Privacy Policy

Effective date: July 1, 2026

This Privacy Policy describes how AbsenceLedger (“we,” “us,” or “our”) collects, uses, and shares information when you use our absence management service (the “Service”). The Service is provided to school districts and their authorized staff, substitutes, and administrators.

Your school district is the primary organization responsible for decisions about employee and student-related records. This policy explains our role as a service provider and does not replace your district’s own privacy notices or policies.

1. Information we collect

We may collect the following categories of information:

• Account information: name, email address, role, school assignment, and login credentials or authentication tokens.
• Absence and staffing data: absence requests, dates, types, approval status, substitute assignments, job postings, and related notes entered in the Service.
• Profile and employment data: job titles, employee types, skills, balances, and other information your district administrator configures.
• Communications: email notifications, optional Telegram messages, and support correspondence.
• Technical data: IP address, browser type, device information, session identifiers, and usage logs needed to operate and secure the Service.

2. How we use information

We use collected information to:

• Provide, maintain, and improve the Service;
• Authenticate users and enforce role-based access;
• Process absence workflows, approvals, substitute coverage, and notifications;
• Generate reports and exports authorized by your district;
• Detect, prevent, and respond to security incidents, abuse, or technical issues;
• Comply with legal obligations and enforce our Terms of Service.

3. How we share information

We do not sell personal information. We may share information:

• Within your district: with authorized administrators, staff, and substitutes according to permissions configured for your organization.
• With service providers: such as hosting providers, email delivery services, or authentication providers (for example, Google Sign-In when enabled by your district), only as needed to operate the Service.
• For legal reasons: when required by law, regulation, legal process, or governmental request, or to protect the rights, safety, and security of users and the Service.
• With consent: when your district or you direct us to share information in another way.

4. Cookies and similar technologies

We use session cookies and similar technologies to keep you signed in, protect against cross-site request forgery, and remember essential preferences. You can control cookies through your browser settings, but disabling them may prevent you from using parts of the Service.

5. Data retention

We retain information for as long as your district uses the Service and as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce agreements. Retention schedules may be set or requested by your district administrator.

6. Security

We use administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, or misuse. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Children and student records

The Service is intended for use by school district personnel and authorized substitutes. It is not directed to children under 13 for independent use. If the Service processes information related to students on behalf of a district, the district remains responsible for compliance with applicable laws, including the Family Educational Rights and Privacy Act (FERPA) where applicable.

8. Your choices and rights

Depending on your location and your relationship with your district, you may have rights to access, correct, or delete certain personal information. Because accounts are provisioned by your district, many requests should be directed to your district administrator. You may also contact us using the information below, and we will coordinate with your district where appropriate.

9. International users

The Service is operated from the United States. If you access the Service from outside the United States, your information may be transferred to, stored in, and processed in the United States or other locations where we or our providers operate.

10. Changes to this policy

We may update this Privacy Policy from time to time. We will post the revised policy on this page and update the effective date above. Material changes may also be communicated through the Service or by your district administrator.

11. Contact us

Questions about this Privacy Policy or our privacy practices may be sent to privacy@absenceledger.com. For account access or data questions specific to your employment, please contact your school district administrator first.