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Privacy Policy

Last updated: April 4, 2026

FormVault ("we," "our," or "us") is committed to protecting the privacy of schools, parents, athletes, and other users of our platform. This Privacy Policy explains how we collect, use, and protect your information.

1. Information We Collect

We collect the following types of information:

  • Account information: Names, email addresses, and roles for school administrators, coaches, and parents who create accounts.
  • Student and athlete data: Information about athletes submitted by schools, including names, dates of birth, sport participation, and form completion status.
  • Form data: Content submitted in athletic participation forms, including digital signatures and acknowledgements.
  • Usage data: Log data, IP addresses (hashed for privacy), and browser information used for security and audit purposes.
  • Billing information: Payment data is processed by Stripe; we do not store full payment card details.

2. How We Use Your Information

We use collected information to:

  • Provide, operate, and improve the FormVault platform.
  • Enable schools to manage athletic forms and communicate with parents.
  • Maintain security audit logs and detect fraudulent activity.
  • Process subscription payments and send billing communications.
  • Comply with legal obligations.

3. FERPA and Student Privacy

FormVault processes student educational records on behalf of schools as a service provider under FERPA. Schools retain control over student data and remain responsible for complying with FERPA requirements. We do not sell student data or use it for advertising purposes. We access student data only as necessary to provide the contracted services.

4. COPPA

FormVault is not directed to children under 13. Schools are responsible for ensuring that parental consent is obtained where required under the Children's Online Privacy Protection Act (COPPA) before submitting information about minor athletes.

5. Data Sharing

We do not sell your personal information. We may share data with:

  • Service providers: Third-party vendors (e.g., Supabase for database hosting, Stripe for payments, AWS for file storage) that help us operate the platform, under confidentiality agreements.
  • Legal requirements: When required by law, court order, or governmental authority.

6. Data Retention

We retain school and athlete data for as long as an account is active or as needed to provide services. Schools may request deletion of their data by contacting us. After account closure, data is retained for 90 days to allow for recovery, then deleted.

7. Security

We implement industry-standard security measures including encryption in transit (TLS), encryption at rest, access controls, and audit logging. However, no system is completely secure, and we cannot guarantee the absolute security of data transmitted over the internet.

8. Your Rights

Depending on your jurisdiction, you may have rights to access, correct, or delete personal data we hold about you. To exercise these rights, contact us at support@formvault.net. Schools may also manage athlete data directly within the platform.

9. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by email or by posting a notice in the platform. The date at the top of this page reflects the most recent update.

10. Contact

Questions about this Privacy Policy? Contact us at support@formvault.net.