Privacy Policy & Notice of California Privacy Rights 

Effective as of October 6, 2023

This Privacy Policy describes how SocialNote, LLC and our affiliates (collectively “SocialNote,” “we,” “us,” or “our”) handle personal information when you use our websites and other digital properties that link to this Privacy Policy (collectively, the “Site”), receive our emails and marketing communications, or engage with our platform through our Site (collectively, with the Site, the “Service”).

What Personal Information Do We Collect?

We only collect information our customers give us. You own the personally identifiable information you provide us related to you and your students (“PII”) through use of the Service. PII that you may provide through the Service or otherwise includes:

  • Contact information, such as your or your students’ first name, last name, postal address, email address and telephone number;

  • Personal information regarding your students, such as race, gender, age, grade level, and other demographic information of students;

  • Clinical documentation regarding your students, such as individual and group service logs, service codes, and service log notes;

  • Profile information, such as your username, password, preferences, social media handle and other information you provide for your profile;

  • Communications or reports, such as information you provide when you contact us with questions, feedback, or otherwise correspond with us online;

  • Images and other content that you upload or submit to us through the Service, including pictures, video, captions and other text, audio, and metadata associated with those files; or

  • Other information that you choose to provide but is not specifically listed here, which we will use as described in this Privacy Policy or as otherwise disclosed at the time of collection.

Data collected automatically. We, our service providers, and our business partners may automatically log the following information about you, your computer or mobile device, and your activity over time on the Service and other online services:

  • Device data, such as your computer or mobile device operating system type and version number, manufacturer and model, browser type, screen resolution, IP address, unique identifiers, and general location information such as city or town.

  • Usage data, such as the website you visited before browsing to the Site or accessing the App, pages or screens you viewed, how long you spent on a page or screen, navigation paths between pages or screens, information about your activity on a page or screen or with our email communications, access times, and duration of access.

  • Cookies, which are text files stored on a visitor’s device to uniquely identify the visitor’s browser or to store information or settings in the browser for the purpose of helping you navigate between pages efficiently and remembering your preferences, enabling functionality, or helping us understand user activity and patterns.

  • Javascript libraries, which are snippets of code within web pages that execute when certain actions take place.

  • Web beacons, also known as pixel tags or clear GIFs, which are typically used to demonstrate that a webpage or email was accessed or opened, or that certain content within it was viewed or clicked, typically to compile statistics about usage of websites and the success of marketing campaigns.

How Do We Use Your PII?

We only use your PII for the following purposes or as otherwise described to you in this Privacy Policy or at the time of collection. In general, we use your PII to provide you with the Service, to improve the Service, and to ensure we comply with the law.

Service delivery. We use your PII to:

  • provide, operate, maintain, and improve the Service;

  • communicate with you regarding the Service, including by sending you Service announcements, technical notices, updates, security alerts, and support and administrative messages;

  • process your Service transactions and process any related payments;

  • prepare reports or summaries of all your PII to provide to you upon your request; and

  • provide support for the Service and respond to your requests, questions and feedback. 

  • We do not sell, trade or otherwise transfer your PII to third parties.

Research and development. We may use your PII for research and development purposes, including to analyze and improve the Service and our business and develop other products and services. As part of these activities, we may create aggregated, de-identified or other anonymous data from the PII we collect. We make PII into anonymous data by removing information that makes the data personally identifiable to you. We may use this anonymous data and share it with third parties for our lawful business purposes, including to analyze and improve the Service and promote our business.

Web Analytics.  We use web analytics services (which may include, but are not limited to, Google Analytics) to analyze how users use our Site. These services may use javascript, cookies or other tools that include cookies that we place on your computer or mobile device. We and our service providers use these tools to collect information about your usage of our Site, such as your IP address, the name of your internet service provider, your operating system and other computer or mobile device information and statistics, the URL for the Web pages you visit and how long you spent on those pages, how you arrived at our pages, and the date and time you visited. The information generated about Web site usage may be transmitted to Google Analytics or other service providers and used for a variety of purposes, including, without limitation, to improve our Site, prevent fraud, evaluate users’ use of our Site, complete statistical reports on our Site and user activity, and provide other related services. This information may be stored on servers located in the United States or elsewhere. For more information about Google Analytics or the Google Analytics opt-out browser add-on, go to https://tools.google.com/dlpage/gaoptout. 

Compliance and protection. We may use your PII to:

  • protect our, your or others’ rights, privacy, safety or property (including by making and defending legal claims);

  • audit our internal processes for compliance with legal and contractual requirements and internal policies;

  • enforce our Terms of Use Agreement or our Master Service Agreements (or similar agreements) with customers;

  • protect, investigate and deter against fraudulent, harmful, unauthorized, unethical or illegal activity, including cyberattacks and identity theft; or

  • comply with applicable laws, lawful requests and legal process, such as to respond to subpoenas or requests from government authorities.

Other purposes with your consent. In some cases, we will ask for your consent to collect, use or share your PII for other purposes. For example, we may ask for your consent to post your testimonial or endorsement of our Service.

Do We Share Your PII?

In general, we will not share your PII with any other person. We may share your PII with the following parties and as otherwise described in this Privacy Policy or at the time of collection:

  • Subsidiaries and affiliates.  We may disclose your PII to our subsidiaries, if any, and affiliates for use consistent with this Privacy Policy.

  • Service providers. We may work with companies and individuals to help provide the Service on our behalf or help us operate the Service or our business (such as IT, customer support, hosting, website analytics, email delivery, research, and event management). They are permitted to use your PII only to help us operate the Service or our business as authorized under our contracts with them.

  • Customer Reports. We may provide aggregated reports or summaries of your PII to you upon request.

  • Professional advisors. We may disclose your PII to professional advisors, such as lawyers, bankers, investment bankers, auditors, and insurers, where necessary in the course of the professional services they render to us.

  • Compliance and protection. We may disclose your PII as we believe appropriate to government or law enforcement officials or private parties (a) for the compliance and protection purposes described above; (b) as required by law, lawful requests or legal process, such as to respond to subpoenas or requests from government authorities; (c) where permitted by law in connection with any legal investigation; and (d) to prosecute or defend legal claims.

  • Business transfers. We may sell, transfer or otherwise share some or all of our business or assets, including your PII, in connection with a business deal (or potential business deal) such as a merger, consolidation, acquisition, reorganization or sale of all or substantially all of our assets, or in the event of bankruptcy.

Data Retention

We will retain your PII for as long as your account with the Service is active and as needed to provide the Service. Our standard practice is to delete our former customers’ data after a reasonable period of time has elapsed since they stopped using our services. However, even after your account is terminated, we may retain your PII as needed to comply with our legal and regulatory obligations, resolve disputes, conclude any activities related to cancellation of an account (such as addressing chargebacks from your credit card companies), investigate or prevent fraud and other inappropriate activity, to enforce our agreements, and for other business reasons as we deem appropriate. 

Data Access and Deletion

Access, delete or update your information. ​Our customers may review, update, correct or delete the PII in their profile by logging into your account or emailing us at support@socialnote.org. If you are the parent of a student, or a student who is at least 18 years old, all requests to delete or update data related to you or your child’s case file must be sent to the social worker at your school so social workers can properly comply with all applicable data retention laws.   

Do Not Track. Some Internet browsers may be configured to send “Do Not Track” signals to the online services that you visit. We currently do not respond to “Do Not Track” or similar signals. To find out more about “Do Not Track,” please visit ​http://www.allaboutdnt.com​.

Declining to provide your PII. If you do not provide the information indicated as required or mandatory within the Service, or that is otherwise necessary to provide a requested service or feature within the Service, that portion or all of the Service may be unavailable to you and we may deactivate your account.

Security

The security of your PII is extremely important to us. We take a number of organizational, technical and physical measures designed to protect the PII we collect, both during transmission and once we receive it. 

However, no security safeguards are 100% secure, and we cannot guarantee the security of your information.

FERPA/COPPA Compliance

The following terms have the meanings set forth below for purposes of this Privacy Policy.  “Data Protection Legislation” means applicable federal, state, local, and municipal laws and regulations in the United States that relate to the privacy, data protection or data security of Personally Identifiable Information, including but not limited to, and to the extent applicable, the Children’s Online Privacy Protection Act, 15 U.S C § 6501, et seq., and its implementing regulations, 16 C.F.R. Part 312 (“COPPA”) and the Family Educational Rights and Privacy Act. 20 U.S.C. § 1232g, and its implementing regulations, 34 C.F.R. Part 99 (“FERPA”).

In connection with providing the Service, we will (a) take reasonable measures to ensure that such information cannot be associated with a user, a “consumer” or “household” (as defined in Data Protection Legislation), (b) publicly commit to maintain and use the information in de-identified form, and (c) not attempt to re-identify the information, except as permitted under Data Protection Legislation or other applicable law.

As applicable, to the extent we have access to “Education Records” and “Personally Identifiable Information” (as those terms are defined in FERPA): (a) you agree that we meet the criteria for being a “School Official” with “Legitimate Educational Interests” (as those terms are used in FERPA) in such Education Records and Personally Identifiable Information, and (b) we agree that such Education Records and Personally Identifiable Information will be used only for authorized purposes, and it will not re-disclose such Education Records or Personally Identifiable Information except with authorization and where such re-disclosure is otherwise permitted under FERPA or other applicable law.

International Data Transfers

SocialNote is headquartered in the United States and may have service providers in other countries, and your PII may be collected, used and stored in the United States or other locations outside of your home country. Privacy laws in the locations where we handle your PII may not be as protective as the privacy laws in your home country.

Children

The Service is not directed at, and SocialNote does not knowingly acquire or receive PII from, children under the age of 14. We will not knowingly collect information from users below the age of majority without the consent of such individual’s parent or legal guardian and will limit the use of such information to the purposes authorized by the parent or guardian.  If we learn that any user of the Service is under the age of 14 without the consent of such individual’s parent or legal guardian, we will take appropriate steps to delete that individual’s PII and restrict that individual from future access to the Service.

California Privacy Rights

We incorporate this section to identify additional consumer protections that were recently established under California law.  

When you use the Service, we may automatically collect PII such as technical data about the device that you are using and your browsing patterns.  We collect this information by using cookies, server logs and similar technologies.  You may choose to give us additional PII, such as your name, employer, address, email and telephone number. 

We use this PII in several ways, including monitoring website activity, gauging interest in our products and enabling you to communicate with us and request information. 

We do not and will not sell the PII that we collect from you through the Service.

You may request a list of the categories of PII that we collect and related information such as information sources, categories of information that we share with third parties and the purpose of any such sharing.  These practices are also described in this Privacy Policy.  

We will not charge or penalize you for requesting information and otherwise exercising your rights as described in this Privacy Policy, but we may reasonably limit the number of requests you may make and impose appropriate charges as permitted by law.  

In some instances, you may request that we delete your PII, consistent with your general right to request that we, as a business, delete any of your PII that we have collected from you. Certain unique exceptions specifically preclude that we delete some information. Additional information is provided in this Privacy Policy.

If you use an authorized agent to request information or exercise your rights, that authorized agent must meet the same authentication requirements that apply to the requests that we may receive directly from you.  We may verify requests made by authorized agents to ensure security and comply with regulations and our internal policies.  

Changes to this Privacy Policy

We reserve the right to modify this Privacy Policy at any time. We encourage you to periodically review this page for the latest information on our privacy practices. If we make material changes to this Privacy Policy we will notify you by posting the new privacy policy on our website and changing the effective date listed at the top of the policy. If required by law, we will also notify you of changes in another way that we believe is reasonably likely to reach you, such as via email (if you have an account linked to a valid email address) or another manner through the Service.

Any modifications to this Privacy Policy will be effective upon our posting of the new terms and/or upon implementation of the new changes in the Service (or as otherwise indicated at the time of posting). In all cases, your continued use of the Service after the posting of any updated Privacy Policy indicates your acceptance of the update or modification(s).

How to Contact Us

If you have any questions or concerns about our Privacy Policy, please contact us:

  • SocialNote, LLC

  • Email: support@socialnote.org