Privacy policy

Schools decide what goes in

Each school chooses what to record about its students, families, and staff, and is responsible for having the right to record it. For that information we act on the school’s behalf: we keep it for the school and use it only to provide Warrior Hub to that school.

What is kept

• People: names, dates of birth, contact details and addresses, who is a student, parent or guardian, or staff, and which location they belong to.
• Children: many students are children. Their records are managed by the school and by their parents or guardians. Children under 13 never have a login of their own; teens may, and their guardians are told when one is made.
• Health and safety: medical notes and emergency contacts, which schools use to keep students safe in class.
• Files: student photos and signed or scanned waivers.
• Activity: class schedules, check-ins and attendance, invitations, and a history of changes to each student’s record.
• Logins: your email and a scrambled form of your password (we can’t read it), and the time you signed in.

Who can see it

• Your school: its staff see what their role allows. For example, instructors see the students at their location; only the owner changes staff roles.
• Families: parents and guardians see and update their own family’s records; adults see their own.
• Other schools never do. Each school’s records are walled off in the database itself, not only in the app. If you belong to two schools, each sees only its own record of you.
• The Warrior Hub team sees totals across schools (such as how many students use Warrior Hub), never individual students. To help a school, a team member must open time-limited support access with a written reason, and every such session is recorded in a log that can’t be changed.

Where it is stored, and who helps us

Warrior Hub runs in the United States. We use a small number of service providers, each only for its job:

• Render: hosting for the app and its database.
• Cloudflare: our web address, and storage for photos and waivers.
• Resend: sending emails such as invitations and password resets.
• Sentry: reports of errors in the app, with personal details removed before they are sent.
• Stripe: taking payments from schools. We never see full card numbers.

We don’t sell personal information, and we don’t use it for advertising.

Keeping it safe

Connections are encrypted, photos and waivers are private and only shown after a permission check, and our logs leave out passwords, links, medical notes, and full email addresses and phone numbers.

Seeing, correcting, or deleting information

Ask your school first: staff can correct most records, and families can update their own details. To have a record deleted, or if your school can’t help, email support@warrior-hub.net. We’ll work with the school, which decides about the records it keeps, and answer within [YOUR RESPONSE TIME FOR PRIVACY REQUESTS].

When a school stops using Warrior Hub, we delete its information within [YOUR RETENTION PERIOD], except what the law requires us to keep.

Changes

We’ll post any change here with a new date, and tell schools by email before an important change takes effect.