Privacy Policy

Overview

Asan Digital LLC ("we," "our," or "us") operates the EduQueue visitor management platform ("Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

This Privacy Policy applies to information collected through our Service and does not apply to information collected by third parties or offline. Please read this policy carefully to understand our policies and practices.

Information We Collect

Information Provided by Educational Institutions

We collect information that schools and districts provide to us, including:

• Staff Information: Names, email addresses, roles, and access permissions
• Student Directory Information: Limited to what's necessary for visitor management
• Authorized Contacts: Parent/guardian names and contact information
• School Policies: Security protocols and visitor requirements

Visitor Information

When visitors check in, we collect:

• Full name and identification details
• Driver's license or government ID information
• Mobile phone number (for digital ID delivery and emergency alerts)
• Purpose and destination of visit
• Vehicle information (if applicable)
• Photograph (if required by institution)
• Background check results (only when authorized)

Automatically Collected Information

Our systems automatically collect:

• IP addresses and browser information
• Device type and operating system
• Access times and dates
• Features used within the Service
• Error logs and performance data

SMS Communications and Digital ID Cards

Types of SMS Messages

By providing your mobile phone number, you expressly consent to receive the following types of SMS messages:

• Digital Visitor ID Cards: Secure links to digital passes for campus access
• Check-in Confirmations: Notifications when you check in/out of campus
• Emergency Alerts: Critical safety notifications during emergencies
• Security Updates: Important security-related communications

SMS Consent and Opt-In

Your consent includes:

• Receiving automated text messages via Twilio's messaging platform
• Standard message and data rates may apply
• Message frequency varies based on your visits and emergency situations
• Consent is not a condition of service, but some features require SMS delivery

Opt-Out Instructions

You may opt out of SMS communications at any time:

• Text STOP: Reply STOP to any message to unsubscribe immediately
• Contact School: Request removal through your institution's office
• Contact Us: Email support@asan.digital or call 1-888-EDUQUEUE

SMS Terms and Conditions

• We will never share your phone number with third parties for marketing
• Messages are sent through Twilio, our secure messaging provider
• For help, text HELP or contact support@asan.digital
• Supported carriers include all major US carriers
• Message delivery is subject to carrier network availability

How We Use Information

Primary Uses

We use collected information to:

• Provide visitor management services to educational institutions
• Verify visitor identities and conduct authorized background checks
• Generate visitor badges and maintain visitor logs
• Support emergency response and evacuation procedures
• Track staff attendance and campus access
• Generate reports for school administrators

Secondary Uses

We may also use information to:

• Improve and optimize our Service
• Provide customer support and training
• Send service-related communications
• Ensure compliance with legal obligations
• Protect safety and security of students and staff
• Generate anonymous, aggregated analytics

Prohibited Uses

We will NEVER:

• Sell personal information to third parties
• Use student data for advertising or marketing
• Create profiles for non-educational purposes
• Share data with unauthorized third parties
• Use data beyond our service agreement scope

Information Sharing and Disclosure

Sharing with Educational Institutions

All data belongs to the educational institution. We share data with authorized school personnel as directed for legitimate educational purposes.

Service Providers

We may share information with trusted service providers who assist us in:

• Cloud hosting and data storage
• Background check processing (when authorized)
• Technical support and maintenance
• Security monitoring and threat detection

All service providers are contractually obligated to protect data and use it only for specified purposes.

Legal Requirements

We may disclose information when required by law, including:

• Response to subpoenas, court orders, or legal process
• Cooperation with law enforcement investigations
• Protection of safety in emergency situations
• Enforcement of our Terms of Service

Business Transfers

In the event of a merger, acquisition, or sale of assets, we will ensure the continued protection of personal information and notify affected institutions of any changes.

Data Security

We implement comprehensive security measures to protect personal information:

Technical Safeguards

• Encryption: All data encrypted in transit (TLS/SSL) and at rest (AES-256)
• Access Controls: Role-based permissions and multi-factor authentication
• Monitoring: 24/7 security monitoring and intrusion detection
• Backups: Regular encrypted backups with secure storage
• Testing: Regular security audits and penetration testing

Administrative Safeguards

• Background checks for all employees
• Confidentiality agreements and training
• Limited access on need-to-know basis
• Regular security awareness training
• Incident response procedures

Physical Safeguards

• Secure data center facilities
• Environmental controls and monitoring
• Restricted physical access
• Secure disposal of hardware

Your Rights and Choices

Access and Correction

You have the right to:

• Access your personal information in our systems
• Request corrections to inaccurate information
• Obtain a copy of your data in a portable format
• Know what information we collect and how it's used

Deletion and Restriction

You may request:

• Deletion of your personal information
• Restriction of certain processing activities
• Opt-out of non-essential data uses

How to Exercise Rights

To exercise these rights, please contact:

• Your Institution: For school-related data, contact your school administrator
• Our Privacy Team: Email privacy@asandigital.com for direct requests

Children's Privacy

COPPA Compliance

We comply with the Children's Online Privacy Protection Act (COPPA):

• We do not knowingly collect personal information directly from children under 13
• Student information is only collected through the educational institution
• Schools are responsible for obtaining necessary parental consent
• We do not use children's information for commercial purposes

FERPA Compliance

Under the Family Educational Rights and Privacy Act (FERPA):

• We act as a "school official" under the direct control of the institution
• We use education records only for authorized purposes
• Parents have rights to access their child's information through the school
• We maintain strict confidentiality of all education records

Student Privacy Pledge

We are committed to the Student Privacy Pledge principles:

• Not selling student information
• Not using student data for behavioral targeting
• Not changing privacy policies without notice
• Enforcing strict limits on data retention
• Supporting parental access to student information

International Users

Data Location

Our Service is operated in the United States. If you access the Service from outside the U.S., please be aware that your information may be transferred to, stored, and processed in the United States.

GDPR Rights (European Users)

If you are in the European Economic Area, you have additional rights under GDPR:

• Right to data portability
• Right to withdraw consent
• Right to lodge a complaint with supervisory authorities
• Right to object to processing

International Transfers

We ensure appropriate safeguards for international data transfers through:

• Standard contractual clauses
• Appropriate technical and organizational measures
• Compliance with applicable data protection laws

Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices, technologies, legal requirements, or other factors. When we make changes:

• We will update the "Last updated" date at the top
• For material changes, we will notify institutional administrators
• Continued use of the Service constitutes acceptance of changes

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Contact Information

If you have questions or concerns about this Privacy Policy or our privacy practices, please contact us:

For specific questions about your institution's data, please contact your school administrator first, as they control and manage the data within our system.