Privacy Policy for Hackley Clubz

Hackley Clubz is a school-community application used by students, faculty, and club leaders at Hackley School to register clubs, organize events, join clubs, RSVP to events, and communicate with other members of school clubs.

This Privacy Policy explains what information Hackley Clubz collects, how we use it, how we protect it, and what choices users have.

1. Who We Are

Hackley Clubz is operated by:

2. Who May Use Hackley Clubz

Hackley Clubz is intended only for members of the Hackley School community, including students, faculty, staff, and authorized school-affiliated users.

Hackley Clubz is intended for high school students and school-affiliated adults. We do not anticipate that children under 13 will use this application.

Hackley Clubz is not intended for use by the general public.

Users may be required to sign in using a Hackley School Google account or another school-approved login method.

3. Information We Collect

We collect only the information reasonably needed to operate the application.

Information users provide may include:

• Name
• School email address
• School role, such as student, faculty, staff, or club leader
• Club memberships
• Event RSVPs
• Clubs created or managed by a user
• Event information created by club leaders
• Messages or communications sent through the application
• Profile or account information, if enabled
• Any other information a user chooses to submit in club descriptions, event descriptions, or messages

Information collected automatically may include:

• Login date and time
• Basic device or browser information
• IP address
• Error logs
• Security and audit logs
• Usage activity, such as pages visited or actions taken in the application

If Google sign-in is used, Hackley Clubz may receive basic Google account information necessary to authenticate the user, such as name, email address, and profile identifier.

4. How We Use Information

We use information for school-related and application-related purposes, including to:

• Allow users to sign in securely
• Verify that users are part of the Hackley School community
• Allow club leaders to create and manage clubs
• Allow students and faculty to join clubs
• Allow users to RSVP to events
• Display club membership and event participation information to appropriate users
• Enable communication among club members
• Send school-club-related notifications
• Maintain security and prevent misuse
• Troubleshoot technical problems
• Improve the reliability and usability of the application
• Comply with applicable school policies, legal obligations, or safety requirements

We do not sell student information.

We do not use student information for targeted advertising.

We do not knowingly use student information for commercial marketing.

5. Communications Within the App

Hackley Clubz may allow club members, club leaders, students, faculty, or administrators to communicate with each other.

Users should not share sensitive personal information in club messages, event posts, club descriptions, or other areas of the application.

Messages may be visible to other members of the relevant club, event, or communication group. Messages may also be accessible to authorized administrators or technical personnel when necessary for safety, moderation, troubleshooting, or compliance with school rules.

6. Student Privacy

Because Hackley Clubz is used in a school setting, student privacy is especially important.

Hackley Clubz is designed to collect only information needed for club registration, event organization, RSVPs, and school-community communication.

If Hackley Clubz is operated on behalf of, in cooperation with, or under the direction of Hackley School, the school may have additional rights and responsibilities under student privacy laws and school policies.

7. Children Under 13

Hackley Clubz is intended for high school students and school-affiliated adults. We do not anticipate that children under 13 will use Hackley Clubz.

Hackley Clubz is not directed to children under 13, and we do not knowingly collect personal information from children under 13.

If we learn that we have collected personal information from a child under 13 without appropriate consent, we will take reasonable steps to delete that information or handle it as required by applicable law and school policy.

8. How Information Is Shared

We may share information only as needed to operate Hackley Clubz or support school-related purposes.

Information may be shared with:

• Other authorized Hackley Clubz users, depending on the feature being used
• Club leaders, for clubs they manage
• Event organizers, for events they manage
• Faculty, staff, or administrators, where appropriate
• Technical service providers that help host, secure, or maintain the application
• Hackley School, if the application is operated for, with, or in coordination with the school
• Legal authorities, if required by law or necessary to protect safety or security

Examples:

• A club leader may see the names of students who joined the club.
• An event organizer may see who RSVP’d to an event.
• Club members may see messages posted to that club.
• Administrators may review activity if there is a safety, conduct, or technical issue.

We do not sell personal information.

9. Service Providers

Hackley Clubz may rely on third-party service providers for hosting, authentication, email delivery, database storage, analytics, security, or technical operations.

These providers may process information only as needed to provide services to Hackley Clubz.

Examples may include:

• Web hosting provider
• Database provider
• Authentication provider, such as Google
• Email or notification provider
• Error logging or security provider

10. Data Security

We use reasonable administrative, technical, and organizational safeguards to protect user information.

These may include:

• Secure login
• Access controls
• Password-free or school-account authentication where appropriate
• HTTPS encryption
• Database access restrictions
• Server security controls
• Logging and monitoring
• Regular software updates
• Limited administrator access

No online service can guarantee absolute security. Users should protect their accounts, use only authorized login methods, and report suspicious activity.

11. Data Retention

We keep information only as long as reasonably necessary for school-club operations, application administration, security, legal compliance, or school recordkeeping needs.

Typical retention may include:

• Account information: retained while the user has access to Hackley Clubz
• Club membership records: retained while useful for school club administration
• Event RSVPs: retained for event administration and historical records
• Messages: retained while useful for club communication, moderation, safety, or school-related purposes
• Security logs: retained as needed for security, troubleshooting, and audit purposes

When information is no longer needed, we may delete it, de-identify it, or archive it in accordance with school policy and technical requirements.

12. User Choices

Depending on account permissions and school policy, users may be able to:

• View clubs they have joined
• Leave a club
• Change RSVP status
• Edit clubs or events they manage
• Delete or edit certain content they created
• Request correction of inaccurate information
• Request deletion of information, where appropriate

Requests may be sent to:

Some information may need to be retained for school administration, safety, audit, technical, or legal reasons.

13. Parent and Guardian Requests

Parents or guardians who have questions about student information in Hackley Clubz may contact:

Depending on how Hackley Clubz is operated, requests involving student records may need to be handled through Hackley School rather than directly through the application operator.

14. Acceptable Use and Safety

Users are expected to use Hackley Clubz respectfully and in accordance with Hackley School rules and policies.

Users should not post:

• Harassing, bullying, threatening, or discriminatory messages
• Sensitive personal information
• Private information about others without permission
• Inappropriate images or content
• Spam or unauthorized advertising
• Content unrelated to school clubs or events

Hackley Clubz may remove content, restrict access, or notify school administrators if the application is misused.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

If we make material changes, we will provide notice by one or more reasonable methods, such as posting an updated policy in the application, notifying users, or notifying Hackley School.

The “Last Updated” date at the top of this policy shows when it was most recently revised.

16. Contact Us

Questions about this Privacy Policy or Hackley Clubz privacy practices may be sent to: