CollegeReady privacy notice

Google sign-in and your account

Google and Clerk provide school sign-in. The app uses your name, school email address, verified Google identity, Clerk account identifier and session status to identify your account and check access. Your role, school, graduation class and college-entry year are also stored in the app. Your Google password is handled by Google, not stored by CollegeReady.

The app's Google integration does not fetch Gmail messages or the contents of Google Docs or Drive files. Basic profile and authentication information is also processed by Google and Clerk to provide sign-in.

Information entered in the workspace

Students and school staff can enter or update:

• Student profile, academic interests, GPA, course plans, test scores and verification status.
• College choices, preferences, application plans, visits, tasks, deadlines and progress.
• Activities, service hours, supervisor details and supporting links.
• Family college-budget ranges, estimated college costs and financial-aid application progress.
• Writing titles and links, reported revisions, review assignments, feedback, recommendation planning and counselor notes.

This information supports college planning, counselor review and school progress reports. Do not put passwords, Social Security numbers or tax documents in planning notes or document links.

Document links and optional Google Drive connections

Saving a document link alone records its URL and the details you enter. It does not upload the document, read its contents or automatically detect edits in Google. You can keep using this link-only workflow without connecting Drive. Revision and review history describes changes reported or made in this app.

When the school enables the optional Drive feature, students can separately authorize access and choose a Google Docs document using Google's file picker. This feature supports selected Google Docs, not a search or import of your entire Drive. Google's selected-file permission includes editing capability. CollegeReady uses it to read selected-file details and make only the sharing changes you confirm; it does not read or copy document contents, create or delete Google files, or edit their contents.

For a connected document, the app stores its file identifier, title, type, Google link, Google modification time and version, connection time, last-check time and connection/error status. It checks file details when you connect, choose Check for updates or request sharing. There is no continuous or real-time background monitoring. Staff see the last saved status rather than a live view of your Drive.

A Google update time or version can reflect another collaborator or a change to file details. It does not prove that the student edited the writing, identify its author or provide a snapshot of its contents. Choosing a document saves its link to the writing entry; changing that link starts a draft reported revision while retaining earlier review history. Checking file details does not submit a revision or approve writing. Report and submit revisions separately through the writing review workflow.

Document access is controlled separately in Google. Signing in or connecting a file does not automatically share it with a counselor. A student can explicitly select one active school counselor or administrator and confirm Viewer or Commenter access for that file. The app checks the file's sharing permissions, preserves existing access, and does not downgrade stronger permissions. These requests do not send a sharing email. Anyone opening a saved link still needs the file's Google sharing permission.

The app stores receipts for these sharing requests, including the selected staff account and email, permission identifier where available, access level, outcome and check time. A receipt may say the outcome is unconfirmed if Google's response was lost. Receipts describe requests made through this app; they are not a complete or continuously updated list of a file's Google permissions.

Stop tracking this file removes its current Drive connection and sharing receipts from the app. It leaves the saved writing link, writing entry and review history, the Google document and its Google permissions in place. It does not revoke the app's Google authorization or remove a counselor's access. Manage app authorization in your Google Account settings and file access in the document's Google sharing controls. Revoking app authorization does not undo sharing access already granted to a counselor.

Who can access school records

Students can access their own student workspace. All approved counselors and administrators in this school can view and edit all school students' records. A student's assigned counselor establishes responsibility; it does not prevent other counselors from accessing that student's work.

School staff manage approvals, roles and suspensions. The app records activity such as edits, reported revisions, review decisions and changes to school settings or access, including the responsible account where tracking is available. Authorized staff can view reports and export records. Connected-file details and saved sharing receipts form part of the student's school workspace; access to those records does not itself grant access to the Google document.

Hosting, service providers and logs

Cloudflare hosts the online app and its persistent database. Clerk provides authentication, account services and the optional Google OAuth connection. Google provides sign-in, the file picker, selected-file details and the document-sharing service. These services process information needed to operate their parts of the app.

The app's operational log format uses request identifiers, route and method, response status, timing and error categories to investigate failures. School record and administrative histories are stored separately. Hosting and sign-in providers may also process technical connection and browser information under their service arrangements.

Provider information: Google privacy policy, Clerk privacy information and Cloudflare privacy information. Requests about school data in this app should go to the school contact below; provider notices do not replace this notice or the school's arrangements.

Sessions and browser storage

The app and its sign-in service use necessary session cookies or tokens to maintain access. Browser session storage and navigation history help restore the page or selected record after navigation or sign-in. For an optional Drive action, Clerk supplies a Google access token used for the selected-file API requests and temporarily in the browser's Google file picker. CollegeReady does not save that Google token in its application database, browser storage or navigation URLs. Sign out when you finish on a shared device.

Keeping information and asking for changes

Saved records remain in the app database after sign-out and application updates. Removing a visible entry does not necessarily remove its activity or review history, school exports, backups or information held by a service provider.

The current pilot has no automatic age-based deletion schedule or self-service whole-account deletion workflow. The school needs to confirm its retention and deletion arrangements; this notice does not set a fixed retention period or promise an automatic deletion outcome.

For questions about access, corrections, deletion, retention or this notice, contact College Guidance at jcarstens@canterburyfortmyers.org. The school contact can clarify the applicable arrangements before you enter information that requires a particular handling or retention policy.