Privacy Policy

This Privacy Policy outlines how TextGuard collects, uses, stores, and protects your personal information, as well as your rights and choices regarding your data, in connection with our emergency preparedness and school safety service.

August 2025

1. Introduction

TextGuard (“TextGuard”, “we”, “us”, or “our”) operates a technology platform focused on emergency preparedness, school safety, communication, and crisis management (the “Service”). This Privacy Policy explains how we collect, use, disclose, store, and protect information about individuals who interact with the Service, including students, parents, school staff, administrators, and other users (“you”, “your”, or “User”).

By accessing or using the Service, you acknowledge that you have read, understood, and agree to the terms of this Privacy Policy. If you do not agree, do not use the Service.

2. Scope

This Privacy Policy applies to information we collect when you use our websites, mobile apps, APIs, SMS/voice services, email, integrations with third-party platforms, and other online or offline interactions with TextGuard (collectively, the “Service Channels”). It also explains your rights and choices regarding how your information is used.

3. Definitions

  • Personal Information: Any information that identifies or can reasonably be used to identify an individual, directly or indirectly (e.g., name, phone number, email, precise geolocation, school affiliation).
  • Sensitive Personal Information: Special categories of data that may require stricter handling (e.g., health data, biometric data, criminal allegations, or other information that could create heightened risk if disclosed).
  • Processing: Any operation performed on Personal Information, including collection, storage, use, disclosure, transmission, modification, deletion, or analysis.
  • Controller: The entity (TextGuard) that determines the purposes and means of Processing Personal Information.
  • Processor: Third-party service providers that process Personal Information on behalf of TextGuard under contract.

4. Categories of Information We Collect

4.1 Information You Provide

  • Account registration details: name, email address, phone number, date of birth (if provided), password hash (we do not store plaintext passwords), school or organizational affiliation, role (student, parent, teacher, admin).
  • User-generated content: messages, safety check-ins, reports, photos, videos, audio, incident descriptions, and other content you upload to the Service.
  • Communications: feedback, survey responses, support requests, call recordings (if you consent to recording), and any messages exchanged with TextGuard staff or other Users via permitted channels.
  • Payment & billing details: if purchasing a paid feature, payment card token (payment processors store full card data), billing address, invoicing records.

4.2 Information Collected Automatically

  • Device and technical data: device model, operating system and version, app version, unique device identifiers, browser type, and IP address.
  • Usage data: feature usage, timestamps, crash logs, performance metrics, pages visited, and actions taken within the Service.
  • Location data: coarse or precise location derived from GPS, Wi-Fi, Bluetooth, or IP address, collected only with user consent or where permitted by law.
  • Cookies and similar technologies: session cookies, persistent cookies, web beacons, local storage, and identifiers used for analytics and functionality.

4.3 Information From Third Parties

  • Data from school districts, education authorities, or authorized partners who provide roster or institutional data.
  • Publicly available records (to the extent permitted by law) and data shared by other Users when you interact with them through the Service.

5. Sensitive Data

We do not intentionally collect Sensitive Personal Information beyond what is strictly necessary to provide safety-related features. If you provide Sensitive Personal Information (e.g., medical conditions relevant to emergency response), you expressly consent to our Processing of that data to provide the Service. We apply heightened security and retention limitations to any such data.

6. Purposes for Collection and Legal Bases

We collect and Process Personal Information for the specific, explicit, and legitimate purposes listed below. Where applicable, we identify the legal basis for Processing under laws such as the GDPR.

  • Provision of the Service: To create and manage accounts, enable authentication, and deliver the Service features you request. (Legal basis: performance of a contract.)
  • Emergency communications: To send time-sensitive alerts, SMS, push notifications, voice calls, and location-based warnings. (Legal basis: vital interests and user consent where required.)
  • Security & fraud prevention: To detect, prevent, and mitigate security issues, abuse, and fraud. (Legal basis: legitimate interests.)
  • Support & troubleshooting: To respond to support inquiries and fix technical problems. (Legal basis: performance of a contract / legitimate interests.)
  • Analytics & product improvement: To analyze usage, generate aggregated statistics, and improve the Service. (Legal basis: legitimate interests / user consent where required.)
  • Compliance & legal obligations: To comply with legal obligations, respond to subpoenas, court orders, or law enforcement requests. (Legal basis: legal obligation.)
  • Research & safety planning: To produce anonymized and aggregated reports for safety planning and research in partnership with schools or authorities. (Legal basis: legitimate interests / consent as required.)
  • Marketing (optional): To send promotional messages where you have opted in. You may opt out at any time. (Legal basis: consent.)

7. How We Share Information

We do not sell your Personal Information. We may disclose information as follows:

  • Service providers: Vendors who provide hosting, analytics, communications, SMS/voice delivery, payment processing, identity verification, and other operational services under contract and subject to confidentiality obligations.
  • Emergency services & law enforcement: When necessary to protect life, health, or safety, or when required by law, we may share data with first responders, local authorities, or relevant agencies. We will share the minimum data required for the purpose.
  • School administrators & authorized officials: To comply with institutional policies or agreements (for example, to share a confirmed threat report with authorized school officials).
  • Business transfers: In connection with a merger, acquisition, reorganization, or sale of assets. We will require the recipient to honor this Privacy Policy.
  • Legal obligations: To comply with subpoenas, court orders, or other legal processes, or to defend against legal claims.
  • Aggregated or de-identified data: We may share non-identifiable aggregate data publicly or with partners without restriction.

8. International Transfers

Your data may be transferred to, stored, and processed in countries other than where you reside. When we transfer your Personal Information across borders, we will take steps to ensure appropriate safeguards are in place (e.g., standard contractual clauses, data processing agreements, or other measures required by applicable laws).

9. Data Retention and Deletion

We retain Personal Information only for as long as necessary to provide the Service, meet legal obligations, resolve disputes, enforce agreements, and for legitimate business purposes. Specific retention periods vary by category of data and purpose. Typical retention examples include:

  • Account registration and profile data: retained while account is active and for up to [X] years after account deletion to comply with recordkeeping requirements.
  • Location and alert logs: retained for a minimum period necessary for incident analysis and may be kept for up to [Y] years for safety and audit purposes, unless local law mandates otherwise.
  • Support and communications records: retained for [Z] years for quality assurance and legal defense.
  • Backups & archives: retained for limited disaster recovery periods; copies may persist for a limited time after deletion.

To request deletion of your account or Personal Information, use the contact information in Section 17. We will comply with deletion requests subject to legal exceptions and our obligation to preserve records for certain legal or safety reasons.

10. Security Practices

We implement a comprehensive information security program that includes administrative, physical, and technical safeguards such as:

  • Encryption of Personal Information in transit (TLS) and at rest using industry-standard cryptographic algorithms.
  • Role-based access controls and least-privilege principles for staff and contractors.
  • Multi-factor authentication for administrative access and for Users who enable it.
  • Regular security assessments, including third-party penetration testing, code reviews, and vulnerability scanning.
  • Incident response and breach notification procedures to address suspected breaches in accordance with applicable law.

Despite these measures, no system is completely secure. You agree that TextGuard will not be liable for unauthorized access arising from causes beyond our reasonable control, provided we have implemented and maintained reasonable security practices.

11. Breach Notification

In the event of a confirmed data breach affecting Personal Information, we will investigate, take appropriate remedial steps, and notify affected individuals and regulators as required by applicable law. Notifications will include the nature of the incident, data categories affected, and recommended steps for Users to protect themselves.

12. Cookies, Tracking, and Analytics

We use cookies and tracking technologies to deliver core functionality, secure our Service, and analyze usage. Our cookies fall into the following categories:

  • Strictly necessary: Required for the Service to function (e.g., session cookies, authentication).
  • Performance & analytics: Collect usage statistics (e.g., page views, feature usage) to improve the Service.
  • Functionality: Remember choices and preferences to enhance user experience.
  • Advertising & third-party: If you opt into marketing features, third-party cookies may be used for personalized content—these are optional and controllable.

You can manage cookie preferences in your browser or device settings and via any in-app preference center we provide. Disabling certain cookies may limit functionality.

13. User Rights and Choices

Subject to local law, you may have the following rights with respect to your Personal Information:

  • Access: Request a copy of Personal Information we hold about you.
  • Rectification: Correct inaccurate or incomplete data.
  • Deletion: Request deletion of Personal Information, subject to legal exceptions.
  • Restriction or objection: Limit or object to certain processing activities.
  • Portability: Obtain a machine-readable copy of the data you provided to us.
  • Withdraw consent: If Processing is based on consent, you may withdraw it without affecting prior lawful Processing.
  • Lodge a complaint: With your local data protection authority if you believe your rights were violated.

To exercise these rights, contact us using the methods in Section 17. We may require identity verification and will respond within applicable legal timeframes. We may limit or refuse requests that are excessive, unfounded, or would infringe the rights of others.

14. Special Provisions for Minors

TextGuard is intended for individuals aged 13 and older (or the minimum age allowed by your jurisdiction). We do not knowingly collect Personal Information from children below that age without verifiable parental consent where required by law. If we learn that we have collected Personal Information from a child without proper consent, we will take steps to delete such data promptly.

15. Third-Party Services and Links

The Service may include links to third-party websites, plug-ins, or services (e.g., payment processors, mapping providers, analytics vendors). Those third parties have their own privacy practices and are not governed by this Privacy Policy. We encourage you to review their policies before providing any Personal Information.

16. Marketing Communications

If you opt in to receive promotional communications, we may send newsletters, feature announcements, or offers. You may opt out at any time using the unsubscribe link in emails, the in-app preferences center, or by contacting support. Opting out of marketing will not affect transactional or emergency communications necessary to operate the Service.

17. Contact, Requests & Data Portability

To submit requests regarding your data (access, deletion, portability, or complaints), please contact us:

Email: [Insert Contact Email]
Support Portal: [Insert Support URL]
Mail: [Insert Mailing Address]

When making a request, please include sufficient information to identify you and the nature of your request. We may provide a structured template or verification steps to confirm identity. We aim to respond within statutory timeframes.

18. Data Protection Officer (DPO) & EU Representative

If required by law, TextGuard has appointed a Data Protection Officer (DPO) or an authorized privacy contact. Contact details are available via the email address above. For EU inquiries, an EU representative can be provided upon request where required under applicable law.

19. Audits, Compliance & Recordkeeping

We maintain records of Processing activities and implement compliance programs, internal audits, employee training, and contractual safeguards with processors. We will cooperate with supervisory authorities and produce records where required by law.

20. Legal Disclosures and Law Enforcement Requests

We may disclose Personal Information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements. When permitted, we will attempt to notify affected Users unless prohibited by law or emergency circumstances.

21. Limitations of Liability & Disclaimer

TO THE MAXIMUM EXTENT PERMITTED BY LAW, TextGuard PROVIDES THE SERVICE “AS IS” AND DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. TextGuard DOES NOT GUARANTEE THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT ANY ALERT OR COMMUNICATION WILL BE DELIVERED OR ACTED UPON.

YOU AGREE THAT TextGuard SHALL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR EXEMPLARY DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF REVENUE, LOSS OF DATA, OR LOSS OF PRIVACY, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

Nothing in this Privacy Policy shall exclude or limit liability that cannot be excluded or limited under applicable law (for example, liability for gross negligence, willful misconduct, or statutory consumer rights).

22. Indemnification

You agree to indemnify, defend, and hold harmless TextGuard and its affiliates, officers, directors, employees, agents, and partners from and against any claims, liabilities, damages, losses, and expenses arising from your breach of this Privacy Policy, misuse of the Service, or violation of applicable law.

23. Governing Law, Dispute Resolution & Jurisdiction

This Privacy Policy and any disputes arising from it shall be governed by the laws of [Insert Governing State/Country], without regard to conflict-of-law principles. To the fullest extent permitted by law, you agree that disputes will be resolved exclusively in the state or federal courts located in [Insert Venue]. If mandatory law requires a different jurisdiction for a particular User, that law will apply instead.

24. Changes to This Privacy Policy

We may update this policy to reflect changes in our practices, legal requirements, or Service features. Material changes will be posted on our Service and communicated via email or in-app notifications when appropriate. Continued use after notice constitutes acceptance of the revised policy. We recommend you review this policy periodically.

25. Data Processing Addendum (DPA)

For institutional customers (such as school districts) that require contractual assurances under data protection laws, TextGuard offers a Data Processing Addendum that details processor-controller obligations, security measures, subprocessors, breach notification, and audit rights. Contact your account representative for the DPA template.

26. Practical Security Tips for Users

  • Use a unique, strong password and enable multi-factor authentication where available.
  • Keep your device’s operating system and app updated.
  • Be cautious when sharing location or sensitive information and review your sharing settings regularly.
  • Report suspected account compromise or suspicious messages to support immediately.

27. Effective Controls & Opt-Out Mechanisms

We offer in-app preference centers and account settings where you may opt out of non-essential tracking, manage notification preferences, and unsubscribe from marketing. Opting out of certain features may reduce functionality and the efficacy of emergency communications.

28. Contact & Notices

For privacy questions, complaints, or to exercise your rights, contact us at:

Email: [Insert Contact Email]
Support Portal: [Insert Support URL]
Mailing Address: [Insert Mailing Address]

29. Miscellaneous

If any provision of this Privacy Policy is found invalid or unenforceable, the remaining provisions will remain in full force and effect. This Privacy Policy constitutes the entire privacy agreement between you and TextGuard regarding the Service, superseding prior agreements and communications.

Last updated: [Insert Date].

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