Privacy Policy
Effective Date: March 11, 2026
Last Updated: March 11, 2026
Overview
TeachTools is built by a Buffalo Public Schools teacher for Buffalo teachers. We take student privacy seriously. This privacy policy explains how we collect, use, and protect information when you use TeachTools (TheTimer, ReachOut, AudioGrader, and ResetKey).
We protect student data with secure encryption, password-protected access, and local data storage. All student information is treated as confidential educational records.
Information We Collect
Teacher Account Information
- Email Address: Used for authentication and account recovery (e.g., gldavis@buffaloschools.org)
- School Assignment: Your school within Buffalo Public Schools
- Bell Schedule: Your school's period times and letter day rotation
- Class Sections: The classes/periods you teach (no student names required for TheTimer)
Student Information (AudioGrader and ResetKey Only)
- Student Names: First name and last initial only
- Login Credentials: Clever/Infinite Campus usernames (ResetKey only - encrypted storage)
- Audio Recordings: Voice recordings for assessment (AudioGrader only - stored locally, never uploaded to cloud)
- Assessment Scores: Grades and feedback for oral assessments
- IEP Status: Only if teacher manually tags student for progress tracking (AudioGrader)
Parent Contact Information (ReachOut Only)
- Phone Numbers: Parent/guardian phone numbers from Infinite Campus
- Text Message Content: Teacher-initiated messages to parents
- Communication Logs: Date, time, and message content (auto-logged to Infinite Campus)
Important: TheTimer does not collect any student data. It only needs your school's bell schedule and the periods you teach.
How We Use Information
TheTimer
- Display countdown timer for your class periods
- Show next class/duty assignment
- Personalize display with school colors
ReachOut
- Send text messages to parents via Google Voice
- Automatically log communications to Infinite Campus
- Translate messages to parent's preferred language (16 languages supported)
- Schedule messages in advance
AudioGrader
- Record student oral assessments (speeches, presentations, music performances)
- Transcribe audio with timestamps for grading
- Track IEP progress for students with goals related to oral communication
- All processing done locally on your device (no cloud uploads)
ResetKey
- Provide one-click password reset workflow for students
- Initiate password resets for Clever, Schoology, Infinite Campus, MS365
- Help students regain account access when locked out
- No password storage (teacher initiates resets through official channels)
How We Protect Student Data
Security Measures
- Local Storage: AudioGrader recordings stored on your device only, never uploaded to cloud
- Password Reset Security: ResetKey uses official platform reset workflows (no password storage)
- HTTPS: All data transmission encrypted in transit
- Authentication: Magic link email login (no passwords to steal)
- Access Control: Only the teacher who created the account can access their data
- No Third-Party Ads: We never sell student data or show ads
Student Data Protection Practices
We follow strict data protection practices for all student information:
- Student data is only accessible to the teacher who collected it
- Parents can request access to their child's records through the teacher
- We do not share student data with third parties for marketing or advertising
- Student data is used only for legitimate educational purposes
- Records are maintained securely and deleted when no longer needed
- All data transmissions use industry-standard encryption (HTTPS, AES-256)
Third-Party Services
TeachTools integrates with the following services. Each integration is designed to minimize data exposure:
Google Voice (ReachOut Only)
- What we share: Parent phone numbers and message content
- Why: To send text messages on your behalf
- Their privacy policy: policies.google.com/privacy
Infinite Campus (ReachOut Only)
- What we share: Communication logs (date, time, contact method)
- Why: To automatically document parent contact in your IC gradebook
- Access: Read-only access to parent contact info, write access to communication log
Schoology/Clever (AudioGrader and ResetKey)
- What we share: Assessment scores (AudioGrader), student usernames (ResetKey)
- Why: To sync grades to your gradebook and retrieve login credentials
- Access: Read-only access to class rosters and student usernames
Important: We only request the minimum permissions needed. We never request access to other teachers' data or district-wide student records.
Data Retention
- Teacher Account Data: Retained as long as your account is active
- Bell Schedules: Updated annually (cached for performance)
- Communication Logs: Logged to Infinite Campus permanently (per district policy)
- Audio Recordings: Stored on your device only until you delete them (local storage, no cloud)
- Password Reset Records: ResetKey keeps minimal logs of reset requests (deleted after 30 days)
- Assessment Data: AudioGrader data stored locally on your device (no TeachTools server storage)
Account Deletion
If you delete your TeachTools account:
- All student data is permanently deleted within 7 days
- Communication logs remain in Infinite Campus (per district policy)
- Audio recordings on your device remain (you must delete manually)
- You can re-register at any time with a new account
Parent Rights
Parents of students have the following rights regarding their child's information in TeachTools:
- Inspect and Review: View their child's records stored in TeachTools (contact the teacher directly)
- Request Corrections: Ask the teacher to correct inaccurate information
- Request Deletion: Ask the teacher to delete their child's data from TeachTools
- Consent to Data Collection: Teachers should obtain parental consent before collecting student information
Parents can contact the teacher at gldavis@buffaloschools.org to exercise these rights.
Children's Privacy (COPPA)
TeachTools is designed for use by teachers, not students. Teachers use TeachTools to manage classroom logistics and assess student learning. We do not knowingly collect personal information directly from children under 13.
AudioGrader and ResetKey may contain student information entered by teachers. This data is protected with secure encryption and used only for legitimate educational purposes under teacher supervision.
Changes to This Privacy Policy
We may update this privacy policy from time to time. We will notify active users via email at least 30 days before any material changes take effect. Continued use of TeachTools after changes constitutes acceptance of the updated policy.
You can always view the current version at teachtools.gmassociates.tech/privacy-policy.html
Contact Us
If you have questions about this privacy policy or how TeachTools handles student data:
- Email: gldavis@buffaloschools.org
- Subject Line: "TeachTools Privacy Question"
- Response Time: We respond within 2 business days
Buffalo Public Schools Compliance
TeachTools is designed to meet Buffalo Public Schools vendor requirements:
- Secure student data protection with encryption and access controls
- WCAG 2.1 AA accessibility standards
- Integration with approved BPS systems (Infinite Campus, Clever, Schoology)
- No advertising or commercial use of student data
- Transparent data practices and parental access rights
Legal Information
TeachTools is operated by:
GM Associates
George L. Davis II
Music Teacher, PS 197 (MST Prep)
Buffalo Public Schools
Buffalo, NY 14201
Governing Law: This privacy policy is governed by the laws of New York State and the United States, including applicable federal privacy laws such as COPPA (15 U.S.C. §§ 6501–6506).
Effective Date: March 11, 2026