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 Facilities service

• Account information: names, work emails, roles, campus, and sign-in details for admins, teachers, staff and maintenance teams.
• 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.
• Facilities records: work orders (what’s wrong, where, photos and notes), who they’re given to and when they’re done, preventive maintenance and custodial schedules, and spaces, their open hours and their bookings.
• Safety records: safety concerns staff report (what and where, an optional photo, and the name of the person who reported it), seen by the district’s administrators and kept as school records; drill logs, inspections, door checks, certificates and emergency plans the district records or uploads.
• Keys and access: which keys, badges and fobs each staff member holds, when they were given and returned, lost keys, and when the person signed for each in Weaverbird Facilities (their typed name and the time).
• Raptor alerts: if a district connects Raptor, its emergency management system, Raptor sends each alert to the district’s own address here. We log drills (the kind, building and times) and keep a list of what Raptor sent for 90 days, including a real emergency’s kind and building, but not people’s names.
• Vendors: the contractors a district keeps (business name, kinds of work, contact person, phone, email, website, address, license number, insurance date and notes) and which work orders it sent them.
• Rental requests: the name, email, phone number and group name of someone asking to rent a space, and the event’s details, kept for the district to decide and follow up.
• Site use agreements: when a district approves a community rental, we email the group its site use agreement to sign online. A district can ask its own staff to sign one too when they book a space; then the staff member who asked gets it by email when the booking is approved. Until it’s signed, we email reminders on the district’s schedule, and an administrator can send one at any time. We record when the link is opened, and keep the signer’s typed name as their signature with the date, time and network address they signed from, as the district’s record of the agreement. When a booking has a fee, the agreement page and emails show what’s owed, by when and how to pay; the group can tell the district how they paid (a short note, like a check number), which we keep with the booking, and we email payment reminders on the district’s schedule until the district marks it paid. We don’t take payments ourselves: a district’s pay-online link opens its own payment page, run by its payment provider under that provider’s terms.
• 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 Facilities, 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 Facilities 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 Facilities roster up to date. We don’t request student records. The connection’s secret is stored encrypted.
• Calendar feeds: if you subscribe to your Weaverbird Facilities calendar, the calendar app you use (such as Google Calendar, Outlook or Apple Calendar) fetches what’s on your Weaverbird Facilities calendar from a private link, and we note when it last did. An administrator can also subscribe to the facility use calendar, which sends that calendar app each booking’s title, space, campus, times and the group or person who asked.
• Booking needs: what a booking asks for beyond the room (a custodian, setup, IT help, a projector), and which staff member an administrator gives each one to. We email that person the dates and show them on their home page and to-dos.
• 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. A district that wants its own site use agreement uploads its current copy on a support request, so we can set it up word for word. 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 Facilities: work orders, maintenance and custodial schedules, safety records, space bookings and community rentals.
• To find vendors: when an administrator asks Weaverbird Facilities to search the web for contractors, an AI assistant (Claude, by Anthropic) runs the search with only the kind of work and the town they give. No one’s name or contact details are sent, and nothing it finds is saved unless someone adds it.
• 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 Facilities 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 Facilities. 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. Community rental requests

When someone asks to rent a district’s space, their details go to that district, which decides the request and may contact them about it. We hold them for the district and use them only for that. A site use agreement is between the district and the group renting, not with us; we keep the signed copy for the district. Questions about a rental should go to the district first.

5. Who we share it with

We share information only with service providers that help us run Weaverbird Facilities, 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 Facilities (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.
• Support: an AI assistant that takes a first look at support requests (the note and screenshots an administrator sends, not recordings; it doesn’t use them to train its models), and tools for tracking and fixing reported bugs, which never receive the district, names, contact details, screenshots or recordings.
• Vendor search: an AI assistant (Claude, by Anthropic) that searches the web for contractors when an administrator asks, given only the kind of work and the town.
• Weather: to show the district’s forecast, we send the address an administrator enters for it to the U.S. Census Bureau’s geocoder to find where it is on the map (unless they type in the latitude and longitude), and that location to the National Weather Service for its forecast and alerts, about once an hour. Both are free public government services; they get nothing else about the district, and nothing about any person.
• 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.

Systems your district connects. If a district connects Raptor, Raptor sends us its alerts for that district (see above); Raptor’s own handling of them is covered by the district’s agreement with Raptor.

Vendors your district works with. When an administrator outsources a work order and chooses to email the vendor, we send that vendor the work order on the district’s behalf (what, where, when it’s needed and the description, with the administrator’s email to reply to).

The vendor directory. A district can choose to list its vendors in a directory other districts using Weaverbird Facilities can see. It’s off unless the district turns it on. Only each business’s name, kinds of work, phone, email, website and town are shown; never the district’s name, its notes, contact people, license or insurance details, or the work it sent them.

Between your district’s own apps. If your district uses other Weaverbird Works apps and connects them to Weaverbird Facilities, information it chooses to share moves between them: for example what someone fills in on a form in Weaverbird Builder (their name, email, answers and an approver’s note) arriving here as a work order, space booking, community rental, safety concern or drill report (with every answer on the drill form), 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 Facilities, 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 Facilities, 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 Facilities 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:

• Work orders, schedules, rental requests and signed site use agreements are kept while the district’s subscription is active.
• Drill logs, door check rounds, inspection and fire and life safety check records, expired inspection certificates, resolved safety concerns and their photos, and records of keys, badges and fobs that were returned or lost are school records, kept while the district’s subscription is active, or for the periods the district chooses in Settings; when one’s time is up it is deleted, with any file on it.
• Emergency plans and maps are a district’s current plans and are kept until the district removes them.

Screen recordings, screenshots and site use agreements 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, and Raptor’s alerts 90 days after they’re received (the drill log is kept).

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 Facilities, 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 Facilities. 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 Facilities, 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

Weaverbird Facilities is for school staff and the community groups who rent a district’s spaces, not for children. We don’t knowingly collect personal information from children under 13. If you believe a child has given us information, 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.