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.
• Messages and requests you send us: such as your name, work email, school or district, role and what you write.
• 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 HR service

• Account information: names, work emails, roles, campus, and sign-in details for administrators, 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.
• 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 HR, 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 HR 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 HR 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 HR calendar, the calendar app you use (such as Google Calendar, Outlook or Apple Calendar) fetches your entries from a private link, and we note when it last did.
• Staff records: what your district keeps about its employees in Weaverbird HR, such as contact details and phone number, employee ID, campus, role, title, department and grade, position, hire date, supervisor, seniority date and tie-break number, and text and call preferences.
• Transfer requests: where an employee asks to move (a campus, an open position or a role), why, and each campus’s OK.
• Home address, emergency contact and direct deposit: what employees enter on their own My Profile page: their home address, an emergency contact’s name, relationship and phone number, and the bank name, routing number, account number and account type their pay goes to. A new address or account is used only once the district’s HR approves it. Account numbers are stored encrypted and shown by their last four digits; only the district’s own administrators can see a full number, and each time they do is recorded in its activity log. Weaverbird Works staff can’t see full account numbers, and they’re never put in emails.
• Requests and forms: answers employees give on their district’s forms (ones they start, and ones HR sends them), files they attach, a typed-name signature with the date, and each decision and note by the admins who decide it.
• Extra workers: for volunteers, student teachers, interns, contractors and coaches the district adds (they don’t sign in): their name, email and phone, where they come from, their campus and supervisor, their dates, their background check (kind, dates and the result the district records) and the trainings they’ve done. Check results and notes are kept out of the activity log.
• Professional development and career paths: conferences, workshops and courses an employee asks to attend (dates, cost, hours, why, and what they took from it), HR’s decision, and the career path steps an employee says they’re interested in, with any note.
• PD sessions and their sign-in sheets: when someone signs in to a district’s professional development session (by scanning its sign-in code or with one tap in their staff page), their name, email and the time; people who aren’t on the district’s staff list sign in as guests with the name and email they type. If the district asks for one, the educator ID it names (such as Pennsylvania’s PPID) is collected at sign-in, from guests too. Afterwards, if the district uses them, each person’s reflection on the session (what they learned, how they’ll use it and a usefulness rating), which the district’s HR reads. Staff can also log professional development they did elsewhere (what it was, who offered it, when, the hours and any note), which counts once HR accepts it, and HR can print each person’s PD transcript or download everyone’s hours.
• Saved educator IDs: a staff member’s educator ID is kept on their staff record, encrypted, so they don’t have to type it at each sign-in. It’s shown to them only partly hidden, and in full to their district’s HR administrators (who can add or correct it), on their PD sign-ins, their transcript and the PD hours HR downloads. If they ask, we email it to the address on their account. “Look up my PPID” opens their state’s own lookup page (or one their district names), whose own privacy terms apply; we never ask for a Social Security number.
• Licenses and certifications: each license’s name, number, issue and expiration dates, and when a renewal reminder was sent.
• Onboarding: each new hire’s tasks, who they’re assigned to, due dates, and what’s done, including forms signed and files uploaded.
• Intent to return: each employee’s answer about next school year, their answers to any questions the district adds, any comment they add, and HR’s review of answers that need one.
• Leave records: leave types, allowances, balances and approvals entered by your district.
• Sick bank records, if your district uses the sick bank: who joined each school year and the days they gave, requests to draw days with the reason given, any doctor’s statement uploaded with a request, and each decision and note. A doctor’s statement may contain health information.
• Applicant information: what job applicants submit to a district, such as contact details, experience, answers and documents, plus interview times, notes and decisions by the district’s hiring team, and the background check steps the applicant marks and the result the district records.
• I-9 and E-Verify: for each new hire, the dates their Form I-9 sections were completed and who checked their documents, which kinds of documents they showed (by name, such as “U.S. Passport”, never the numbers), the date temporary permission to work ends and when it was reverified, and, for districts that use E-Verify, the case number, its status and dates. We never keep Social Security numbers, document numbers or copies of documents for this, and the form itself stays with the district.
• Interview score sheets and references: each interviewer’s scores, recommendation and notes; and for each reference the district asks, their name, email, phone and relationship to the applicant, and the answers and rating they give on a private page (no account).
• Job offers: the offer letter, position, pay, start date, who approved it, and the candidate’s answer: the name they type to accept (their signature), when, and the network address it came from, or why they declined if they say.
• Pay and stipends: each employee’s place on the district’s salary schedule (schedule, step and lane, and the pay that comes from it), and stipends given for extra duties, with the amount and start date. Benefit plans hold what each tier costs, not who is enrolled.
• Employment agreements: each agreement’s wording, pay and dates, and its signatures: the name the employee types to sign, when, and the network address it came from, and which admin countersigned and when.
• Benefits: the plan and coverage tier each employee picks (or waives), what it costs them and the district, and when coverage starts and ends. For a change after a life event, the kind of event (such as a marriage or a birth) and its date. We don’t collect dependents’ names or proof documents.
• Retirement and ACA hours: a date of birth and years of earlier service that HR may enter, used only to estimate when someone can retire under the rules the district enters; who is retiring and their paperwork checklist; and hours worked each month by source (such as payroll or substitute days), to show who is full time under the Affordable Care Act.
• Timesheets: for staff the district has keep one, the times they clock in and out (or type), breaks and any note, each week’s totals and overtime, and HR’s approval or note when sending one back.
• Family and medical leave (FMLA): that a leave was asked for or opened, the kind of reason (such as caring for a family member or the birth of a child, never a diagnosis), its dates and schedule, the dates notices were sent and a medical certification was received, HR’s decision, and the hours used. Certifications themselves aren’t stored here.
• Union relations: the unions the district works with, their contact person and their officers and building representatives (name, role, campus), which employees each contract covers (not who has joined the union), contract terms and dates, and the district’s records of grievances (who filed, the contract article, each step, response dates and how it ended), meetings, information requests and agreements. Only the district’s admins see these, and what a grievance says is kept out of the activity log.
• Referrals: the name and email of someone an employee refers, any note, and which employee referred an applicant. Referrers see only whether the person applied, was hired or the application closed. We don’t email people who are referred.
• Required training and policies: which required trainings each employee has finished and when (marked by them or recorded by HR), and each policy they signed: the version, when, and the name they typed.
• Background checks: for employees, the kind of check (such as fingerprints or a sex offender registry search), the screening company, when it was requested and came back, the result the district records (clear, needs review or not clear), whether ongoing monitoring is on, and HR’s note. We don’t receive the report itself, and the result and note are kept out of the activity log.
• Supervisors and leaving: who each employee reports to (for the org chart), and when someone leaves: the kind of separation, notice and last day, the reason, whether they’re eligible for rehire and why, and their exit checklist.
• Evaluations: each employee’s goals and self-reflection, observation notes and ratings, final ratings and comments, who evaluated them, and when they signed and any comment they added. Signing says they’ve seen it, not that they agree.
• Questions to HR: what an employee asks HR from their Ask HR tab, and HR’s reply. If the district’s HR uses it, an AI assistant drafts a reply from the district’s own policies, which HR reads and edits before anything is sent.
• Concerns, complaints, investigations, incidents and injuries: what was reported and by whom (or without a name, where the district allows it), who it’s about, its steps and deadlines, HR’s notes and the outcome; for an injury, when and where it happened, the part of the body, the care given, time away from work, witnesses and the workers’ compensation claim number. Only the administrators the district picks can see each kind, and none of it is put in the activity log. An injury report may contain health information.
• Surveys: who a district asked to answer a survey and whether they did, and the answers. On an anonymous survey the answers are saved without a name and only the day is kept, so they can’t be matched to who gave them, and results by campus show only once at least three people there have answered.
• 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 list they download (who, when, and what 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 HR: staff records, job postings and applications, interviews, onboarding, license and training reminders, policies, background checks, extra workers, professional development, career paths, forms, evaluations, employee relations cases, surveys, intent to return, leave balances, and the sick bank.
• To send the emails, texts and calls the Service needs, such as task and license reminders, invites, interview confirmations 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 HR reads and sends every reply.
• To help a district’s HR answer its employees: where HR uses it, an AI assistant drafts replies to employees’ questions from the district’s own policies. HR reads, changes and sends every reply.
• To answer questions and requests 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 HR. The school decides what goes in and who can see it, and each district’s data is kept separate. Weaverbird HR is built for employee records, not student records. If education records covered by the Family Educational Rights and Privacy Act (FERPA) or a state student privacy law are put into Weaverbird HR, for example in an uploaded document, we handle them as a “school official” under the school’s direct control, use them only to provide the Service, and never use them for advertising. Questions about your records? Contact your school first; we’ll help it respond.

4. Applicants and background checks

When you apply for a job through Weaverbird HR, you are applying to that school or district, and it decides how your application is used. Weaverbird HR does not run background checks: the district gives you its own link (a screening company or the state’s fingerprinting site), and that provider’s own privacy terms apply to what you give it. Weaverbird HR only keeps the steps you mark and the result the district records. Applicants’ documents follow the retention periods below. Questions about an application should go to the district you applied to.

After someone is hired, the district uses Weaverbird HR to track the federal Form I-9 and E-Verify deadlines: the dates each part was done, the names of the documents shown, when temporary permission to work ends, and E-Verify case results. Only the district’s administrators see this. It isn’t sent to E-Verify or any agency by Weaverbird HR; the district opens cases on the government’s own site, and keeps the form for the time federal law sets.

5. Sick bank and health information

Doctor’s statements and the reasons given in sick bank requests are used only so the district can review and decide the request. Inside Weaverbird HR, only the staff member who sent them and approved administrators can see them. No administrator has access by default: an administrator must sign our Sick Bank Medical Information Confidentiality Agreement, and we confirm with their district that they review sick bank requests before turning access on. The district can remove an administrator’s access at any time. Other administrators, other staff and Weaverbird HR’ own team cannot open doctor’s statements. To confirm, we email the district’s main contact (usually whoever signed the district up) a private link, and they answer yes or no and sign with their name. We keep a record of each signed agreement and each confirmation (name, date and time, and network address), and each decision. We never use this information for advertising, sell it, or share it beyond the service providers described below that store and deliver it for us.

We hold this information for the school or district, which decides how it is used and how long it is kept; it is the district’s employment record, not a health care record. Statements are deleted automatically when the district’s retention period ends (three years after the request is decided, unless the district chooses otherwise; see Security and retention). Staff should upload only what their district asks for, not full medical records. Questions about a request or a statement should go to your district first.

6. Who we share it with

We share information only with service providers that help us run Weaverbird HR, 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 HR (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 drafting: where a district’s HR uses it, an employee’s question to HR and the district’s policies are sent to an AI service to draft a reply; the service doesn’t use them to train its models.
• 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.
• Job sites: if a district posts openings to job sites (such as Indeed or Google Jobs), the posting itself is shared with them; applicants’ information is not.

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 HR, information it chooses to share moves between them, for example a leave request made here showing in Weaverbird Subs so a sub can be found, or the answers to a form in Weaverbird Builder (the person’s name, email, answers and an approver’s note) arriving here as a request, with how it’s going sent back. Only what the district sets up is 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 HR, information is shared with the people who need it, for example a new hire’s name with the principal and mentor assigned onboarding tasks. 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.

7. Texts and calls

We text or call someone only after they agree to it themselves in Weaverbird HR, 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.

8. Cookies

This website doesn’t use advertising or tracking cookies. The Weaverbird HR 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. When you sign in to a professional development session on your phone, a cookie remembers the email you used there for a year, so you don’t have to type it next time. Our hosting provider may set cookies needed for security.

9. 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:

• Doctor’s statements on sick bank requests: three years after the request is decided.
• Applicants’ documents: two years after the application is turned down or withdrawn. Documents of people who were hired stay with the district.
• Other uploaded files: as shown in Settings → Record retention.

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 HR, 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 HR. We keep messages you send us for as long as needed to follow up, and delete them on request.

10. Your choices and rights

• Anyone can turn texts and calls on or off, choose which notices 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 HR, 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.

11. Children

Weaverbird HR is for school staff and job applicants, 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.

12. 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.