Schedule Wrangler ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at https://www.schedulewrangler.com and use our scheduling platform, including the Schedule Wrangler iOS app (collectively, the "Service").

1. Information We Collect

Personal Information You Provide

When you create an account, submit a contact form, or use our Service, we may collect your name, email address, phone number, business name, job title, and billing information.

Information Collected Automatically

When you access our Service, we automatically collect certain information including your IP address, browser type, operating system, referring URLs, pages viewed, and the dates and times of your visits. We use cookies and similar tracking technologies to collect this information.

Scheduling Data

Our Service processes scheduling data including staff names, availability, shift assignments, and calendar events. This data is used solely to provide and improve the Service.

2. How We Use Your Information

We use the information we collect to:

Provide, maintain, and improve our Service
Process transactions and send related information
Send administrative information, updates, and security alerts
Respond to your comments, questions, and support requests
Send marketing communications (with your consent)
Monitor and analyze usage trends to improve user experience
Detect, prevent, and address technical issues and fraud
Comply with legal obligations

3. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

Service Providers: With third-party vendors who perform services on our behalf (hosting, analytics, payment processing, and AI processing for the Assistant and for reading schedule files you upload, as described in section 4)
Legal Requirements: When required by law, subpoena, or government request
Business Transfers: In connection with a merger, acquisition, or sale of assets
With Your Consent: When you direct us to share your information with third parties

4. The Assistant and Our iOS App

This section explains what the Assistant shares, and what the Schedule Wrangler iOS app collects and shares, in addition to the information described above.

Your School Decides

Your school makes two privacy choices: whether to turn on the Assistant (AI), and whether to turn on usage analytics. Each is one decision for the whole school, made by one of your school's administrators and stored on our servers. It applies to everyone at your school, on every device, in our web app and in our iOS app. Until your school has decided, both are off, and the next administrator who signs in to our web app or our iOS app is asked to choose. Once an administrator has decided, no one at your school is asked again, and deleting or reinstalling the app does not change the choice. Any administrator can change either choice at any time: in the iOS app from the "..." menu under Privacy, and in the web app under Profile, Privacy. We keep a record of each decision, including which administrator made it and when. If we change what a choice covers, we ask your school's administrators to choose again.

The Assistant (AI)

The Assistant answers questions and makes schedule changes for you, such as covering an absence. It is available in our web app and in our iOS app. When you use it, what you type or dictate, and any photo you attach, is sent to our servers, which send it to our third-party AI provider to produce the Assistant's response, together with your school's:

staff names and roles
classroom names
schedules, assignments, and operating hours
absences, including their reasons and notes
staffing rules
earlier messages in the same conversation

Our web app also uses our third-party AI provider to read a schedule file you upload in your own layout, and the contents of that file are sent the same way. Uploading a schedule in our standard template does not use the AI provider.

The Assistant works only when your school has turned it on. While it is off, the Assistant, reading an uploaded schedule file, and quick entry are unavailable in both apps, and our servers do not send anything from your school to the AI provider. We know nothing about children: the only names in your school's schedule are the teacher names that the preschool admin enters, and we recommend first names only. Please do not enter children's information in the Assistant or in absence notes, and do not attach photos that show children.

Photos

In our iOS app you can attach one photo to a message for the Assistant, taken with the camera or chosen from your photo library. Before sending, the app makes the photo smaller and removes its location and other camera details. The photo is sent through our servers to our third-party AI provider to produce that one response. We do not store the photo: the saved conversation records only that a photo was sent.

Dictation

When you dictate to the Assistant, the app uses Apple's speech recognition to turn your speech into text. Apple processes the audio under Apple's own privacy policy. We receive only the resulting text, never the audio. The app asks for microphone and speech recognition permission before you dictate for the first time.

Usage Analytics

Only when your school has turned on usage analytics, our web app and our iOS app share how they are used, such as the screens viewed and the controls tapped, with our analytics provider, PostHog. This information is linked to the signed-in administrator's account and school and to an identifier for the device or browser, and we use it to find and fix problems and make the apps easier to use. In our apps, usage analytics never includes screen recordings or screenshots: neither app records your screen. Usage analytics stops in both apps as soon as your school turns it off, and in the iOS app it also stops when an administrator signs out. It is never used on a classroom kiosk.

Classroom Kiosks and Notifications

When a device is paired as a classroom kiosk, we store the device's name, model, and iOS version, and, if notifications are allowed, its push notification token. We use the token only to send schedule updates for that classroom to the kiosk through Apple's push notification service.

Camera

The iOS app uses the camera for two things: to scan a QR code when pairing a classroom kiosk, and to take a photo you choose to attach to a message for the Assistant, as described under Photos. It does not record video or save photos to your device. When you choose a photo from your library, Apple's photo picker gives the app only the photo you pick.

Report a Problem

You can report a problem to us from the menu in our web app or our iOS app, whether or not the Assistant is on, or by asking the Assistant. The report is filed under the signed-in administrator's account. It includes your description, a screenshot of the screen you were on, which page or screen and date you were viewing, and your browser details or app version. Only if your school has turned on usage analytics, it also includes the analytics session identifier. The screenshot is taken before the report form opens, so it shows your screen rather than the form, and in the web app it leaves out the Assistant panel. You can review the report, edit the description, and leave out the screenshot before you send it, and if you do not send it, nothing is filed.

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information. All data is encrypted in transit using TLS and at rest using AES-256 encryption. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you the Service. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. You may request deletion of your data at any time.

Information from our web app and our iOS app, including problem reports and their screenshots, kiosk pairing records, and the record of your school's privacy choices, is retained on the same basis. Assistant conversations, on the web and in our iOS app, are kept for 30 days and then deleted. Photos sent to the Assistant are not stored. Your school's privacy choices described in section 4 are one decision per school, stored on our servers, and stay in effect until an administrator changes them. To request deletion of your data, email [email protected] from the email address on your account. Because accounts are set up by your school, we may confirm the request with your school's administrator.

7. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

Access and receive a copy of your personal data
Correct inaccurate or incomplete personal data
Request deletion of your personal data
Object to or restrict processing of your personal data
Data portability (receive your data in a structured format)
Withdraw consent at any time

To exercise any of these rights, please contact us at [email protected].

8. Cookies and Tracking

We use cookies and similar tracking technologies to collect and track information about your use of our Service. You can set your browser to refuse all cookies or to indicate when a cookie is being sent. However, some features of the Service may not function properly without cookies.

9. Third-Party Services

Our Service uses third-party infrastructure providers (such as our database host, authentication provider, and email delivery service) to operate. These providers only receive the data necessary to deliver their specific function, and their use is governed by their own privacy policies. We do not sell your data to third parties.

The Assistant, in our web app and our iOS app, and the reading of schedule files you upload, rely on our third-party AI provider. We currently use Anthropic, PBC. We may change providers and will update this policy when we do. With your school's consent, our web app and iOS app use PostHog for usage analytics, and our iOS app uses Apple for speech recognition and push notifications, each as described in section 4. Service providers that receive your information, including the AI provider and our analytics provider, may use it only to provide their service to us, and must protect it at least as well as this policy does.

10. Children's Privacy

Our Service is for preschool staff and is not directed to individuals under the age of 16. We know nothing about children: we do not collect children's records, and the only names in a school's schedule are the teacher names that the preschool admin enters. We recommend first names only. If we become aware that we hold personal information about a child, we will take steps to delete that information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Your continued use of the Service after any changes constitutes your acceptance of the updated policy.

12. Contact Us

If you have any questions about this Privacy Policy, please contact us at:

Schedule Wrangler
Email: [email protected]