Privacy Policy

1. Introduction

Olliepen ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our teacher observation and evaluation platform. Please read this policy carefully to understand our practices regarding your personal data.

2. Information We Collect

We collect information that you provide directly to us, including:

• Account Information: Name, email address, professional role, and organization affiliation
• Profile Information: Professional credentials, certifications, and profile photos
• Observation Data: Teacher evaluations, rubric scores, feedback, and related documentation
• Communication Data: Messages, notes, and correspondence within the platform
• Usage Data: Information about how you interact with our platform

We also automatically collect certain technical information, including IP addresses, browser type, device information, and cookies to improve our services and user experience.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process and complete observation workflows
• Generate reports and analytics for educational institutions
• Communicate with you about your account and our services
• Respond to your inquiries and provide customer support
• Send administrative information, such as updates to our terms and policies
• Ensure the security and integrity of our platform
• Comply with legal obligations and enforce our terms

4. Information Sharing and Disclosure

We may share your information in the following circumstances:

• Within Your Organization: Observation data and reports are shared with authorized personnel within your educational institution as configured by your administrators
• Service Providers: We may share information with third-party vendors who perform services on our behalf, such as hosting, analytics, and customer support
• Legal Requirements: We may disclose information when required by law, court order, or governmental authority
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption, access controls, regular security assessments, and employee training. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. The retention period for observation data is determined by your organization's policies and applicable regulations. When data is no longer needed, we securely delete or anonymize it.

7. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information, subject to certain exceptions
• Portability: Request a copy of your data in a portable format
• Opt-Out: Opt out of certain data processing activities, such as marketing communications

8. Educational Privacy Compliance

We are committed to complying with applicable educational privacy laws, including the Family Educational Rights and Privacy Act (FERPA) in the United States. Educational institutions using our platform are responsible for ensuring appropriate consent and compliance with their applicable regulations. We act as a service provider to educational institutions and process data on their behalf in accordance with our agreements.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect information about your browsing activities and to improve your experience on our platform. You can control cookie settings through your browser preferences. However, disabling certain cookies may affect the functionality of our services.

10. Children's Privacy

Olliepen is designed for use by educational professionals and is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we learn that we have collected information from a child under 13, we will promptly delete that information.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. When we transfer your information, we take appropriate safeguards to ensure your data remains protected in accordance with this Privacy Policy.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of material changes by posting the updated policy on our platform and updating the "Last updated" date. We encourage you to review this policy periodically.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at support@olliepen.com.