Privacy Policy
Effective 2 July 2026 · SoftwareConvene LLC (Indiana, USA)
SoftwareConvene builds tools for schools — ClassConvene (for educators), TeamConvene (for coaches and clubs), and FundCatalyst (team finances). We designed the platform to protect the people who use it, especially students. This policy explains what information we handle, how we use it, and — just as important — what we never do.
Who we are
SoftwareConvene LLC ("SoftwareConvene," "we," "us") is a company based in Indiana, USA. This policy applies to the SoftwareConvene websites and applications, including ClassConvene, TeamConvene, and FundCatalyst (together, the "Service").
What information we collect
Account information (educators & staff)
When a teacher, coach, or administrator creates an account, we collect their email address, a display name, the school or district they're associated with, and their role. If sign-in is handled through a provider (such as Google), we receive basic profile details from that provider.
Content you create and upload
The Service stores the content you put into it — for example assessments and results, professional-development entries, budgets and receipts, rosters, lesson materials, images, and documents.
Student information
Teachers create student rosters to use tools like assessments. Our roster tools are built to let teachers use pseudonyms or class identifiers instead of full real names, so student personal information is minimized by design. Any student information in the Service is provided and controlled by the school or teacher. See Student data & schools.
Usage & device information
To keep the Service secure and working, we log basic technical information such as sign-in events, pages or features used, approximate storage used, browser/device type, and IP address. We use this for security, troubleshooting, and understanding which features are useful — in aggregate, not to profile individuals.
How we use information
- To provide, maintain, and improve the Service and its features.
- To authenticate users and keep accounts and data secure.
- To respond to support requests and the feedback you send us.
- To understand, in aggregate, how the Service is used so we can make it better.
- To comply with law and enforce our Terms of Service.
What we never do
- We do not sell or rent your information to anyone.
- We do not show third-party advertising, and we do not build advertising profiles of students.
- We do not use your content, or student content, to train artificial-intelligence models. When AI features run, the providers we use operate under commercial terms that do not train on the data we send (see AI features).
- We do not share personal information with third parties except the service providers needed to run the Service (listed below), or when required by law.
Connected vendors. We may make certain third-party vendors available inside the Service (for example, apparel, parts, or printing suppliers) purely as an optional convenience for teachers and teams. This is not advertising, and you are never required to use them. If you choose to use a connected vendor, any information you share with that vendor is handled under that vendor's own terms and privacy practices, not ours.
Student data & schools
We take student privacy seriously and aim to align with FERPA and COPPA and applicable state student-privacy laws.
- Schools direct the use of student data. When a school or teacher uses the Service with students, the school controls that student information; we act as a service provider processing it on the school's behalf, only to provide the Service.
- Ages 13 and older. Student accounts and student use are intended for students aged 13 or older. The school or teacher is responsible for confirming their students meet this and for obtaining any parental notice or consent their policies or laws require.
- Data minimization. We encourage pseudonymous student identifiers and collect only what a feature needs to work.
- Ownership stays with the school. Student data belongs to the school/teacher. On request, we will help export it and will delete it (see Keeping & deleting data).
- No student advertising or AI training, as described above.
AI features
Some optional features use artificial intelligence — for example, reading a photo of a receipt to fill in its details, or helping summarize feedback. When you use one of these, the relevant content is sent to a trusted AI provider (currently Anthropic and Google) to generate a result, which you then review. These providers operate under commercial agreements that do not use the data to train their models. We send only what the feature needs and store only the result you choose to save.
Service providers we use
We rely on a small set of reputable providers to operate the Service. They process information only to provide their service to us:
- Google Cloud — hosting and infrastructure (United States).
- Supabase — database and authentication.
- Cloudflare — network security and delivery.
- Anthropic and Google (Vertex AI) — the AI features described above.
- Stripe — payment processing, if and when paid plans are offered (we do not store full card numbers ourselves).
Connecting other accounts (like Canva)
Some features let an educator or coach connect a personal account from another service — for example, Canva — so they can bring their own designs into the Service. Connecting an outside account is always optional and opt-in: you sign in and grant permission through that provider's own secure authorization screen, and you can decline or disconnect at any time.
When you connect Canva, we request the minimum access needed to let you browse and import your own designs — nothing more:
- We can see the list of your Canva designs and the details of the specific design you choose to import. We do not browse or pull anything you don't select.
- When you import a design, we export it and store the resulting image file in the Service just like any file you upload (for example, attached to a jersey request or design project).
- We store the access token from Canva encrypted, use it only to fetch the designs you ask for, and refresh it automatically so you don't have to reconnect constantly.
- We do not post to, edit, or delete anything in your Canva account, and we do not sell or share your Canva information.
Your use of Canva itself is governed by Canva's own terms and privacy policy. Connecting outside accounts is a feature for educators and coaches; students do not connect third-party accounts, and this feature does not involve student personal information.
Security
We protect information with several overlapping controls:
- Encryption. Data is encrypted in transit (HTTPS/TLS) — including the connection between our application and its database — and encrypted at rest.
- Per-account authorization. Every request for a record or file is checked against the specific account, team, or school it belongs to before access is granted, so each user can reach only the data they are authorized to see.
- Database-level lockdown. Row Level Security is enabled on our database as an additional safeguard, so the database itself refuses access to anything other than our authorized application.
- Private files. Uploaded documents — such as receipts, budgets, and forms — are stored privately. They are never publicly listed or served by a guessable link; they are delivered only through an authorized request that verifies your permission each time.
- Session & abuse protections. We use session protections, rate limiting, and security headers to help defend accounts.
No system is perfectly secure, but we layer these protections and work to respond quickly if something goes wrong.
Keeping & deleting data
We keep information for as long as an account is active or as needed to provide the Service. A school, teacher, or account holder may request access to, correction of, or deletion of their data by contacting us; we will act on verified requests within a reasonable time, except where we must keep certain records to comply with law. When an account is closed, we delete or de-identify its data within a reasonable period.
Your choices & rights
You can view and update much of your information within the Service, and you can ask us to access, correct, export, or delete your data. Depending on where you live, you may have additional rights under laws such as FERPA or your state's privacy laws. Schools may exercise these rights on behalf of student data they control.
Cookies & local storage
We use only the storage needed to run the Service — for example, to keep you signed in and to remember preferences like dark mode. We do not use advertising or cross-site tracking cookies.
Changes to this policy
If we make material changes, we'll update the date at the top and, where appropriate, notify account holders. Continued use of the Service after a change means you accept the updated policy.
Contact us
Questions, requests, or privacy concerns? Email [email protected], or use the 💬 feedback button inside the app.