Privacy Policy

1. What we collect

On this website

• Demo sign-ups: to watch a demo video, the name, work email, school or district, role, state, number of campuses and (if you give it) phone number you enter, and which demos you watch. They’re kept in our own sales system so we can follow up, and in your browser so you don’t have to fill them in again.
• Tour requests, funding plan requests and launch sign-ups: the name, work email, school or district, state, role, number of campuses, phone number and message you send us. A funding plan request on our funding guide also says which apps and funding programs you’re interested in and whether your district is rural, so we can send the plan and follow up.
• Emails you send us.
• Basic technical data: like any website, our hosting provider records standard information such as IP address, browser type and pages visited, to keep the site running and secure.

In the Weaverbird Builder service

• Account information: names, work emails, roles, campus, and sign-in details for admins, teachers and staff.
• Sign-in and security records: each sign-in attempt and password reset request (the email typed, the time, the result, the browser, the network address, and a random device identifier kept in a cookie), used to block password guessing, to email you about sign-ins from a new device, and as a sign-in log your district’s administrators can see. If you turn on two-step sign-in, we keep your authenticator key encrypted and your backup codes only in scrambled (hashed) form.
• Activity log: each change someone signed in makes to your district’s settings, people and records (who, when, what kind of record, and which fields), shown to your district’s administrators beside the sign-in log, kept for three years. Secret values such as passwords are never recorded.
• Forms and answers: the forms your district builds, and what people fill in on them: their name and email, their answers, any files or signatures they add, approvers’ decisions and notes, and status updates. Forms can be filled in by staff, families, students, vendors or anyone the district shares a link with, and a district can ask for sensitive information on a form, such as health, financial, housing or income details, or reports about student safety. We hold this for the district and use it only to run its forms. Districts can also upload scanned paper copies of forms people filled in by hand. Inside the district, a response is seen only by the people its form’s workflow names and the district’s administrators, and the person who sent it can follow it on a private status link.
• Messages to people without accounts: when a district sends a form or resource to someone, including families and vendors who don’t sign in, we email it to the address the district gives, remind them until it’s done, and, when the form is set to, email them a copy of their answers. Each email says which district sent it.
• Processes and resources: the steps of each process (such as onboarding or a field trip), who each step is given to and when it’s done, and who has read and signed each resource.
• Handbooks: each handbook’s text, brand and logo, every published version, and each signature: a staff member’s account, or the name, email and (where asked) student’s name of someone who signed by the handbook’s link.
• Template terms: when each administrator agreed to our template terms, and which version.
• One sign-in for the Weaverbird Works apps: if your district uses more than one of our apps, you can sign in once at app.weaverbirdworks.com. It checks your email and password with each app (between our own servers; your password isn’t stored there), and keeps a short record of each sign-in (your email, the time, the network address and which apps you opened). It also shows your to-dos from each app, fetched from them when you open the page and not stored there.
• Agreements: when you accept our Terms, choose texts or calls, or sign an agreement in Weaverbird Builder, we record your name, email, role, district, what you agreed to, its version and when, and when it was replaced or ended. These records are copied each night to Weaverbird HQ, our own internal system, where only our staff who handle legal matters can see them, so we can show what was agreed and when. We keep them while we provide the Service to your district and for as long afterwards as we may need to show an agreement was made. Your district’s administrators can see who in the district has agreed to what.
• Contested agreements: if an administrator contests someone’s agreement, we receive the person’s name, email and role, the agreement, the administrator’s reason, and a summary of what’s been done under it (such as how many texts or calls were sent, sign-ins and changes made), and keep them with our decision and the administrator’s signed agreement to it.
• To-dos and reminders: what’s waiting on you, tasks you or an administrator add (an administrator can give one to anyone in the district), when each is due and whether it repeats, and your choices of which to show and when to be reminded. If you turn it on, your to-dos with a due date are shown on your calendars and in your private calendar link.
• Quiet hours and missed notifications: the quiet hours you choose, and each email, text or call that arrived during them (its subject and text), kept for you to read in the app for 90 days and then deleted.
• System checklists: which items of the quarterly and yearly review your district’s administrators have ticked, by whom and when; we see each district’s progress, not the people.
• Google and Microsoft sign-in: if you choose to sign in with Google or Microsoft, they tell us your name and the email address on that account, and whether it’s verified. We use it only to find your Weaverbird Builder account; we don’t receive your password, contacts, files or mail.
• Roster sync: if your district connects its student information system (through OneRoster) or a roster spreadsheet, we read its schools and its teachers’ and staff members’ names, emails, roles, grades and phone numbers to keep its Weaverbird Builder roster up to date. The connection’s secret is stored encrypted.
• Families: only if an administrator brings them in (Rosters → Families, from the student information system or a spreadsheet they upload), we keep each student’s name, grade and campus, and their parents’ and guardians’ names, emails, phone numbers, home language and relationship to the student, so the district can send forms to families by campus and grade, in their language. Families don’t get accounts and nothing else from the student information system is read. A family no longer listed stops getting forms.
• Calendar feeds: if you subscribe to your Weaverbird Builder calendar, the calendar app you use (such as Google Calendar, Outlook or Apple Calendar) fetches what’s on your Weaverbird Builder calendar from a private link, and we note when it last did.
• Support requests from administrators: their note, optional screenshots (which they can mark with circles and highlights) and an optional screen recording (with their voice if they turn on the microphone), the page they were on and their browser. Before their first request, administrators agree not to include anything about a student, health or medical details, government ID or financial account numbers, or passwords, and to close anything private before taking a screenshot or recording. If something sensitive is sent by mistake, tell us and we’ll delete it.
• Download records: when an administrator agrees to the Data Export Agreement (their name, the time and network address) and each report or file they download (who, when, and the dates and campuses it covered), shown to their district’s administrators.
• Billing information: handled by Stripe; we see the plan, status and last four digits of a card, not the full number.

2. How we use it

• To run Weaverbird Builder: building and sending forms, collecting answers, routing approvals, running processes, sharing resources and handbooks, and collecting sign-offs.
• To send the emails, texts and calls the Service needs, such as notifications, invites and password resets.
• To provide support, keep the Service secure, and fix and improve it.
• To answer support requests: an AI assistant takes a first look at each request’s note and screenshots to help our support team sort it and draft an answer. A person at Weaverbird Builder reads and sends every reply.
• To answer tour requests, funding plan requests and questions you send us, and to follow up with people who watched a demo.
• To meet legal obligations.

We do not sell personal information, share it for cross-context behavioral advertising, or use it to build advertising profiles.

3. Schools and student privacy

In the Service, we act for the school or district that uses Weaverbird Builder. The school decides what goes in and who can see it, and each district’s data is kept separate. We use it only to provide the Service and never use it for advertising. Questions about your records? Contact your school first; we’ll help it respond.

4. Forms, families and student information

In Weaverbird Builder, your district builds forms and decides what they ask and who fills them in, including families, students and members of the public. Answers are the district’s records: we hold them for the district, under its direction, and use them only to run its forms. If a form collects education records covered by the Family Educational Rights and Privacy Act (FERPA) or a state student privacy law, we handle them as a “school official” under the district’s direct control, and never use them for advertising. If someone sends a form by mistake or wants their answers changed or removed, they should contact the district, and we’ll help it respond.

When an administrator asks Claude to review a handbook, or to draft a form’s Spanish wording, only the handbook’s text or the form’s own questions and choices are sent to our AI provider, which doesn’t use them to train its models. People’s details, form answers and signatures are never sent.

5. Who we share it with

We share information only with service providers that help us run Weaverbird Builder, under contracts that limit their use of it to providing their service to us:

• Hosting and security: running this website, the app and its database, keeping an encrypted off-site copy of our backups, and the bot check on the sign-in page. New passwords are checked against known data breaches without the password itself ever being sent.
• Payments: processing subscription payments.
• Messaging: delivering the emails, texts and automated calls the Service sends.
• Address suggestions: when someone types an address into Weaverbird Builder (a campus, a vendor, a home address, or an address question on a form), what they’ve typed so far is sent from our servers to an address search built on OpenStreetMap (Photon, run by komoot) to suggest matching US addresses. Only the typed words are sent: not who typed them, their district, or anything else, so the search service never learns who it was. Typing the whole address and ignoring the suggestions works just the same.
• AI review: an AI assistant that takes a first look at support requests (the note and screenshots an administrator sends, not recordings) and, when an administrator asks, reviews a handbook’s text or drafts a form’s questions in Spanish. It doesn’t use any of it to train its models.
• Website forms and scheduling: delivering tour requests and launch sign-ups, and booking live demos on our calendar.

For a current list of our service providers and what each one does, email privacy@weaverbirdworks.com. Districts with a data privacy agreement get this list, and notice when it changes.

Between your district’s own apps. If your district uses other Weaverbird Works apps and connects them to Weaverbird Builder, information it chooses to share moves between them: for example what someone fills in on a form here (their name, email, answers and an approver’s note) sent to the district’s other app that handles it, such as a leave request to Weaverbird HR, a ticket to Weaverbird Help Desk or a reimbursement to Weaverbird Finance, with how it’s going sent back. Only the forms and requests the district sets up are shared, only within the district, and it stays the district’s information. Connected apps also keep the district’s setup once: its campuses (names, addresses and phone numbers), its grade, department and subject lists, and its teachers and staff (names, emails, campuses, roles, departments, grades and phone numbers) are kept in one of its apps (Weaverbird HR first, if the district uses it) and copied to the others it connects, and someone turned off there is turned off in the others. Passwords, sign-in settings, consents and notification choices are never copied. When Weaverbird HR starts someone’s onboarding or offboarding, the steps for IT, facilities and the business office (with the person’s name, email, role, campus and start or last day) go to the district’s Weaverbird Help Desk, Weaverbird Facilities and Weaverbird Finance, which add the devices, keys or purchasing cards they have there so they can be collected, and say back when the work is done. The district’s vendors (business names and contact details) are kept in Weaverbird Finance when it’s connected and copied to the others, and a work order can ask it for a purchase order. If the district connects Weaverbird HR and Weaverbird Finance and an Weaverbird HR admin turns on position budgeting (it’s off until they do, and they agree to share this first), Weaverbird Finance reads the district’s positions from Weaverbird HR to budget them (each position’s title, campus, department and FTE, the name of the person in it and their yearly salary from the district’s salary schedule), and tells Weaverbird HR which positions its adopted budget funds. Turning it off stops this straight away.

Inside a school’s Weaverbird Builder, information is shared with the people who need it, for example a request’s details with the people who approve it. We may also share information if the law requires it, to protect people’s safety, or as part of a merger or sale of our business, in which case this policy continues to apply.

6. Texts and calls

We text or call someone only after they agree to it themselves in Weaverbird Builder, separately for texts and for calls; no one can agree for them. During their quiet hours, texts and calls aren’t sent (except security messages, and urgent alerts they allow), and while an administrator’s contest of their agreement is open, none are sent at all. Phone numbers and consent are never shared with third parties for their marketing. Reply STOP to any text to opt out. See our Text and call terms.

7. Cookies

This website doesn’t use advertising or tracking cookies. We count visits with Cloudflare Web Analytics, which doesn’t use cookies or track you across sites. The Weaverbird Builder app uses a cookie to keep you signed in, and one that remembers your device so we can tell you about sign-ins from new ones. Our hosting provider may set cookies needed for security.

8. Security and retention

We use encryption in transit, hashed passwords, access controls that keep each district’s data separate, and the ability to sign a person out everywhere. We keep a school’s data while its subscription is active. After it ends, the school can ask us for a copy of its data for 30 days, and we then delete it within 60 days, except copies the law requires us to keep or that sit in backups until they expire. Some files are deleted sooner, automatically. Each district chooses how long its school records are kept, in Settings: its state’s record retention minimums (as we have them from published schedules and federal rules), or its own periods. The district is responsible for confirming its choice meets its requirements. Until a district chooses, these standard periods apply:

• Form answers and their files are kept until the district removes them or its subscription ends; a district can choose shorter periods for its records in Settings.
• Handbook signatures are kept with the handbook while it exists, so the district can show who signed which version.

Screen recordings and screenshots sent with a support request are deleted 90 days after the request is resolved (the request itself is kept). Missed notifications are deleted 90 days after they arrive.

We take a backup of our database each night and keep each one for 14 days. So we can recover even if our main host has a problem, an encrypted copy of each nightly backup, and of the files uploaded to Weaverbird Builder, is also kept with a second storage provider. The copies are encrypted before they leave our servers and only we hold the key; backups are kept there for the same 14 days, and an uploaded file’s copy is removed when the file is removed from Weaverbird Builder. We keep tour requests for as long as needed to follow up, and delete them on request.

9. Your choices and rights

• Everyone can turn texts and calls on or off, choose which notifications they get, and set quiet hours, in their own settings at any time.
• You can ask to see, correct or delete your information. If your information is in a school’s Weaverbird Builder, we’ll pass your request to that school, which controls it.
• Depending on where you live (for example California and other US states), you may have additional rights. We will honor them and won’t treat you differently for using them.

To make a request, email privacy@weaverbirdworks.com.

10. Children

Accounts are for adults. A district may share a form or handbook with students or their families; when it does, it collects that information for its own educational purposes and is responsible for any parental consent the law requires, and we use it only to run the district’s forms, never for advertising. We don’t knowingly let children under 13 create accounts. If you believe a child has given us information outside a district’s form, email us and we will delete it.

11. Changes and contact

We may update this policy and will change the date above when we do. If a change is significant, we’ll tell account owners before it takes effect. Questions or requests: privacy@weaverbirdworks.com.