Privacy notice
Important: This notice is a product draft, not legal advice or a certification of compliance. Before real student data is entered, each school must confirm its legal role, contact details, retention periods, notices, consent process and grievance route with its privacy/legal adviser.
1. Who is responsible
For student enrolment, guardian links, transport assignments and school trip records, the school is expected to determine the purposes and means of processing and should identify itself as the responsible Data Fiduciary where that reflects the actual arrangement. SafeGuard is intended to provide the transport coordination software and process information under the school's documented instructions. The final contract and actual operating model must confirm these roles.
School privacy contact: contact your school administrator. SafeGuard privacy contact details must be published by the operator before production use.
2. Information used
- Account information such as name, email address, authentication identifiers and assigned role.
- School, class/grade, student code, guardian relationship and verified guardian status.
- Transport details such as vehicle, route, stop, trip assignment, boarding and drop-off events.
- Driver location, time, speed and heading while an authorised trip is active, where location sharing is enabled.
- Safety reports, emergency alerts, support requests, consent records and security audit events.
Schools should not enter information that is not necessary for school transport safety.
3. Purposes and lawful basis
Information is used to authenticate approved users; coordinate school transport; show trip status and authorised vehicle location; record boarding and drop-off; handle safety incidents; provide support; secure accounts; meet legal obligations; and honour privacy requests. The school must provide a clear, standalone notice and obtain valid consent or rely on another lawful basis permitted by applicable law before processing. A school must not treat a parent's account sign-in as consent for every other processing purpose.
4. Children's data and guardian verification
Student data is treated as highly sensitive operational information. Access is limited by school membership, verified guardian links, active consent controls and database access policies. Schools must verify the adult/guardian through an appropriate school-controlled process and record the basis for the link. Do not use behavioural monitoring, targeted advertising or unrelated profiling of children.
5. Location sharing
Driver location sharing is intended to operate only during an explicitly started assigned trip, with a visible foreground notification and a stop control. Location is not intended to be collected covertly or outside an active trip. GPS accuracy can vary by device and environment. Schools should tell drivers, guardians and students what location information is collected and who can see it.
6. Sharing and service providers
Information may be processed by the school's authorised users and infrastructure providers required to operate the service, including Supabase for authentication/database functions, Cloudflare if hosting is enabled, Google for Google sign-in, and OpenStreetMap tile services for maps. Provider terms, processing locations, transfer arrangements and contracts must be reviewed by the school/operator before production. Map tile requests may disclose network information such as an IP address to the tile provider.
7. Retention and deletion
Information should be retained only for the period documented by the school for transport operations, safety, legal claims and statutory obligations. A production retention schedule, deletion automation, backups lifecycle and legal-hold process still need to be configured and approved. Do not assume that closing a trip automatically deletes its GPS history.
8. Security
SafeGuard uses authenticated access, role-based membership checks, database row-level security, limited client keys and audit records. No internet-connected service can promise absolute security. Schools must manage accounts promptly, remove departed staff, protect devices and report suspected incidents through their established response process.
9. Your rights and requests
Subject to applicable law and verification, individuals may request access to information, correction, erasure, withdrawal of consent, or raise a grievance. Use the school's published privacy contact. The database includes privacy-request records, but the operational identity-verification, response workflow and statutory timelines must be implemented and staffed before production use.
10. Changes
This notice must be updated when data categories, purposes, service providers, retention or legal requirements change. The school should provide the current version to affected individuals before processing begins.