This Privacy Policy explains how CoverGrid™ collects, uses, stores, and protects information when schools, boards, administrators, or staff use the CoverGrid™ website and teacher coverage management platform.
1. Information we may collect
Depending on how CoverGrid™ is used, we may collect:
- school or board name and contact information;
- administrator account information, including name, email address, and a unique user identifier linked to a Firebase Authentication account;
- teacher timetable, schedule, and availability information entered by authorized users;
- coverage assignment, absence, status, and reporting records, including the names of absent and covering teachers, periods, subjects, and rooms;
- action audit logs — records generated automatically during coverage operations that capture the acting user’s email address, a unique user identifier, timestamp, and the records acted upon (such as assignments, cancellations, and data restores);
- browser and device storage — local copies of teacher rosters, coverage history, user profiles, school identifiers, authentication state, and interface preferences may be stored in browser storage on the device used to access CoverGrid™. Where a cloud-enabled feature is used, the same or related information may also be transmitted to and stored in the CoverGrid™ cloud database;
- technical information such as browser type, device information, and basic usage data.
2. How information is used
We use information to operate and improve CoverGrid™, including to manage teacher coverage workflows, generate reports, support users, improve reliability, and maintain security. Audit logs are used to support accountability, troubleshooting, and the investigation of data issues within a school’s own records.
3. School and staff data
School and staff data entered into CoverGrid™ is used only for the purpose of providing teacher coverage management services to the authorized school or board. CoverGrid™ does not sell school or staff data.
4. Sharing of information
Information may be shared only when required to provide the service, comply with legal obligations, protect security, or with authorized direction from the school, board, or account administrator.
5. Data storage and security
CoverGrid™ uses reasonable administrative, technical, and organizational safeguards to protect information against unauthorized access, loss, misuse, or alteration. These include:
- Firebase Authentication to verify user identity before any access to school data is permitted;
- Firestore security rules that enforce server-side data isolation between schools and boards;
- subresource integrity (SRI) verification for the ExcelJS library loaded through jsDelivr, so that an unexpectedly modified copy of that library is rejected by supported browsers;
- input escaping throughout the interface to protect against injection of unintended content;
- an audit log of administrative actions within each school’s account.
No online service can guarantee absolute security, but we aim to use practical protections appropriate for school operations.
6. Data retention
Data stored in the CoverGrid™ cloud database is retained while an account is active. When a school or board account is closed, or upon a verified administrator request, data associated with that account will be deleted, subject to any applicable legal or record-retention requirements.
Data cached in your browser’s local storage persists on the device until cleared by the user or administrator through the browser’s settings. This data is under the control of the device owner.
7. Access, correction, and deletion
Authorized school or board administrators may request access to, correction of, or deletion of information associated with their CoverGrid™ account, subject to operational, legal, or record-retention requirements.
8. Cookies and tracking
The public CoverGrid™ website uses Google Analytics through the Google tag to measure visits and understand how website pages are used. Google Analytics may process information such as page views, interactions, browser and device details, approximate location derived from network information, and online identifiers. CoverGrid™ does not use this information for third-party advertising or to build advertising profiles.
Google Analytics and Firebase Authentication may use cookies or browser storage. Firebase Authentication uses browser persistence to maintain the signed-in session according to the user’s “Remember me” selection. Visitors can limit cookies or clear browser storage using their browser settings, although disabling necessary storage may prevent sign-in or other platform features from working correctly.
9. Third-party services
CoverGrid™ relies on the following third-party services to operate the platform:
- Firebase (Google) — provides user authentication and the cloud database (Firestore) where school data, teacher records, and coverage history may be stored. Data is processed under Google’s terms and stored in Google Cloud infrastructure. Firebase is the primary data processor for CoverGrid™.
- Google Analytics — provides aggregate website traffic and usage measurement through the Google tag. Information processed by Google Analytics may include page views, interactions, browser and device information, approximate location, and online identifiers. Google’s handling of this information is subject to Google’s privacy policy.
- Jotform — provides the demo-request form on the CoverGrid™ website and the optional AI support assistant in the application interface. Information entered into either service, including demo contact details or assistant conversations, may be processed by Jotform’s servers and is subject to Jotform’s privacy policy. Users are not required to interact with the assistant.
- ExcelJS (jsDelivr CDN) — a script library loaded to support spreadsheet export features. The library is verified using a cryptographic integrity check (SRI hash) before execution.
- Email (mailto) — coverage notification emails are generated as mailto: links and sent from the administrator’s own email client. CoverGrid™ does not transmit emails directly and has no access to email content after a link is opened.
10. Changes to this policy
This Privacy Policy may be updated from time to time. The updated version will be posted on this page with a revised “Last updated” date.
11. Contact
Questions about this Privacy Policy can be sent to info@covergrid.ca.