Privacy Policy

Last updated: March 25, 2026

SmartSort ("we", "us", or "our") is committed to protecting the privacy of our users, including schools, camps, administrators, teachers, and the students whose data is managed through our platform. This Privacy Policy explains how we collect, use, store, and protect information.

1. Information We Collect

We collect information you provide directly when using SmartSort:

• Account Information: Name, email address, and authentication credentials for users who sign in to the platform.
• Student Data: Information entered or imported by authorized school/camp staff, which may include student names, student IDs, grade levels, homeroom assignments, academic scores, demographics, behavioral data, and relationship preferences (friend pairs and separation requests).
• Organization Information: School or camp name, type, and configuration preferences.
• Contact Form Data: Name, email address, organization name, and any message submitted through our website contact form.
• Usage Data: Server logs including IP addresses, browser type, and timestamps of requests.

2. How We Use Information

We use collected information solely for the following purposes:

• Providing and operating the SmartSort class placement service.
• Generating optimized class placements based on the factors and data you provide.
• Authenticating users and managing account access.
• Responding to inquiries submitted via our contact form.
• Improving the platform's functionality and user experience.
• Sending transactional emails (sign-in links, account invitations).

3. Student Data & FERPA Compliance

We understand the sensitivity of student educational records. SmartSort is designed with FERPA (Family Educational Rights and Privacy Act) compliance in mind:

• Student data is only accessible to authorized users within the same school/organization.
• We act as a "school official" with a "legitimate educational interest" under FERPA when processing student data on behalf of your institution.
• We do not sell, share, or use student data for advertising or marketing purposes.
• We do not build profiles of students for any purpose other than the class placement services you request.
• Student data is retained only for as long as the school maintains an active account or as required by law.

4. Data Sharing

We do not sell or rent personal information to third parties. We may share data only in the following limited circumstances:

• Service Providers: We use third-party services for email delivery (transactional emails only), database hosting, and infrastructure. These providers are contractually bound to protect your data.
• Legal Requirements: We may disclose information if required by law, regulation, or valid legal process.
• With Your Consent: We may share information when you have given us explicit permission to do so.

5. Data Security

We implement industry-standard security measures to protect your data:

• All data is transmitted over encrypted HTTPS connections.
• Passwords are hashed using strong, one-way hashing algorithms.
• Authentication tokens are short-lived and securely managed.
• Access to student data is restricted by role-based permissions.
• Database access is restricted and monitored.

6. Data Retention & Deletion

• Account data is retained while your account is active.
• You may request deletion of your account and all associated data at any time by contacting us at [email protected].
• Upon account deletion or school request, all student data associated with that account will be permanently removed from our systems within 30 days.
• Server logs are retained for a limited period for security and operational purposes.

7. Cookies

SmartSort uses minimal cookies necessary for the operation of the platform:

• Authentication Cookie: A secure, HTTP-only cookie used to maintain your login session.
• Preference Cookies: Small cookies to remember your last active project and page for convenience.

We do not use advertising cookies, tracking pixels, or third-party analytics cookies.

8. Children's Privacy

SmartSort is designed for use by school administrators and teachers, not by students directly. We do not knowingly collect information directly from children under 13. All student data is entered and managed by authorized school or camp staff.

9. Your Rights

Depending on your jurisdiction, you may have the following rights:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your data.
• Withdraw consent for data processing.
• Data portability — receive your data in a structured format.

To exercise any of these rights, please contact us at [email protected].

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes via email or an in-app notification. The "Last updated" date at the top of this page indicates when the policy was last revised.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

• Email: [email protected]
• Website: smrtsort.com/contact