Privacy Policy

1. Introduction

Servorex (“Servorex,” “we,” “us,” or “our”) provides automation software, school and nonprofit operations systems, research-informed platforms, and virtual assistant tools. Our products include Status Track, EduWorks, Virtual Assistants, and custom systems built for schools, nonprofits, and mission-driven organizations.

This Privacy Policy explains what information we collect, how we use it, how we protect it, and the choices available to you. It applies to the Servorex website (servorex.org), our platforms and products, and related services we provide.

We take the trust of the schools, nonprofits, families, and organizations we serve seriously. If anything in this policy is unclear, we encourage you to contact us — we would rather answer a question than leave one open.

2. Information We Collect

The information we collect depends on how you interact with Servorex. It may include:

• Contact information — such as your name, email address, phone number, and organization details when you submit a form, request a consultation, or communicate with us.
• Account information — such as login credentials, roles, and profile details for users of Servorex products.
• Organization and school information — such as institution details, program information, staff roles, and operational settings.
• Student, parent, and staff information — where a school or organization uses a Servorex platform to manage its operations, we process the records that institution chooses to store — for example enrollment, attendance, communication, and compliance records. This information is provided and controlled by the school or organization.
• Communication records — such as emails, form submissions, support requests, and messages sent through our products.
• Uploaded documents — where a product supports document uploads, we store the files that users or organizations choose to upload.
• Technical information — such as IP address, browser type, device information, usage logs, and information collected through cookies or similar analytics technologies.
• Google account data — if you choose to connect a Google account to a Servorex product, we may access certain Google data as described in the next section.

3. Google User Data and OAuth

Some Servorex features allow you to connect a Google account. If you do, Servorex may access only the Google data that you authorize and that is required for the specific feature you have requested. Depending on the feature you enable, this may include, for example:

• Your basic profile and email identity, used to sign you in and identify your account.
• Calendar events, if you enable calendar-related features.
• Gmail or email sending and reading, if you enable email-related features.
• Google Drive files, if you authorize Drive-related features.
• Other Google data, depending on the product configuration your organization has enabled.

You can revoke Servorex’s access to your Google account at any time from your Google Account permissions page at myaccount.google.com/permissions. You may also contact us to request deletion of Google user data we hold, where applicable.

4. How We Use Information

We use the information we collect to:

• Provide and operate our website, platforms, and products.
• Respond to inquiries, consultation requests, and support questions.
• Create and manage accounts and organization workspaces.
• Provide automation, reporting, communication, and support features.
• Improve the reliability, security, and quality of our services.
• Comply with legal obligations and enforce our terms.
• Support integrations that a customer or organization has requested, such as connections to Google services or other third-party tools.

5. AI and Virtual Assistant Features

Some Servorex products include AI-powered assistant features. When you use them:

• AI assistants may process your questions together with relevant, organization-approved knowledge sources in order to generate responses.
• Conversations may be logged for support, quality assurance, safety, and service improvement purposes.
• AI-generated responses are informational. They may be incomplete or inaccurate and are not a replacement for official school guidance or legal, compliance, immigration, financial, or other professional advice.
• Human review and escalation paths may be used where appropriate, so that sensitive or complex questions can reach the right people.
• AI conversation logs do not automatically become part of an organization’s official knowledge base — content is added only through review and approval by authorized people.

6. How We Share Information

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

• Service providers and subprocessors — we work with hosting, email, analytics, and similar providers who process data on our behalf to run our services.
• Your school or organization — if your account belongs to an organization workspace, the organization that owns or administers that workspace can access the data managed within it.
• Authorized users — staff and users within an organization see information according to the roles and permissions their organization has configured.
• Legal and security reasons — when required by law, legal process, or to protect the rights, safety, and security of Servorex, our users, or others.
• Business transfers — if Servorex is involved in a merger, acquisition, or transfer of assets, information may be transferred as part of that transaction, subject to this policy.
• With consent — in any other case, we share information only with your consent or the authorization of your organization.

7. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect the information we process — including access controls, role-based permissions, and secure transmission practices. No system can guarantee absolute security, but we work to protect data in a way that reflects the sensitivity of the organizations and people we serve, and we review our practices as our products evolve.

8. Data Retention

We retain information for as long as it is needed to provide our services, meet legal and audit obligations, support operational continuity, and fulfill the requirements of the customer or organization that controls the data. When information is no longer needed for these purposes, we take reasonable steps to delete it or de-identify it. Organizations using Servorex platforms may also have their own retention requirements that govern the records stored in their workspace.

9. User Choices and Rights

• Access, update, and deletion — you may contact us to request access to, correction of, or deletion of personal information we hold about you, where applicable.
• Opt out and unsubscribe — you may opt out of non-essential communications where applicable, using the unsubscribe options provided or by contacting us.
• Cookies and browser controls — most browsers allow you to control or delete cookies through their settings.
• Google account revocation — you can revoke Servorex’s access to your Google account at any time from your Google Account permissions page.
• Organization-controlled data — if your data is managed within a school or organization workspace, some requests may need to be directed to, or approved by, that organization’s administrators, since they control the records in their systems.

10. Children and Student Data

Servorex products may process student-related data on behalf of the schools and organizations that use our platforms. In those cases, the school or organization controls the data, and Servorex processes it to provide the services the institution has authorized.

• Schools and organizations are responsible for obtaining any required consents and providing any required notices to students, parents, and families in connection with their use of Servorex platforms.
• Servorex does not knowingly collect children’s personal information directly for unrelated marketing purposes.
• Student data stored in our platforms is used to provide school-authorized services — not for advertising or unrelated purposes.

11. International Users

Servorex is based in the United States, and information may be processed and stored in the United States or with service providers located in other jurisdictions. If you access our services from outside the United States, you understand that your information may be transferred to, and processed in, locations that may have different data protection rules than your home jurisdiction.

12. Changes to This Policy

We may update this Privacy Policy from time to time as our services, technologies, or legal requirements change. When we do, we will post the updated policy on this page with a revised effective date. Material changes may also be communicated to customers and organizations directly where appropriate.

13. Contact

If you have questions about this Privacy Policy, our data practices, or a privacy-related request, contact us at info@servorex.org.