edu.sanvoice.com: privacy notice and terms of use

Privacy notice for families, students and staff of a school using SanVoice Éducation

In force from 12 November 2026.

1. Who is responsible

Your school (“the school”) decides what information it keeps about students, parents and staff, why, and for how long. The school is the controller of that information.

SanVoice LLC (“SanVoice”, “we”) provides the software the school uses: the school app, the parent, student and teacher portals, and the messages the school sends from them. SanVoice is the school’s processor (in US terms, a “school official” acting under the school’s direct control). We use the information only to run the service for the school, under a written agreement with the school, and never for our own advertising or to sell it.

• School contact: the school’s office.
• SanVoice contact: SanVoice LLC, [email protected].

Questions about what the school records, or requests to see, correct or delete a record, go to the school first. If you write to us, we pass your request to the school and help it answer.

2. What the school may keep in SanVoice Éducation

What is actually kept depends on what the school chooses to use.

Kind	Examples	Who sees it in the app
Student identity	name, date of birth, class, student number, photo, ID scan, national ID number	school staff by role; the national ID number only the administrator, principal and registrar
Family and contacts	guardians’ names, relationship, phone, WhatsApp number, email, address, who pays	school staff by role; each guardian sees their own children
Admission	application form, documents, test results, registration fee paid	admissions staff
School work	attendance, grades, report cards, assignments, Google Classroom links if the school connects it	teachers of the class, office staff, the student and guardians through the portals
Health	allergies, medical conditions, nurse notes	the nurse, administrator, principal and registrar only; teachers see a banner (“allergies”, “medical condition on file”), never the medical file
Conduct	discipline and counseling notes	conduct office and administrators; parents see only the text the office writes for them, never the internal report or private notes
Payments	invoices, receipts, amounts, method (cash, check with its number, ACH, MonCash, NatCash, card paid at the school’s terminal)	finance staff; the payer sees their own invoices
Messages	email, WhatsApp and text messages the school sends or receives, delivery status	staff who send them; the recipient
Staff	name, role, sign-in email or phone, timetable	administrators
Technical	sign-in times, device and browser type, IP address, an access log of who opened a student file	administrators; SanVoice for security

Card payments made on the school’s own bank terminal: the school may note the authorization number and the last 4 digits of the card. The school must never enter a full card number or security code.

If the school turns on its own Stripe account (off by default), card details are typed into Stripe’s page and go to Stripe directly; SanVoice receives only the payment result and the last 4 digits.

3. Why it is used

Only to run the school: admission and enrolment, classes and timetables, attendance and grades, report cards, fees and receipts, messages to families, health and safety, and the security of the service. Legal bases for people covered by the GDPR or similar laws: the school’s contract with the family, the school’s legal duties, the school’s legitimate interest in running its educational mission, and consent where the school asks for it (for example photos used outside the school app).

We do not sell personal information, show advertising in the school app or portals, or build marketing profiles of students.

4. Children and parental consent

Most students are minors. In the US, the school acts for parents when it agrees to use SanVoice for school purposes, as COPPA allows for children under 13; SanVoice uses children’s information only for that school purpose. In Haiti and elsewhere, the school collects any consent the local law requires.

• A parent or guardian may ask the school to see their child’s information, to stop further collection, or to delete it, subject to the records the school must keep.
• A student who reaches the school’s age of majority (18 unless the school sets another age) may hold their own record if the school turns on “Students who reach the age of majority hold their own record”. From then on, the student decides who in the family sees their school record; the person who pays still sees invoices.
• At a university or training centre, the student always holds their own record.

5. Your rights

US families (FERPA): parents, and students aged 18 or older or in higher education, may inspect the education record, ask for a correction, and limit disclosure except as the law allows. Ask the school.

People covered by the GDPR or similar laws (for example EU residents): you may ask for access, correction, deletion, restriction, a copy in a usable format, and object to some uses. You may also complain to your data-protection authority.

Haiti: the school’s own rules and the right to privacy in the Haitian Constitution apply.

We aim to answer requests we receive within 30 days, through the school.

6. Who else handles the information

SanVoice uses these service providers (“subprocessors”) to run the service. Each only gets what it needs for its task.

Provider	What for	When
Vultr (hosting)	the server that runs the app and its database, in Atlanta, United States	always
Backblaze B2	storage of uploaded files, and a copy of the encrypted nightly backups	always
Zoho Mail	SanVoice’s own mailboxes ([email protected]) and the mail service behind SanVoice’s system address ([email protected]: invitations and other system email)	always
The school’s own Gmail, Microsoft 365 or mail server	email the school sends from its own address	if the school connects it
Meta (WhatsApp Business)	WhatsApp messages the school sends to families	if the school uses WhatsApp
Twilio	text messages and sign-in codes by text	if turned on
Amazon SES	bulk email campaigns	if turned on
Cloudflare Turnstile	checking public forms are filled by a person, not a robot	on public forms
Google (Classroom, sign-in)	linking classes to Google Classroom	if the school connects it
Stripe	online card payments	if the school turns on its own Stripe account (off by default)
Anthropic	the optional AI assistant	if the school turns it on

MonCash and NatCash payments are recorded by the school; SanVoice does not connect to those providers today. We tell schools in the app or by email at least 30 days before adding a new subprocessor.

We may also disclose information when the law requires it (a valid court order), and we tell the school unless the law forbids it.

7. Where it is kept

The server is in Atlanta, United States. Families in Haiti, the EU or elsewhere therefore have their information processed in the US. For EU personal data, the school and SanVoice use the EU standard contractual clauses.

8. How long it is kept

Kind	Kept
Student file, grades, report cards	as long as the school decides; by default kept after a student leaves, until the school deletes it or closes its account
ID scans of students who left	the number of months the school sets in Student privacy › Retention (0 = keep)
Documents of declined applications	the number of months the school sets (0 = keep)
Payments and receipts	as long as the law on accounting records requires
Access log of who opened a student file	3 years; it cannot be edited
Web server logs (IP address, page)	30 days
Backups	encrypted; the last 7 nightly backups on the server, and a copy at Backblaze B2
Data saved on a phone or computer for offline use	erased at sign-out, when another user signs in, or after 30 days

When a school closes its account, the account is read-only for 90 days so the school can export its records, and then its personal data is deleted. Accounting records are kept only as long as the law requires. Copies in backups disappear as the backups are replaced.

9. Security

Every user signs in with a password and a second step: a code from an authenticator app, or a one-time code sent by text, WhatsApp or email. Medical notes and national ID numbers are encrypted one by one in the database. Backups are encrypted with a key that is not kept on the server. Uploaded files are scanned for viruses. Each role sees only what it needs, and every opening of a student file is logged. SanVoice staff can enter a school’s account only when the school’s administrator grants access for a limited time; everything they do is written in the school’s own audit log.

If a security breach affects personal information, SanVoice tells the school without undue delay and within 72 hours of learning of it, and helps the school inform families and authorities as the law requires.

10. How to delete information

• Ask the school’s office to correct or delete a record.
• A school that closes its account: Settings › Plan & billing › Close this workspace (read-only for 90 days, then deleted).
• Or write to [email protected] from the email address of your account; we pass the request to the school.

11. Changes

We will post changes here and tell schools at least 30 days before an important change takes effect.

12. Governing law

This notice is governed by the law of the State of Florida, United States. It does not limit the rights the law of your country gives you.