Privacy Policy

1. Who This Policy Applies To

This policy applies to:

• Instructors who create and manage programs
• Parents / Guardians who join a program with an invite code, or by applying online
• Applicants who submit an application at apply.usesessionly.com without creating an account
• Organisation staff — coordinators and teachers who belong to a shared provider organisation and use the operator console

Sessionly does not create accounts for children and does not collect information directly from children. Information about a child is provided by that child's parent or guardian, or by the instructor running their program.

2. Information We Collect

We collect information in the following categories:

A. Account Information

When you create an account, we collect:

• Full name
• Email address
• Role (Instructor or Parent)
• Encrypted password (handled securely via authentication provider)

B. Program Participation Information

Depending on your role:

Instructors may provide:

• Program name, description, dates, and location
• Announcements, and the audience each one is sent to
• Schedule sessions, including days a school is closed
• Volunteer needs and supply needs
• Invite codes
• A roster entry for each enrolled child: the child's name, and optionally their grade, school, classroom teacher, and before- and after-class care arrangements
• Whether a child's program fee is unpaid, paid, waived, or refunded, and any note the instructor writes about it. Sessionly does not process payments and never sees card details — this is a record of a payment made elsewhere
• Attendance for each session, and whether a permission slip has been returned for an event
• Which piece of program equipment a child currently has out
• Names, email addresses and roles for school staff they want copied on staff announcements

Parents may provide:

• Their child's name and enrolment details
• Volunteer signups
• Supply commitments
• Emoji reactions to announcements
• Whether their child will attend an event that needs a permission slip

C. Technical Information

We collect limited technical data necessary for app functionality:

• Authentication tokens (stored securely on your device)
• Device and session information required for login persistence
• A push notification token, if you allow notifications. You can decline, and the app works without it
• Error reports when something goes wrong, so we can fix it. These are configured not to capture personal information, and we do not record your screen or your keystrokes
• A small number of first-party product events — for example that a volunteer need was filled, that attendance was completed for a session, or that someone joined a program. These are stored in our own database, linked to your account, and contain identifiers and counts rather than names or free text. They are not sent to any analytics company
• Whether an announcement has been opened. This is reported to the instructor only as a count of how many households have opened it — no instructor, coordinator, or anyone else can see whether a particular person opened a particular announcement

We do not collect:

• Location data. The app requests no location permission. Locations you type into a program or session are stored only as the text you wrote
• Contacts from your phone
• Photo library, camera, or microphone data
• Advertising identifiers, or data for advertising networks
• Behavioural profiling, engagement scoring, or cross-site tracking

The mobile app requests exactly one device permission: notifications.

D. Program Applications

When you apply to a program at apply.usesessionly.com you do not need an account, and we do not ask you to create one. You provide:

• About your child: their name (required), and optionally their grade, their school, and their classroom teacher
• Care and dismissal: whether your child will be in a care program before the class and whether they go to one afterwards, and if so the name of that care program. We treat this as child-safety information, not a preference
• About your household: your name and email address (required), your phone number, and optionally a second guardian's name, email, and phone
• Scholarship: whether you are requesting a scholarship. This indicates financial need, and is visible to the operator of the program you applied to
• A written answer or a video: a short written answer to a question the instructor chooses, or a link to a short video instead. If you provide a link, we store the link and not the video — the video stays wherever you host it, and the form asks you to make sure anyone with the link can view it

We also record the IP address the application was submitted from, in order to limit abuse. Those records are deleted once they are more than an hour old; the deletion runs when the next application arrives, so a record can persist longer if nobody applies in the meantime. IP addresses are not linked to your application.

The application form does not ask for a date of birth, a home address, allergies, medical information, or emergency contacts, and there is nowhere in Sessionly to store them.

An application is visible to the instructor of the program you applied to, and to coordinators of the organisation that runs it (see Section 4). If your application is accepted, we email you a link to join, and the details you provided become the starting point for your child's roster entry.

3. How We Use Your Information

We use your information only to:

• Create and manage your account
• Authenticate your identity
• Route you to the correct role experience (Instructor or Parent)
• Allow instructors to manage programs
• Allow parents to participate in programs
• Enable announcements, schedules, volunteer signups, supply commitments, attendance, events, and equipment tracking
• Let an instructor or coordinator review, accept, waitlist, or decline applications to their programs
• Send program communications by email and, where you have allowed it, by push notification
• Maintain security and prevent unauthorized access
• Provide customer support
• Comply with legal obligations

We do not:

• Sell your data
• Rent your data
• Use your data for advertising
• Profile users for marketing
• Share data with third-party advertisers

Sessionly is not an engagement-driven platform and does not monetize user behavior.

4. Role-Based Data Access

Sessionly enforces strict role-based access control:

• Instructors can access only programs they own.
• An instructor can see the names and email addresses of the guardians enrolled in their own programs, and the phone numbers those guardians supplied on an application.
• Parents can access only programs they are enrolled in.
• Parents cannot see other families. A parent cannot read another household's child, their care or payment details, their attendance, or any other guardian's name, email, or phone number.
• Parents cannot message other parents.
• Users can only modify their own profile, reactions, signups, and commitments.

Organisations and coordinators

A program can be run under a shared provider organisation — an after-school enrichment company, for example. Where it is, a person holding the coordinator role in that organisation can read, for every program the organisation runs and not only the ones they teach: the programs themselves, applications submitted to them (including the written answer, the video link, the scholarship request, and guardian contact details), enrolments and their guardian links, the children's roster entries including care and payment details, payment records, equipment assignments, event participation, the staff contact list, and announcements addressed to staff.

Two limits on that role are enforced in the database rather than in the interface. A coordinator cannot read individual attendance records — they see only aggregate counts for a program. And a coordinator cannot read announcements an instructor addressed to families; only those addressed to staff.

A person holding the teacher role in an organisation gains none of the above. They can see the organisation's equipment inventory and whether an item is currently out, and nothing about children or guardians in programs they do not run.

All access control is enforced at the database level, not just in the app interface.

5. Data Storage & Security

Sessionly is built on secure infrastructure:

• Data is stored in a managed PostgreSQL database.
• Row Level Security (RLS) policies restrict access at the database layer.
• Authentication is handled via secure token-based sessions.
• Tokens are stored in secure device storage (not local plaintext storage).
• We do not embed elevated server keys in the mobile application, the application site, or the operator console.
• All network traffic is encrypted via HTTPS.
• Application submissions are rate limited, and invite code redemption is limited to five attempts per fifteen minutes.

We implement reasonable administrative, technical, and organizational safeguards to protect your information.

No system is 100% secure, but we design for safety, predictability, and auditability.

6. Program Lifecycle & Archiving

Programs in Sessionly are temporary by design.

When a program is archived:

• It becomes read-only.
• New announcements and updates are disabled.
• Parents retain access to historical content.
• Volunteer and supply actions are disabled.

We retain archived program data so that families keep access to their own history. An archived program is not deleted when the instructor who created it deletes their account — it remains, no longer attributed to anyone, and the families in it keep their access. Personal details within it are anonymised as described in Section 9.

7. Third-Party Services

Sessionly uses the following providers to operate the Service:

• Supabase — database, authentication, and secure data storage. All program data lives here.
• Resend — delivery of the email we send to families and staff. Resend receives the recipient's email address and the full content of the message. This includes a child's name — an acceptance email carries it in the subject line and in the body — as well as the program name and whatever the instructor wrote. Our emails contain no tracking pixels and load no external images.
• Expo — delivery of push notifications, and over-the-air updates to the mobile app. A push carries a program name and a short operational sentence; it does not carry a child's name or the text of an announcement. The app checks for updates when it launches, which tells Expo the device's IP address and platform.
• Sentry — error and reliability monitoring across the app, the application site, and the console. Session replay is disabled, and the sending of personal information with error reports is switched off.
• Vercel — hosting for apply.usesessionly.com and manage.usesessionly.com.
• Cloudflare — hosting for this website.

These providers process data only as necessary to operate the Service and are contractually obligated to maintain confidentiality and security.

Sessionly does not integrate with advertising networks, does not use a third-party analytics or tracking SDK, and does not use a payment processor.

8. Children's Privacy

Sessionly does not create accounts for children, and children do not log in. We do not collect child email addresses, child phone numbers, grades or assessments from a school, or academic records.

Information about a child is entered by their parent or guardian, or by the instructor running their program. Beyond the roster and application details described in Section 2, an instructor may record, for children in their own program:

• Attendance for each session — present, absent, late, or excused
• Whether a permission slip has been returned for an event, and whether the child is attending it. Sessionly never holds the signed paper form itself
• Which piece of program equipment the child currently has out, and since when

This is a record of participation in one short program. It is visible to that program's instructor and to the child's own guardians, and it is retained with the program record. It is not shared outside the program, not used to build a profile, and not combined with anything else.

If you are a parent and want your child's details corrected or removed, contact your program's instructor, or contact us at ops@usesessionly.com. If you believe we have collected information directly from a child, please contact us and we will remove it.

9. Your Rights & Choices

Depending on your jurisdiction, you may have the right to:

• Access your personal information
• Correct inaccurate information
• Request deletion of your account and associated data
• Withdraw consent where applicable

You can see and correct your own profile in the app. For anything else — including a copy of your data, which we produce by hand rather than through a self-serve export — contact us at ops@usesessionly.com.

Deleting your account

You can delete your account yourself, from your profile in the mobile app. You will be asked to type a confirmation word first. Deletion then happens immediately — there is no waiting period, and there is no undo. You can also email us at ops@usesessionly.com and we will do it for you.

In two situations we will ask you to do something first, and the deletion will not proceed until you have:

• If you own a program that has not yet been archived or cancelled, archive or cancel it first. Deleting your account would otherwise take away the program that enrolled families are relying on.
• If you own a shared organisation that still has other members, transfer ownership to one of them first.

What happens when your account is deleted

Deletion removes you. It does not erase the programs other people were part of. Specifically:

• Deleted: your profile and login credentials, your emoji reactions, your volunteer signups, your supply commitments, and your push notification tokens.
• Handed to your co-parent: where your child has another guardian on the same enrolment, that enrolment passes to them, intact. The family keeps its place in the program.
• Anonymised, not erased: otherwise, your enrolment record, your child's roster entry, and any application you submitted are stripped of the details that identify you. Names are replaced with a placeholder; your email, phone, second guardian, written answer, teacher and care details, and payment notes are cleared. The de-identified rows remain, so that the instructor's attendance record and program history stay intact.
• Kept, no longer attributed to you: programs and announcements you created as an instructor, and any organisation you owned, remain with the program. They belong to nobody afterwards, and the families in them keep their access. Attendance, payment and application records remain in anonymised form, and your name is removed from the fields recording who took an action.

Emails we already sent you are redacted at the same time, with one exception: a message sent to you as an applicant, before you had an account, is not reached by that redaction and is instead removed by our routine deletion of sent-email records after 90 days.

If you applied to a program and never created an account, your application is not connected to any login, so there is no account to delete. Contact us and we will redact it.

10. Data Retention

We retain information:

• For the duration of your account
• For the lifecycle of programs you participate in
• As required to comply with legal obligations

Some data is deleted on a fixed schedule:

• Records of the emails we have sent, including their content, are deleted after 90 days.
• IP addresses recorded against application submissions are deleted once they are more than an hour old.
• Invite code attempt records used for rate limiting are deleted after an hour.

We do not retain data longer than necessary to provide the service.

11. International Users

Sessionly is operated from the United States, and the Service and its providers process data there. If you access Sessionly from outside the United States, your information will be transferred to and processed in the United States. By using the Service, you consent to that transfer.

12. Changes to This Policy

We may update this Privacy Policy from time to time.

If changes are material, we will:

• Update the "Last Updated" date above
• Provide notice within the Service where appropriate

We encourage you to review this policy from time to time. If you do not agree with an update, you can delete your account as described in Section 9.

13. Contact Us

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

Email: ops@usesessionly.com