PickUp Patrol Privacy Policy
The protection of your data is of utmost importance to PickUp Patrol, and we strive to uphold the highest security standards possible to ensure that your information is safe and confidential.
Your Agreement
At PickUp Patrol LLC (“PickUp Patrol”, “PUP,” “we,” “us”, “our”), we take your privacy seriously. Please read the following privacy policy (“Policy”) carefully, because it imposes legal obligations, limitations, and exclusions on: users, staff, parents, guardians, and all other parties having legal or other control over any Child as defined below, and who are authorized under the Family Educational Right to Privacy Act (“FERPA”), 20 U.S.C. § 1232g, 34 CFR Part 99, to act on each Child’s behalf (“Parents”); Entities that have signed up to use the Services in districts, schools, childcare programs, camps, and other entities (“School” and “Schools”); and all other users authorized under FERPA to act on each Child’s behalf.
The following discloses PickUp Patrol’s information gathering and dissemination practices. By using or accessing the PickUp Patrol Application and associated websites, www.pickuppatrol.net and www.pickuppatrol.com (together, the “Services”, the “Application”), in any manner, you are acknowledging that you have read, understood, and accept the practices and policies outlined in this Privacy Policy, and you are agreeing to be legally bound by such Terms on behalf of: yourself and your child, stepchild, foster child, adopted child, dependent and/or other legal charge (“Child”, plural is “Children”, “Student”), if you are a Parent; or on behalf of yourself and School if you are a School employee or other School personnel (“Staff”) you acknowledge that you accept, and hereby consent that we will collect, use, and share your information in the following ways.
Remember that your use of the Services is at all times subject to PickUp Patrol’s Terms of Use, which incorporates this Privacy Policy. Any terms we use in this Policy without defining them have the definitions given to them in the Terms of Use.
What this Privacy Policy Covers
This Privacy Policy covers how we treat Personal Data that we gather when you access or use the Services. “Personal Data” means any information that identifies or relates to a particular individual and also includes information referred to as “personally identifiable information” or “personal information” under applicable data privacy laws, rules, or regulations.
Sources of Personal Data
We collect Personal Data from:
You: When you provide such information directly to us or into the system.
School: When Personal Data is collected from student information systems or other data sources.
School Officials: When they provide such information directly to us or into the system.
On PickUp Patrol’s websites, https://pickuppatrol.net and https://app.pickuppatrol.net, we collect data through cookies and similar technologies such as pixel tags, web beacons, clear GIFs, and JavaScript (collectively, “Cookies”).
Information Gathering
We collect, store, and process all Data entered by Parents, Schools, Staff, and other users, which may include, but are not limited to:
DATA ELEMENTS (“Data”): In order to perform the functions of the PickUp Patrol Application, we currently utilize the following Data elements. Some of this Data is exported from the student information system or other school Data sources. Other Data is directly entered by School Officials or a Parent:
STUDENT (CHILD) DATA: Daily Attendance, Enrollment, ID Number (a unique numbered identifier), Name First and Last, Homeroom (optional), Grade, Pickup Number (optional), Regular Arrival/Dismissal Plan modes, times dates, and Alternate Arrival/Dismissal Plans modes, times, dates
PARENT/GUARDIAN DATA: Name First and Last, Email Address, Phone (optional)
SCHOOL STAFF DATA: Staff Name First and Last, Staff School Email Address, Staff Role, Staff Grade (optional)
The PUP Application also contains some free form fields for which the School can request additional information from Parents. These questions and the Parent response (“Message”) are processed and stored in order to carry out the functions of the Service. School Staff are bound by the Terms to treat all Messages confidentially. If you are concerned about the privacy of a message, enter basic plan change information into the PUP Application and contact the appropriate Staff directly to relay a more detailed message.
ADDITIONAL DATA ELEMENTS
IP Addresses: Captured in standard web logs and only retained temporarily for issue investigation and then purged.
Communications: One-way transactional emails are sent out & stored by the Application.
Cookies: Small pieces of Data—usually text files—placed on your computer, tablet, phone, or similar device when you use that device to visit the Services. We only use cookies that are crucial for app functionality.
How We Use Your Data
We process Personal Data for the purposes of providing you the Services; and developing, improving, and running the Services. We process Data for the following purposes:
To aide your School to better manage arrival and departure of Children to and from campus
To aide your School in recording attendance
To provide you with the Services
Your School may use the Services for monitoring additional information. For example: event permissions or fire drill check ins
We may also send you: reminders, confirmations of changes to your Child’s account, information regarding system outages, updates on how to get full benefit of the Application, and information about new versions of the Application and similar apps we may have in the future. We may ask for your feedback on the Services and may conduct voluntary surveys. You can opt out of receiving these emails at any time.
Children
Children under the age of eighteen (18) may not use the Services under any circumstances, even with a Parent’s or School’s consent. If you are a Child under 18, please do not attempt to register for or otherwise use the Services or send us any Personal Data. You are required to have your Parent or School register or input Personal Data on your behalf.
We do not knowingly collect or solicit Personal Data from Children under 18. If we learn we have collected Personal Data from a Child under 18, we will delete that information as quickly as possible. If you believe that a Child under 18 may have provided us Personal Data, please contact us at support@pickuppatrol.net.
The Services may not be used by any Child aged eighteen (18) or older without their Parent’s and School’s express, written, prior consent.
Data Ownership
All Data entered or transmitted through the PickUp Patrol Application or shared with PickUp Patrol is and will continue to be the property of and under the control of the School entity.
Access
You have the right to request Data entries concerning yourself or your Children and certain information about the collection and use of your Personal Data. All requests for Data review and correction must be submitted by the School through which you registered or your children currently attend.
Retention, Transfer, & Disposition
Data of Schools currently using the Services:
Retention: We will retain Personal Data for as long as necessary to deliver the Services or for school purposes.
Transfer: Upon written request from the School, PUP shall transfer or provide a mechanism for the School to transfer Data obtained under the Service Agreement. This shall occur within sixty (60) days of the date of said request and according to a schedule and procedure as the Parties may reasonably agree.
Disposition: After the retention period, Personal Data will be disposed of within sixty (60) days.
Data of Schools who have terminated the Services:
Transfer: Upon termination of a School’s Service Agreement, the School has sixty (60) days to request transfer of on-file Data by written request. PUP shall transfer or provide a mechanism for the School to transfer Data obtained under the Service Agreement. This shall occur within sixty (60) days of the date of said request and according to a schedule and procedure as the Parties may reasonably agree. Once transfer is, complete data will be disposed of.
Disposition: Upon termination of a School’s Service Agreement, if no request for transfer is received within 60 days, PUP will dispose of said Data.
Disposition shall include (1) The shredding of any hard copies of Data; (2) Disposition of Data from the Application; or (3) De-Identifying the Personal Data. The duty to dispose of Data shall not extend to Data that had been De-Identified.
Parents can have their Data transferred or disposed of by contacting the School who will then contact PickUp Patrol with the removal request.
Partners
We use Partner Systems in conjunction with PUP (“Partner”, “Partner Systems”), which are also included under the term “PUP” to process some of your Personal Data on PickUp Patrol’s behalf, for example, security and fraud prevention providers, hosting, and other technology/communications providers. Data sharing is strictly for app functionality and Partners are held to the same Data sharing terms stated here.
Partner Systems
Microsoft Azure: Cloud hosting services
Amazon Web Services: Sending transactional emails. For example, user registration and confirmation emails
Google Workspace: Assist Schools in collecting and formatting required Data. For example, student default dismissal plans
It is not possible to opt out of Partner sharing and still use the product. Users can opt out of using the Services or having their Data shared with PickUp Patrol by contacting their School.
Third Parties
PickUp Patrol does not rent or sell the Personal Data of Children, Parents, or School Staff with Third Parties (“Third Party, Third Parties”).
PickUp Patrol does not share the Personal Data of Children, Parents, or School Staff with Third Parties, except under the following circumstances:
We will disclose Personal Data in response to subpoenas, court orders, legal processes, to exercise our legal rights, or defend legal claims.
We will provide Personal Data when PickUp Patrol or a School believes it is necessary in order to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of PickUp Patrol’s Terms of Use, violation of a School’s code of conduct, or as otherwise required or permitted by law.
We will transfer information about Children, Parents and Staff if a School is acquired by or merged with another school or entity. Refer to your School’s privacy policy before and after any such acquisition or merger.
A School may or may not share Personal Data from PUP with other Third Parties, depending on its own privacy policy. You agree that PickUp Patrol shall have no liability with regard to any School’s use or dissemination of such information.
Advertising
The PickUp Patrol Application does not contain ads. We do not use tracking technologies for the purpose of ads. We do not engage in behavioral targeting of advertisements, nor do we use Third Parties to track this information.
PickUp Patrol will not contact Children for marketing purposes. PickUp Patrol will not lease, rent, or trade student Data to (a) market or advertise to Children, Students, Staff, or Parents; (b) inform, influence, or enable marketing, advertising or other commercial efforts; (c) develop a profile of a Child, Staff, or Parent for ad targeting.
Animity
If you register for or your Personal Data is put into the PUP Application, you will not be anonymous to us. PickUp Patrol, Schools and Partners may request your email address in order to communicate with you, and your provision of such information constitutes your agreement to allow PickUp Patrol, Schools, and Partners to contact you.
Security
PickUp Patrol utilizes administrative, physical, and technical safeguards designed to protect Data from unauthorized access, disclosure, acquisition, destruction, use, or modification. We protect your Data in the following ways:
Limit system access to the types of transactions and functions that authorized users are permitted to execute.
Limit unsuccessful logon attempts.
Create and retain system audit logs and records to the extent needed to enable the monitoring, analysis, investigation, and reporting of unlawful or unauthorized system activity.
Ensure that the actions of individual system users can be uniquely traced to those users so they can be held accountable for their actions.
Restrict, disable, or prevent the use of nonessential programs, functions, ports, protocols, and services.
Enforce strong password creation with a minimum password complexity.
2-step authentication available for Admin Accounts. Enforcement for Users is set at the school level.
Perform maintenance on organizational systems.
Provide controls on the tools, techniques, mechanisms, and personnel used to conduct system maintenance.
Periodically assess the security controls in organizational systems to determine if the controls are effective in their Application and develop and implement plans of action designed to correct deficiencies and reduce or eliminate vulnerabilities in organizational systems.
Monitor, control, and protect communications (i.e., information transmitted or received by organizational systems) at the external boundaries and key internal boundaries of organizational systems.
Deny network communications traffic by default and allow network communications traffic by exception (i.e., deny all, permit by exception).
Identify, report, and correct system flaws in a timely manner;
Data is encrypted throughout (including the use of TLS 1.2)
Although we work to protect the security of your account and other data that we hold in our records, please be aware that no method of transmitting data over the Internet or storing data is completely secure. We cannot guarantee the complete security of any data you share with us, and except as expressly required by law, we are not responsible for the theft, destruction, loss, or inadvertent disclosure of your information or content. You agree that PickUp Patrol shall not be liable for any Staff’s, Parent’s, School’s, or Partner’s security safeguards or lack of, as the case may be. You agree that PickUp Patrol shall not be responsible for circumvention of any privacy settings or security measures contained within the Application. You understand and acknowledge that, even after removal, copies of your user content may remain viewable in cached and archived pages, or if other users have copied or stored your user content. Any improper collection or misuse of information provided in the Application is a violation of the PickUp Patrol Terms of Service, and should be reported to info@pickuppatrol.net.
Links
This Policy does not apply to the practices of websites that may be linked through the PUP Application, for which the user agrees that PickUp Patrol shall have no liability. Users are encouraged to read linked websites’ privacy policies.
Personal Data Use and Processing Grounds
We will only process your Personal Data if we have a lawful basis for doing so. Lawful bases for processing include consent and legitimate interest or the legitimate Interest of others in providing you the Services and developing, improving, and running the Services.
From time-to-time we may also need to process Personal Data to comply with a legal obligation, if it is necessary to protect the vital interests of you or other data subjects, or if it is necessary for a task carried out in the public interest.
You hereby expressly authorize PickUp Patrol, Schools and their agents to collect, store, share, and process all Personal Data relating to yourself, Children, and Parents for the purpose of administering the Services and conducting transactions thereunder. If you do not consent (or withdraw your consent), you cannot use the Services.
If you wish us to stop processing your Personal Data you may withdraw your consent by contacting the School your account is associated with. The School will then be responsible for contacting PickUp Patrol to have your information removed. Once removed, if the School re-enters your Personal Data, PickUp Patrol will not be liable. But we will again remove your Personal Data, if notified by the School to do so.
Your Rights
California Residents
Even though we do not sell your Data, California Resident Rights California privacy law requires us to provide the following information:
If you are a California resident, you have the rights outlined in this section under the California Consumer Privacy Act (“CCPA”). If there are any conflicts between this section and any other provision of this Privacy Policy and you are a California resident, the portion that is more protective of Personal Data shall control to the extent of such conflict.
Personal Data Sales: We do not sell your Personal Data.
We will not discriminate against you for exercising your rights under the CCPA.
We will not provide your Personal Data to Third Parties for such Third Parties’ direct marketing purposes.
Your browser may offer you a “Do Not Track” option, which allows you to signal to operators of websites and web Applications and Services that you do not wish such operators to track certain of your online activities over time and across different websites. Our Services do not support “Do Not Track” requests at this time. To find out more about “Do Not Track,” you can visit www.allaboutdnt.com.
Nevada Residents
Even though we do not sell your Personal Data as defined in Nevada Revised Statutes Chapter 603A, Nevada law requires the following wording: If you are a resident of Nevada, you have the right to opt-out of the sale of certain Personal Data to Third Parties who intend to license or sell that Personal Data. You can exercise this right by contacting us at support@pickuppatrol.net with the subject line “Nevada Do Not Sell Request” and providing us with your name.
European Union and Switzerland - Safe Harbor
PickUp Patrol abides by the notice, choice, onward transfer, Data integrity, access and enforcement practices, and prohibitions prescribed by the US-EU Safe Harbor Framework and the US-Swiss Safe Harbor Framework regarding the collection, use, and retention of Personal Data from European Union member countries and Switzerland.
EU Residents
You may have additional rights under the EU General Data Protection Regulation (the “GDPR”) with respect to your Personal Data, as outlined below:
For this section, we use the terms “Personal Data” and “Processing” as they are defined in the GDPR, but “Personal Data” generally means information relating to an identifiable person, and “processing” generally covers actions that can be performed in connection with Data such as collection, use, storage and disclosure. Zoe Global Limited will be the controller of your Personal Data processed in connection with the Services. If there are any conflicts between this section and any other provision of this Privacy Policy, the policy or portion that is more protective of Personal Data shall control to the extent of such conflict. If you have any questions about this section or whether any of the following applies to you, please contact us at support@pickuppatrol.net.
EU Data Subject Rights
Under the GDPR you have a number of important rights with respect to your Personal Data, including those set forth below. For more information about these rights, or to submit a request, please email us at support@pickuppatrol.net. Please note that in some circumstances, we may not be able to fully comply with your request, such as if it is frivolous or extremely impractical, if it jeopardizes the rights of others, or if it is not required by law, but in those circumstances, we will still respond to notify you of such a decision. In some cases, we may also need you to provide us with additional information, which may include Personal Data, if necessary to verify your identity and the nature of your request.
All requests for data must come via the School:
Access: You can request more information about the Personal Data we hold about you and request a copy of such Personal Data. You can also access certain of your Personal Data by logging on to your account.
Rectification: If you believe that any Personal Data we are holding about you is incorrect or incomplete, you can request that we correct or supplement such Data.
Erasure: You can request that we erase some or all of your Personal Data from our systems.
Withdrawal of Consent: If we are processing your Personal Data based on your consent (as indicated at the time of collection of such Data), you have the right to withdraw your consent at any time. Please note, however, that if you exercise this right, you may have to then provide express consent on a case-by-case basis for the use or disclosure of certain of your Personal Data, if such use or disclosure is necessary to enable you to utilize some or all of our Services.
Portability: You can ask for a copy of your Personal Data in a machine-readable format. You can also request that we transmit the Data to another controller where technically feasible.
Objection: You can contact us to let us know that you object to the further use or disclosure of your Personal Data for certain purposes, such as for direct marketing purposes.
Restriction of Processing: You can ask us to restrict further processing of your Personal Data.
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the United Kingdom Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please email, call or write to our Data Protection Officer using the contact details given below.
The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of Data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/make-a-complaint/your-personal-information-concerns/ or telephone: +44 0303 123 1113.
Transfers of Personal Data
The Services are hosted and operated in the United States (“U.S.”) through PickUp Patrol and its Partners with whom we share information (see the Sharing Information & Disclosure section above), and laws in the U.S. may differ from the laws where you reside. By using the Services, you acknowledge and agree that any Personal Data about you, regardless of whether provided by you or obtained from a School or Partner is being provided to PickUp Patrol and our Partners (as disclosed in this Privacy Policy) in the U.S. and will be hosted on U.S. servers, and you authorize PUP to transfer, store and process your information to and in the U.S., and possibly other countries.
Feedback
PickUp Patrol is committed to resolving complaints about the privacy and our collection or use of Children’s, Parents’ and users’ Personal Data. If you have questions or suggestions regarding this Policy or PUP, please contact us at: support@pickuppatrol.net
Changes to this Privacy Policy
We may make changes to this Policy. If we propose to make any material changes, we will notify you by means of a notice on our public facing website prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices. Your continued use of the Services following any updates to the Policy constitutes acceptance of all modifications.
About Us
Our address is: PickUp Patrol LLC, 2 Wallace Lane, Mont Vernon, New Hampshire 03057, USA.
Data Protection Officer: info@pickuppatrol.net
Last Updated: July 1, 2024