name and last initial rather than a full name.
  • Families can opt out of the community directory entirely, and an organisation can hide a family completely where there is a safety or custody concern.

Who we share it with

  • Other members of your own parent group, according to the visibility settings your board and your family choose.
  • Service providers who make the product work, and nobody else: Supabase (database, authentication and file storage), Cloudflare (hosting), Stripe (payments), Resend (email delivery), and Google (only if your organisation chooses to connect Google Calendar).
  • Legal requests, where we are genuinely required to respond.
  • We do not sell personal information. We do not share it for advertising or for anyone else's model training.

Google user data

  • If your organisation connects Google Calendar, Homeroom requests permission to create and manage calendar events so that meetings and events scheduled in Homeroom appear on your calendar, and so virtual meetings can carry a Google Meet link.
  • We access only what that requires. We do not read your existing calendar entries to build a profile, we do not scan your mail or contacts, and we request no Google scope beyond calendar events and the basic email and profile used to sign you in.
  • What we store: a Google refresh token so the connection keeps working, the email address of the connected account, and the identifier of each event we created. Refresh tokens are held in a table that only our server can read — no board member, and no other organisation, can access them.
  • PTO Homeroom's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
  • We never sell Google user data, never use it for advertising, and never use it to train machine-learning models.
  • An organisation can disconnect Google at any time from Admin → Meetings, which deletes the stored token immediately. You can also revoke access from your Google Account's security settings.

How long we keep it

  • For as long as your parent group keeps its account, since a school community's records span years and year-over-year history is part of the product.
  • Rolling over a school year archives past years rather than deleting them, so a board can still answer questions about last year.
  • If an organisation closes its account, we delete its data within 30 days, except where we must keep financial records for tax or audit purposes.

Your choices

  • Every message we send includes a way to unsubscribe, and you can set how often you hear from your organisation.
  • You control whether your email and phone appear in the community directory, and whether photographs of your children may be used.
  • You can ask for a copy of your information, or ask for it to be corrected or deleted, by contacting your board or us.

Security

  • Every record is scoped to a single organisation and that boundary is enforced by the database itself, not only by application code.
  • Sign-in is passwordless by default; passwords, where a user chooses to set one, are hashed.
  • Card details are handled entirely by Stripe on their own hosted pages.
  • No system is perfectly secure. If a breach affects your information we will notify affected organisations without undue delay and within 30 days.

Questions

Contact your parent group's board first — they control their own community's information. For anything about the platform itself, reach us at [email protected].