Draft for review. This policy is a starting point tailored to how FieldTripHQ works. Have it reviewed by counsel and confirm every statement matches your actual practices before publishing or submitting to the App Store.
FieldTripHQ ("the app", "we", "us") is a trip-management tool operated by SKATTIC LLC. It helps schools, teachers, and trip organizers run field trips: building rosters, assigning travel and lodging, sharing schedules and destinations, and giving families a place to follow along. This policy explains what we collect, why, and the choices you have.
The account holder is an organizer (a teacher, school staff member, or trip leader). Organizers add information about the people on a trip, including students who are minors. Students and families access a limited, need-to-know view. FieldTripHQ is a tool for the organizing school or group; the organizer/school is the party that decides what data is entered and is responsible for having the right to enter it.
Only to provide the service: to run the trip, show each person their appropriate view, deliver updates, and keep data secure. We do not sell personal information, and we do not use it for advertising.
FieldTripHQ is built to be operated by adults — schools and trip organizers — on behalf of the students on a trip. It is not marketed to children, and children are not the ones who set up or run trips. Students and families can, however, access a limited need-to-know view (see "What students and families can access" below), so we describe that access plainly rather than claiming no minors ever use the service.
What students and families can access. A student or family member, when given access by an organizer, can view only that student's own need-to-know information for the trip (for example, their schedule, their travel and room assignment once revealed, and updates the organizer posts). They do not create the account, do not enter other people's data, and cannot see other attendees' records. Any data a student or family submits is limited to what the organizer's form or feature requests. Standard technical logs (see "Information we collect") are generated for anyone who uses the service.
Two ways student information reaches the app. Most student data is entered by the organizer (typed in, or read from a document the organizer uploads). Separately, an organizer can turn on a sign-up or registration form that students or families fill in themselves; in that case a student or family submits only the fields that form requests. In both cases the organizing school or group decides what is collected and is responsible for having obtained any consent required before a form is shared with minors or families or before a minor's data is entered. FieldTripHQ does not itself obtain parental consent — it provides the tools and relies on the school or organizer to secure consent under applicable law.
School authorization and our own duties. Where required, the organizing school or group is responsible for obtaining consent under laws such as COPPA and FERPA and for confirming it has authority to enter or collect each person's information. School authorization does not, by itself, remove our responsibilities as the operator: regardless of the organizer's consent obligations, we use student data only to provide the service, do not sell it or use it for advertising or profiling, apply data minimization by default (we collect no more student data than the organizer chooses to enter or ask for), and give organizers the tools to review, correct, export, and delete it. For records a school controls under FERPA's school-official exception, we act under the school's direction and support the school's control over how those records are used and maintained.
FieldTripHQ includes an optional AI importer. Rather than typing a trip in by hand, an organizer can drop in a document (a roster spreadsheet, a trip booklet, a schedule, a packing list, a medication list, or a photo, screenshot, or PDF of one) and have the app read it into structured trip records. The same feature can draft a registration form from a description or from a photo of an existing paper form.
What is sent, and to whom. When an organizer uses this feature, the file or its text content is sent from our server to the Anthropic API (Anthropic, PBC), which we use as a service provider to read it. Whatever the organizer uploads is what is sent, and because these are real trip documents, that can include students' personal information and, on a health or medication sheet, allergies, medications, and emergency contacts. Spreadsheets are sent as their text content; PDFs and photos are sent as the file itself so the model can read them.
Why, and what is not done with it. The sole purpose is to extract structured data (people, travel and room assignments, schedule blocks, list items, form fields) and hand it back to the organizer to review before anything is saved. The information is not used to train AI models: Anthropic does not train its models on data submitted through its API by default. Separately from training, Anthropic may retain API inputs and outputs for a limited period for operational and abuse-monitoring purposes under its own terms; retention and model-training are different things, and neither is used for advertising, profiling, or sale. Organizers who prefer not to use AI can build and import a trip without this feature.
Accuracy is verified by a person. AI-assisted import can produce inaccurate or incomplete results. Nothing the AI extracts is saved automatically — an organizer reviews it first. Medication names, dosages, instructions, allergies, emergency contacts, and other health or safety information must be checked by appropriately authorized personnel against the original source before being relied upon. AI output is not medical advice.
Retention is controlled by the organizer, not by an automatic timer: we do not automatically delete trip data after a trip ends. Data stays in the account until the organizer deletes it (an individual record, a whole trip, or the account). Because that means an active account can hold trip and health records for a long time, we build in organizer control and recommend good hygiene:
An organizer can permanently delete their account and all data they own from inside the app (Account → Delete account); this is a hard delete, immediate and irreversible in the live service, and we cannot restore it for you. Please note how ownership works today: a trip is owned by the individual account that created it. An organizer can invite co-editors and coordinators to help run a trip, but they have delegated access only — the owning account still controls the trip, and if the owner deletes their account, the trip and its records are deleted with it, even if helpers were invited. We do not yet provide automatic organization ownership or self-service ownership transfer. If a school needs a trip's records to survive an individual staff member's departure, an ownership transfer must be arranged with us before that account is deleted — contact us to set it up, and do not assume records are preserved automatically. Residual copies can persist for the limited backup/log period above, and records held by our service providers (for example, emails already sent, or payment records at Stripe) follow their own retention. We may also retain information where required for a legal hold or to comply with law.
Data is stored with a reputable cloud provider using access controls enforced at the database level. An organizer and the collaborators they invite have full access to their trip's data; leaders and chaperones see only their assigned group; students and families see only their own need-to-know slice, as described above. Health and emergency details are restricted to authorized trip staff. No system is perfectly secure, but we take reasonable measures to protect the data and to keep each role limited to what it should see.
Organizers can view and edit their data at any time, export their roster and health log as spreadsheet (CSV) files, and permanently delete individual records or their whole account. Families and students can ask the organizing school or group to correct or remove their information; because the organizer controls the data, we direct such requests to them.
For schools and organizations that need one, we make a data processing addendum (DPA) available on request, and we support additional terms for use outside the United States — for example, to address GDPR/UK GDPR controller/processor roles, lawful bases, data-subject rights, special protection for health information, subprocessor obligations, and international-transfer safeguards. This policy does not by itself constitute that agreement; contact us to put one in place. Nothing in this policy waives data-protection rights available to you under the law of your home jurisdiction.
Questions about this policy or your data: support@generalhq.app (SKATTIC LLC).