1. Introduction
This Privacy Policy explains how ColTech Inc DBA CoverMate ("CoverMate," "we," "us," or "our") collects, uses, discloses, and protects information in connection with the CoverMate website at https://covermate.app, the CoverMate scheduling application, and related services (collectively, the "Service").
This Privacy Policy applies to information we process as the operator of the Service. It is incorporated into and subject to our Terms of Service. By using the Service, you acknowledge that you have read and understood this Privacy Policy.
When a school, district, company, or other organization (a "Customer") uses the Service, the Customer determines what information is submitted to the Service and how it is used within the Customer's account. In those cases, we process that information on the Customer's behalf and in accordance with our agreement with the Customer. If you are an Authorized User of a Customer's account and have questions about how your information is handled, please contact that organization directly.
2. Information We Collect
2.1 Information You Provide
We collect information you provide directly to us, including:
- Account information, such as your name, email address, organization name, role, and login credentials when you register for or are added to an Account.
- Billing information, such as billing contact details and payment information, which is processed by our third party payment processor. We do not store full payment card numbers on our systems.
- Customer Data, such as scheduling information, staff and personnel records, duty and coverage assignments, and other data that Customers and their Authorized Users submit to the Service.
- Communications, such as the contents of messages you send to us for support, feedback, or other inquiries.
2.2 Information We Collect Automatically
When you use the Service, we may automatically collect certain technical information, including:
- Usage data, such as the features you use, actions you take, pages you view, and the dates and times of your activity.
- Device and connection data, such as IP address, browser type, operating system, device identifiers, and referring URLs.
- Cookies and similar technologies, as described in Section 6.
2.3 Information From Third Parties
We may receive information about you from third parties, such as our payment processor, authentication or single sign on providers you choose to use, and analytics providers, where you have authorized those providers to share information with us.
3. How We Use Information
We use the information we collect to:
- Provide, operate, maintain, and secure the Service;
- Create and manage Accounts and authenticate users;
- Process transactions and send related information, including confirmations and invoices;
- Respond to your requests, questions, and support inquiries;
- Monitor, analyze, and improve the performance, features, and usability of the Service;
- Detect, prevent, and address fraud, abuse, security incidents, and technical issues;
- Send administrative and service related communications, including notices about changes to the Service, this Privacy Policy, or our Terms of Service;
- Send marketing communications where permitted by law, which you may opt out of at any time; and
- Comply with applicable laws and enforce our agreements.
4. How We Share Information
We do not sell personal information. We share information only in the following circumstances:
- With service providers, such as hosting, infrastructure, payment processing, analytics, and customer support providers who process information on our behalf and are bound by obligations to protect it and to use it only as we direct.
- With the Customer, when you are an Authorized User, your activity and associated data may be visible to the administrators of the Customer account under which you operate.
- For legal reasons, when we believe disclosure is necessary to comply with applicable law, legal process, or a governmental request, or to protect the rights, property, or safety of CoverMate, our users, or others.
- In a business transfer, in connection with a merger, acquisition, financing, reorganization, or sale of assets, in which case information may be transferred as part of that transaction, subject to this Privacy Policy.
- With your consent, or at your direction, for any other purpose disclosed to you at the time we collect the information.
5. Student Data and Educational Records
The Service is designed primarily to support staff scheduling and coverage coordination, and is not intended to be a repository of student personal information. To the extent a Customer in an educational setting submits information that constitutes an "education record" or other protected student information under the Family Educational Rights and Privacy Act (FERPA), the Children's Online Privacy Protection Act (COPPA), or applicable state student privacy laws, the following applies:
- We act as a "school official" with a "legitimate educational interest," or in a comparable service provider capacity, processing such information solely to provide the Service to the Customer and only as authorized by the Customer.
- We do not use protected student information to engage in targeted advertising, and we do not sell such information.
- We maintain such information under the direct control of the Customer with respect to the use and maintenance of education records.
- Upon request or upon termination of the Customer's account, we will return or delete protected student information in accordance with our agreement with the Customer and our retention practices.
Where a Customer requires a separate data protection agreement, data processing addendum, or student data privacy agreement, please contact us at support@covermate.app. The terms of any such executed agreement govern in the event of a conflict with this Privacy Policy with respect to the data covered by that agreement.
6. Cookies and Similar Technologies
We use cookies and similar technologies to operate and secure the Service, remember your preferences, authenticate sessions, and understand how the Service is used. Some cookies are necessary for the Service to function, while others help us analyze and improve it.
You can control cookies through your browser settings. If you disable certain cookies, some features of the Service may not function properly. Where required by law, we will request your consent before placing non essential cookies.
7. Data Retention
We retain personal information for as long as necessary to provide the Service, to comply with our legal obligations, to resolve disputes, and to enforce our agreements. Customer Data is retained in accordance with our agreement with the applicable Customer. When information is no longer needed, we take reasonable steps to delete or de-identify it.
8. Data Security
We implement reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, disclosure, alteration, and destruction. These measures include access controls, encryption in transit, and monitoring. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential.
9. Your Rights and Choices
Depending on your location and applicable law, you may have certain rights regarding your personal information, including the right to access, correct, update, or delete it, and to object to or restrict certain processing. To exercise these rights, contact us at support@covermate.app.
If your information was provided to the Service by a Customer (for example, your employer or school), we may direct your request to that Customer, and you may need to contact the Customer directly to exercise your rights with respect to information they control.
You may opt out of marketing communications at any time by following the unsubscribe instructions in those messages. We may still send you administrative or service related messages.
10. Children's Privacy
The Service is intended for use by organizations and their authorized adult personnel. It is not directed to children, and we do not knowingly collect personal information directly from children. If a Customer uses the Service in a manner that involves information relating to children, that use is governed by our agreement with the Customer and the provisions of Section 5. If you believe a child has provided us with personal information without appropriate authorization, please contact us at support@covermate.app so we can take appropriate action.
11. Third-Party Services and Links
The Service may integrate with or link to third party websites, products, or services that we do not control. This Privacy Policy does not apply to those third party services. We encourage you to review the privacy policies of any third party services you use.
12. Data Storage and Transfers
We are based in the United States, and we store and process information in the United States. If you access the Service from outside the United States, you understand that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your jurisdiction.
13. Your Florida and State Privacy Rights
We are based in Florida and comply with applicable Florida law. Residents of certain states, including California, may have additional rights under applicable state privacy laws, such as the right to know what personal information we collect, the right to request deletion, and the right not to be discriminated against for exercising these rights. We do not sell personal information. To exercise any applicable state privacy rights, contact us at support@covermate.app, and we will respond as required by applicable law.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last Updated" date above and, where appropriate, provide additional notice such as an email or an in product message. Your continued use of the Service after the changes take effect constitutes your acceptance of the revised Privacy Policy.
15. Contact Us
If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact us at:
ColTech Inc DBA CoverMate 2600 SE Lake Weir Ave, Ocala, FL 34471 support@covermate.app https://covermate.app