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TeachVault Privacy Policy

Last Updated: October 31, 2026

1. Introduction

Welcome to TeachVault. We respect your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you use our mobile application.

TeachVault is designed for teachers to manage classes, track attendance, and organize student information. We prioritize data security and user privacy in everything we do.

2. Information We Collect

2.1 Information You Provide:

2.2 Automatically Collected Information:

2.3 Information We DO NOT Collect:

3. How We Use Your Information

We use your information for:

We do not:

Data is disclosed only to service providers for features you enable, recipients you select, legal recipients when required, and explicitly confirmed processors described in this policy.

Important: TeachVault does not use user data for advertising or tracking purposes.

3.1 Smart Attendance Insights (On-Device Analysis)

TeachVault provides "Smart Insights" that analyze your attendance patterns to offer personalized recommendations (e.g., "Monday absences are higher than average").

Privacy-First Design:

This statement is limited to Smart Attendance Insights. It does not describe optional backup, collaboration, portal, public-link, support, or explicitly confirmed cloud-processor features.

4. Data Storage and Security

4.1 Local Storage:

4.2 Cloud Storage (Optional):

4.3 Security Measures:

5. Data Sharing and Third Parties

We share data only in these limited circumstances:

5.1 Service Providers:

5.2 Legal Requirements:

We may disclose data if required by law or to protect rights and safety.

5.3 With Your Consent:

5.4 Camera and Photo Evidence (Optional)

TeachVault may request Camera permission only when you use features that require it:

QR Attendance note: QR attendance generates/displays a check-in QR on the teacher’s device without camera access. Students scan it on their own device. The separate My classes approval scanner reads student request QR codes on the teacher’s device.

TeachVault does not use camera access for advertising or background tracking.

The approval scanner uses Google's ML Kit barcode SDK. Its Android barcode model is included in the app; it does not need a first-use model download. ML Kit may send app/device and installation information, performance, configuration and feature/error events to Google for diagnostics and usage analytics. This SDK processing is separate from TeachVault's optional product analytics control. See Google's ML Kit Android and iOS data-disclosure notices: https://developers.google.com/ml-kit/android-data-disclosure and https://developers.google.com/ml-kit/ios-data-disclosure.

5.5 QR Attendance & Device Binding (Optional)

When teachers enable QR Attendance (Pro feature), the following data is processed:

Important:

5.6 My classes and student sign-in (Where Enabled)

Invited students use a separate Google or Apple sign-in session for My classes. Firebase Auth and the chosen provider process sign-in identifiers, provider information and an email address, including a relay address where the provider supplies one. My classes does not copy that email into class membership records or show it to teachers. Class access uses a Firebase UID, the teacher's approval and the student's membership; signing in alone does not grant class content.

TeachVault-managed Firebase services hold published class updates/materials, class metadata, member/request state and operational approval, rate-limit and account-cleanup records. Class content can also be cached on an authorized phone. Signing out of the student session leaves the teacher session separate. Leave controls remove class access without deleting the teacher's roster or attendance. Student-account deletion and sign-in-method controls apply only where the account has no teacher data; an account that also holds teacher data uses the teacher account controls. Current deletion and retention limits in section 8 still apply. Deleting access cannot remove content another recipient already copied.

Students under 18 (where enabled): before joining, a student answers "Are you 18 or older?"; no date of birth is asked or kept. A student who answers No can join only after a parent taps Allow on a link the student sends from their own phone by WhatsApp, SMS or another app. TeachVault does not receive or keep the parent's phone number or the student's name: the name travels only inside the link and is shown on the parent's page by that page. TeachVault keeps the choice (pending, allowed or withdrawn), its time and a hash of the link secret with the class membership, and keeps no seen or done receipts for that student. The same Allow also lets the student reply to the teacher's messages (see Replies below) and check in to attendance from the app; a parent who allowed before these were included is asked again on a new link the student sends, and the student cannot reply or check in from the app until then (checking in by scanning the teacher's QR is unchanged). The parent can withdraw on the same link, which ends the student's access to that class, their replies and app check-in. This is a good-faith consent step, not a verification that a parent tapped Allow. As for any web page, Google Cloud's request logs record the parent's IP address and browser type for a limited time.

Class notifications, groups and Got it / Done (where enabled): a student's phone can register for class notifications. TeachVault keeps that phone's notification token with the student's class-space account (one phone belongs to one student account; the last sign-in on a phone wins; at most three phones a student) and deletes it on sign-out, on account deletion and when the push service reports it gone. A notification shows only "New update in your class. Open TeachVault to see it." and carries no post text, name or class detail. A teacher can send a post to a saved group or chosen students: each of them gets a private copy that only they and the teacher can read, and the group keeps only a name the teacher chose and opaque student ids from the teacher's class list. A student can tap Got it or Done on a post; TeachVault keeps those times with the student's class membership and shows the teacher counts and who has not tapped. Students under 18 send no Got it or Done. Each class has a daily limit on notifications.

Replies (where enabled): a teacher can open a post for replies. A student can then send that teacher short private replies (up to 500 characters), after accepting reply rules once per class. Only that student and the teacher read them; other students never do. Replies cannot contain links, phone numbers or email addresses, and words that are clearly abusive are refused. Either side can report the other's words; a report keeps who reported, what and why (a reason chosen from a list), not the words, and TeachVault support reviews it. A teacher can close replies, mute a student for 7 days or block their replies. Replies are deleted with the class space, and a student's replies when they leave or are removed from the class and with their account. Replies never change attendance. Students under 18 reply only once a parent has allowed it.

My attendance (where enabled): a teacher can let each student in a class see their own attendance as the teacher recorded it on their phone: lectures held, present, late and absent, and if the teacher chooses, the student's own mark for each saved lecture with its date and time. TeachVault keeps these with the student's class membership, and only that student and the teacher can read them. They are deleted when the teacher turns My attendance off, when the student leaves or is removed from the class, and with the class space or the student's account.

Class files (where enabled): a teacher can attach a PDF or photo to a post. It is kept in the teacher's own Google Drive, in a "TeachVault class files" folder, and shared so that anyone with the link can view it; TeachVault keeps only its Drive id, name, type and size. Students open it inside TeachVault, which hides Save and Share, but anyone with the link or a photo of the screen can still copy it; a student's phone keeps an offline copy until the student leaves the class or signs out. A student can also add one photo or PDF to a reply. The phone removes a photo's location and camera details before upload, and only that student and the teacher can open it. TeachVault checks the file's type, keeps it for 30 days unless the teacher chooses another date (never more than 6 months after upload), and deletes it sooner when the teacher chooses Delete now, when the student leaves or is removed from the class, and when the student deletes their account.

Check in pop-up (where enabled): during a live QR session, a teacher can ask the class's joined students to check in from the app. TeachVault keeps, with the teacher's class space, the session it is for and the class-list roll of each joined student until the teacher closes or reopens it, or the class space is deleted. A student's phone listens for the teacher's phone over Bluetooth only after the student taps Check in, in the foreground, for at most a moment (on Android this needs the location permission, which the phone may ask for then), and sends the rotating code it heard, the signal strength and times, the same app install id and phone details a QR check-in uses, and, when the class's QR asks for it, the phone's location with the same location checks as a QR check-in. TeachVault checks the code on its server and saves the check-in with the session's QR check-ins, which only the teacher reads; the teacher's phone then applies the same checks as for a QR check-in. A student whose phone was not heard, or whose location could not be shown, is checked by the teacher one student at a time, never in bulk. A student under 18 checks in from the app only once a parent has allowed it. Deleting the student's class-space account deletes their pop-up check-ins; the attendance the teacher recorded stays with the teacher. The pop-up is not proof of who carries the phone.

Teacher drafts and queued posts stay on the teacher's phone and may be present inside an encrypted whole-file backup. Restoring a backup does not import those draft or queued-post rows into another restored database.

6. Your Rights (GDPR/CCPA-aligned)

You have the following rights:

To exercise these rights:

7. Children's Privacy

TeachVault is designed for teachers and institutions, with invited student access to teacher-led My classes where enabled. It is not intended for children under 13 to create independent accounts. Teachers may enter student information and may share a teacher-controlled hosted profile-intake link that directly receives student- or guardian-submitted profile information.

If you believe student information was submitted without the required authority or consent, please contact us immediately so the applicable records can be reviewed for restriction or deletion.

8. Data Retention

9. International Data Transfers

If you enable cloud features:

10. Changes to This Privacy Policy

We may update this privacy policy from time to time. We indicate the current version by:

Where a notice or renewed consent is implemented or legally required for a particular material change, TeachVault may also show an in-app notice or ask you to accept the updated terms. Continued use after an update has the effect provided by applicable law; an update does not replace consent where renewed consent is legally required.

11. Contact Us

If you have questions about this privacy policy or your data:

For GDPR/CCPA-aligned requests:

🔒 Privacy Summary

© 2026 TeachVault.app by Dr. Dishant Pandya