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

SanVoice Éducation: terms of service for schools, and data processing addendum

In force from 12 November 2026.

These terms are between SanVoice LLC (“SanVoice”) and the school, university or training centre that opens a SanVoice Éducation account (“the school”). The person who accepts them confirms they may bind the school. For the education service, these terms apply in place of any other SanVoice terms where they differ.

Part A. Terms of service

A1. The service

SanVoice provides the school app and the parent, student and teacher portals (“the service”): admissions, enrolment, classes, attendance, grades and report cards, fees and receipts, messages by email and WhatsApp, and related tools. Features may change; we will not remove a core feature the school pays for during its paid period without at least 30 days’ notice.

A2. Accounts

The school chooses who gets access and in which role, and keeps sign-in details secret. Every user signs in with a password and a second step (an authenticator-app code or a one-time code by text, WhatsApp or email). The school is responsible for what its staff do in the account. Students and parents use the portals only through access the school gives them.

A3. School data

Everything the school and its users put into the service (“school data”) belongs to the school. SanVoice uses it only to provide the service, as Part B says. The school may export its data at any time while the account is open, and for 90 days after it closes the account.

A4. The school’s duties

The school:

• has the right to collect the information it records, and gives families the notices and gets the consents the law requires, including parental consent for children under 13 (COPPA) where it applies;
• uses messages only for school matters, to people who gave it their number or email, and honours requests to stop non-essential messages;
• does not upload information it has no reason to keep (for example full card numbers or bank account numbers);
• keeps the records the law of its country requires; SanVoice is not the school’s record keeper of last resort.

A5. Acceptable use

No unlawful use, no harassment, no sending of spam, no attempt to break the security of the service or reach another school’s data, no reselling the service without our written agreement.

A6. Fees and payment

Fees are those on the school’s order or in the app at the time of purchase, in US dollars, billed monthly or yearly as the school chooses. Taxes are extra where they apply. If an invoice is still unpaid 30 days after we send a notice, we may make the account read-only until it is paid; we do not delete school data for non-payment before the closing period in A9. Fees for a period that has started are not refunded, except the pro-rata refunds in A9 and B6.

Payments families make to the school (cash, check, ACH, MonCash, NatCash, card on the school’s terminal, or the school’s own Stripe account) belong to the school. SanVoice records the payments the school enters; it does not receive or hold the school’s money.

A7. Availability and support

We make reasonable efforts to keep the service available and back it up every night; we do not promise a set uptime percentage. Planned maintenance is announced in the app when possible. Portals keep working offline for some tasks and send changes when the connection returns. Support: Monday to Friday, 8:00 to 17:00 Haiti time, in English, French, Spanish and Haitian Creole, by email ([email protected]) and WhatsApp (+1 866-675-4775).

A8. Third-party services

WhatsApp (Meta), Twilio, Google Classroom, the school’s own email account and Stripe have their own terms. When the school connects one of them, it accepts that provider’s terms too. SanVoice is not responsible for an outage or change at those providers.

A9. Term and closing

The terms last while the account is open. The school may close the account at any time in Settings › Plan & billing › Close this workspace. SanVoice may end the service with 30 days’ notice, with a pro-rata refund of fees paid for the time after the end, or at once for a serious breach of these terms. After closing, the account is read-only for 90 days, then personal data is deleted; accounting records are kept only as long as the law requires.

A10. Warranties and liability

The service is provided with reasonable care and skill. Apart from that, and to the extent the law allows, it is provided “as is”. SanVoice’s total liability under these terms is limited to the fees the school paid in the 12 months before the claim. Neither party is liable for indirect or lost-profit damages. These limits do not apply to a party’s fraud, or to anything the law does not allow to be limited.

A11. Changes to these terms

We give at least 30 days’ notice in the app or by email of an important change. If the school does not accept it, it may close the account before the change applies.

A12. Governing law and disputes

These terms are governed by the law of the State of Florida, United States, and disputes go to the state or federal courts in Florida. Notices go to [email protected] and to the school’s account owner email.

Part B. Data processing addendum (DPA)

B1. Roles

The school is the controller of school data. SanVoice is its processor. In the US, SanVoice is a “school official” with a legitimate educational interest under FERPA, under the school’s direct control for the use and keeping of education records, and will not re-disclose them except as FERPA allows.

B2. Instructions

SanVoice processes school data only on the school’s documented instructions: these terms, the settings the school chooses in the app, and its written requests. SanVoice tells the school if it believes an instruction breaks the law.

B3. Details of processing

• Subject: running the service. Duration: the term plus the closing period in A9.
• People: students (mostly minors), parents and guardians, payers, school staff, applicants.
• Data: as listed in the privacy notice section 2, including health notes and national ID numbers (sensitive).
• Purposes: those in the privacy notice section 3. No sale, no advertising, no profiling for marketing. SanVoice does not use school data to train AI models.

B4. Staff and confidentiality

Only SanVoice staff and contractors who need it for support or operations access school data, under a duty of confidentiality. SanVoice staff enter a school’s account only while the school’s administrator has granted access, for a chosen time (1 hour to 7 days), view only or view and change, and the administrator can withdraw it at any moment. Support never gets administrator rights or sensitive permissions, and every action is written to the school’s audit log with the name of the SanVoice person.

B5. Security measures

At least: encryption in transit (HTTPS); two-step sign-in for every user; field encryption for medical notes and national ID numbers; encrypted nightly backups whose key is not on the server; role-based access in the app; an access log of who opens a student file that cannot be edited; virus scanning of uploads.

B6. Subprocessors

The school authorises the subprocessors listed in the privacy notice section 6. SanVoice gives at least 30 days’ notice of a new subprocessor; the school may object on reasonable grounds and, if no solution is found, close the account and get a pro-rata refund of prepaid fees. SanVoice binds each subprocessor to data-protection terms at least as protective as these and remains responsible for them.

B7. Help with requests

SanVoice gives the school tools in the app to see, correct, export and delete records, and helps with requests it cannot answer by itself. SanVoice passes to the school, without answering it itself, any request it gets directly from a parent, student or staff member.

B8. Breach notice

SanVoice notifies the school without undue delay, and in any case within 72 hours of becoming aware of a breach of school data, with what is known: what happened, the data and people concerned, likely consequences, and the steps taken. It updates the school as it learns more and helps the school notify families and authorities.

B9. Transfers

School data is hosted in Atlanta, United States. For personal data covered by the GDPR, the parties agree to the EU standard contractual clauses (controller to processor module), which are incorporated by reference.

B10. Deletion and return

At the end of the closing period, SanVoice deletes school data, except what the law requires it to keep. Copies in encrypted backups disappear as the backups are replaced. On request, SanVoice confirms the deletion in writing.

B11. Audits

Once a year, SanVoice answers the school’s reasonable written security questions and gives the information needed to show it complies with this addendum. On-site audits are not offered.

B12. Order of precedence

For school data, this addendum wins over Part A and over any other agreement.