PlanningHour privacy

Conference information

Teachers enter profile details, a student’s first name and last initial, a conference code, guardian contact information, availability, invitations, appointments and optional notes, follow-ups and contact attempts. Parents supply verification and booking responses. Teacher-entered family information is saved before a parent opens an invitation or verifies an email. Verification limits access; it is not consent to the earlier disclosure.

Firebase/Google Cloud processes account, conference and document data. Resend processes email recipients and message content for verification and conference notifications. Teachers access their own records; parents use protected invitations without an account. Authorized administration and service processing support security, delivery and owner-reviewed deletion. Protected display codes do not make the underlying records anonymous.

Conference-record retention and school copies

Account expiry does not automatically remove conference records. No automatic conference-record retention period is currently applied. Confirm permitted retention and transfer requirements with your school; download available records and completed forms into the school’s approved records process. PlanningHour is not the school’s official records system. Blank library masters remain while the account exists. Shared document deadlines below are separate.

Local Paperwork — Free

Your document is processed in your browser and is not uploaded to Shared Paperwork. Download your copy before closing or refreshing the page.

Form Library — blank forms

Blank PDFs you choose to add to Form Library are saved privately to your teacher account, including on Free. Your uploaded blank master stays unchanged. Filling privately uses a separate copy on your device; choosing Shared Paperwork creates a separate shared-workflow copy. Blank masters remain available while your account exists and do not use Shared Paperwork’s document-expiry periods. When account deletion begins, access is revoked while the necessary cleanup is completed.

Shared Paperwork — Plus

Choosing Shared Paperwork uploads your source privately to PlanningHour's Firebase infrastructure. A separate image-based working copy is used for rendering. Document fields, signatures, immutable sent versions and the completed PDF support remote review and signing. Parent email is used for the private invitation and verification messages delivered through Resend. Parents do not need an account.

Overview screens show protected conference codes. Form contents are visible only within the authorized document view. PlanningHour does not extract student names from the form for dashboards or analytics. Use only information your school permits, and do not treat PlanningHour as your district records system.

Owner-reviewed account deletion

Teachers can request account deletion. The owner reviews and confirms each request before cleanup starts. Access is revoked when approved cleanup begins. Unfinished or failed cleanup remains visible for recovery; completion is recorded only after the required cleanup is verified. Three minimal completed-deletion tracking records and a reference lookup remain for 14 days after that completion, then scheduled removal runs. Removal failures remain visible and retryable. These records track deletion, not student document contents. Provider backups and any records needed for unfinished cleanup are separate.

Shared Paperwork access and expiry

• Drafts: 90 days after the last successful edit.
• Unsigned sent forms: 90 days after send.
• Completed forms: 30 days after successful submission.
• Signing links: 14 days, capped by the form's deadline.
• Verification codes: 10 minutes; signing sessions: 30 minutes.
• Failed or unattached uploads: scheduled cleanup within 24 hours.
• Notifications and reminder history: 30 days.
• Minimal security events: 90 days, without form contents or raw signing tokens.
• Your reusable teacher signature: until you remove/replace it or delete your account.

You can remove your own existing paperwork even after Plus or trial access expires. Removal revokes access before cleanup. If cleanup fails, PlanningHour must keep retrying and show its actual status.

The Storage bucket's current provider soft-delete period is seven days. An administrator may be able to recover deleted objects during that window. Removal from PlanningHour is not a promise of instant erasure from provider backups or logs. Other provider log/backup aging has not yet been confirmed.

If enabled by your teacher, you can download the completed copy while its private link remains authorized. Revoking access cannot recall a copy someone already downloaded.

PlanningHour does not claim district approval, independent identity verification or certified legal compliance from this signing process.