Information we collect
- Name.
- Work or district email address.
- Role or title.
- District or organization name.
- Stated priority data lanes, pilot scope notes, and other information submitted with a pilot request.
- Login credentials and related authentication information.
- Support, procurement, and contact communications.
- Website usage and attribution metadata, including utm_source, utm_medium, utm_campaign, utm_term, utm_content, gclid, fbclid, li_fat_id, landing path, landing referrer, and visit timestamp.
- District-provided export files and related operational or financial reconciliation data processed in pilot workspaces.
How we use information
- Respond to pilot requests and evaluate pilot fit.
- Provision, configure, and secure workspaces.
- Authenticate users and protect access to pilot environments.
- Support onboarding, implementation, customer service, and procurement review.
- Analyze lead source, campaign performance, and first-party attribution signals.
- Operate, secure, maintain, troubleshoot, and improve the service.
- Generate reconciliation outputs, exception queues, reviewer workflows, and evidence exports.
How we share information
We may share information with service providers and subprocessors that help us host, secure, support, and operate DistrictOps Reconcile, including hosting providers, email providers, infrastructure vendors, and other vendors we engage to provide the service. We do not sell personal information.
- Hosting, deployment, storage, security, and infrastructure providers that help us operate the service.
- Email and support providers used to respond to pilot requests, account issues, and customer service needs.
- Other subprocessors or professional advisors engaged to help us provide the service, comply with law, or protect the platform.
- District-directed recipients when a customer instructs us to share exports, evidence packs, or related service outputs.
- Government, regulators, law enforcement, or other parties when required by law or reasonably necessary to protect rights, safety, or the service.
Retention
We retain information no longer than reasonably necessary for the stated purposes above, subject to contractual, security, accounting, and legal obligations. Our current target retention windows are below.
- Pilot requests and lead records: generally up to 24 months from the last meaningful contact, unless a longer period is needed for procurement history, dispute resolution, or legal obligations.
- Account records: while an account is active and generally up to 12 months after deactivation unless a contract or law requires longer retention.
- Authentication and security logs: generally 90 days, or longer when reasonably necessary for abuse prevention, incident response, or legal compliance.
- Uploaded pilot files and workspace data: for the duration of the pilot or customer engagement and generally up to 60 days after conclusion unless the district requests earlier deletion, continued retention is contractually required, or law requires longer storage.
- Support and contact communications: generally up to 24 months after the last support interaction.
- Attribution metadata: generally up to 12 months for first-party performance analysis and funnel review.
Rights and choices
Subject to applicable law, you may request access to, correction of, deletion of, or a copy of personal data we hold about you. You may also ask us to explain the status of an open privacy request.
To submit a request, email hello@pilotgrant.io with enough detail for us to locate the relevant records. We may ask for additional verification before completing a request. Our target response time is within 30 days, although some requests may take longer when district review, contract obligations, or legal requirements apply.
K-12, FERPA, and data minimization
DistrictOps is designed for operational and financial reconciliation workflows. Districts should minimize or exclude student data unless its inclusion is necessary, contractually approved, and supported by appropriate district review.
We support district DPA, privacy, and FERPA-aligned review before production use. Operational and financial exports are preferred wherever they can satisfy the workflow without broader personal-data exposure.
Automated assistance disclosure
DistrictOps generates suggested matches, scores, and exception flags to assist reviewers. It does not replace district decision makers or source systems of record. District staff remain responsible for final payment, vendor, audit-preparation, and board-submission decisions.
Cookies and similar technologies
The site currently uses essential site functionality and first-party attribution parameters as observed, including campaign tags, landing-path context, referrer context, and first-visit timing used to understand how district teams found the site.
No third-party advertising trackers are intentionally loaded at this time. If non-essential analytics or advertising cookies are introduced later, this policy will be updated and appropriate consent choices will be added before those technologies are enabled.
Cross-border processing and security
DistrictOps may use service providers that process information in the United States or other jurisdictions where those providers operate. We apply reasonable administrative, technical, and organizational safeguards designed to protect information in transit and at rest, but no system can be guaranteed perfectly secure.
Children
DistrictOps Reconcile is intended for adult professional users. It is not directed to children under 13, and we do not intentionally collect personal information directly from children through the public site.
Contact
For privacy questions, requests, or district review coordination, contact hello@pilotgrant.io.