Privacy Policy

This Privacy Policy explains how Cubed Technologies, LLC (“Coverling,” “we,” “us”) handles personal information connected to the Coverling website and the Coverling scheduling application (together, the “Service”).

Coverling is scheduling software. School districts and other employers (each a “district”) use it to record staff absences, find substitutes, assign shifts, track time, and produce payroll files.

Your district controls its records. Coverling processes them for the district. When a district uses Coverling, the district decides what information about its staff and substitutes goes into the Service and why. For those records, the district is the controller (the party responsible for the data), and Coverling is the district’s processor or service provider. We handle the records on the district’s behalf and under our agreement with the district. These records include rosters, absences, shifts, assignments, time entries, and payroll records.

Coverling is responsible for a smaller set of information: what visitors give us on our public website (for example, joining our waitlist), cookie choices and opt-in analytics, sign-in and security records, and messages you send us directly.

This policy covers:

• District staff who use Coverling to manage coverage. This includes administrators, coordinators, staff who request coverage, payroll staff, and read-only reviewers. The district decides each person’s role.
• Substitutes and other workers whom a district adds to its roster.
• District employees whose absences are recorded in Coverling, even if they never sign in.
• Staff of service partners, which are organizations that help districts set up and run Coverling.
• Visitors to our website, including people who join our waitlist.

If your district has signed an agreement or data privacy agreement (DPA) with Coverling, that agreement controls how we handle the district’s records. This policy describes our general practices. For questions about how your district uses your information, contact your district.

Adults only. The Service is for adults. It is not directed to children, and you must be at least 18 years old to create a Coverling account.

United States only. Coverling is offered only to organizations in the United States and their staff and workers. We host the Service and its database in the United States. The service providers listed under “How we share information” show where each one processes information.

We collect only what we need to run the Service. The lists below separate what a district gives us, what you enter yourself, and what is collected automatically.

We use personal information only to run and protect the Service. For district records, we act on the district’s instructions under our agreement with the district. Each purpose below names what it rests on.

• Matching open shifts. Finding substitutes who are available, not excluded from the school, have the needed skills, and are not already booked. Rests on: the district’s instructions and agreement.
• Notifying people. Emailing shift offers, assignment confirmations, schedule changes and cancellations, reminders, and invitations. Rests on: the district’s instructions and agreement.
• Producing payroll records. Building time-off and substitute-pay files that district payroll staff review, download, and import into their own payroll system. Rests on: the district’s instructions and agreement.
• Running your account. Signing you in, showing the right workspace and role, and saving your availability and preferences. Rests on: providing the Service you or your district asked for.
• Support. Answering your questions and fixing problems. Rests on: your request, or the district’s instructions.
• Security and audit. Keeping an audit trail, preventing misuse, and investigating problems. Rests on: keeping the Service secure, and our legal obligations.
• Improving the Service. Looking at how features are used, using scrambled identifiers or opt-in analytics. Rests on: our interest in improving the product, and your consent for browser analytics.
• Billing districts. Setting up and collecting paid subscriptions, once paid billing begins. Rests on: the district’s subscription agreement.
• Legal compliance. Responding to lawful requests and keeping required records. Rests on: our legal obligations.

How matching works. Coverling uses rules the district sets, such as availability, school exclusions, skills, and existing bookings, to decide who receives a shift offer. It does not make hiring, firing, screening, or pay decisions. The district makes those decisions.

Waitlist email. If you join our waitlist, we send you occasional launch updates only. Every message includes an unsubscribe link.

What we do not do. We do not sell personal information. We do not use it for targeted advertising. We do not use district records for purposes unrelated to providing the Service to that district.

Coverling schedules adults. The Service is built to schedule school staff and substitutes. It has no fields for student names, student IDs, student grades, or other student records. We do not ask districts for student information, and we do not collect student records for our own purposes.

Some fields accept free text. Absence notes, shift preparation notes, and school-exclusion reasons accept whatever a user types. Please do not enter student information in these fields. If student information is entered anyway, we treat it as the district’s record. We use it only to provide the Service to that district. We never use it for analytics, advertising, or marketing. We delete it as the district’s agreement requires.

FERPA and state student-privacy laws. Where Coverling receives any information that is part of a student’s education record, we handle it under the district’s direction, use it only for the purpose the district contracted for, do not sell it, do not use it for advertising, and delete it as the agreement requires.

Staff records. Absence, leave, assignment, time, and pay records about district employees and substitutes are the district’s employment records. We process them only for the district.

Analytics stay separate. Our analytics events are designed to carry identifiers, statuses, and counts, not the free-text fields above. Free text is never sent to our outside analytics provider. The one exception is error reports, which are masked and shortened first (see “Cookies and analytics”).

Optional browser analytics starts only after you accept analytics in Cookie preferences. You can change that choice from the page footer. Session replay is disabled in this application.

No advertising trackers. Coverling does not use advertising cookies, ad networks, or cross-site ad tracking.

Within your district. People in your district see information based on the role and schools the district assigns them. District staff can see their workers’ roster details, availability, offers and responses, assignments, cancellations (including late cancellations), attendance (check-in and no-show), time and pay records, and the history of actions in the district’s workspace. Reasons for excluding a worker from a school are visible to district managers only.

If you work for more than one district. Each district sees only the records connected to its own workspace. You keep one sign-in, so each district you work for sees the name and email address on your account.

Service partners. Some districts work with a service partner through Coverling. If a district accepts a partner, the partner can:

• see summary coverage numbers for that district, such as fill rate, uncovered shifts, and no-shows; and
• help with district setup and decide requests from people asking to become district administrators, which include the requester’s identity.

The district can end the partnership at any time.

Coverling support. A small number of Coverling staff can open the workspace of any active district or service partner to provide support and fix problems. While they are in a workspace, they have the same access as that organization’s administrators, including approving payroll and managing roles. They never become members of the organization. Each time they open a workspace, and each change they make there, is recorded in the audit log and marked as Coverling support. Viewing records is not logged, the same as for district staff. Districts are not notified each time Coverling staff open their workspace.

Service providers (subprocessors). We use these companies to run the Service. They may process personal information only to provide their services to us.

• Microsoft Azure (Microsoft). Hosting, database, file storage, key management, application monitoring and logs, and sending notification emails and text messages (Azure Communication Services). Information involved: all Service data. Location: United States (primary region: West US 2; email data location: United States).
• Microsoft 365 (Microsoft). Business email for messages sent to Coverling’s addresses. Information involved: whatever you include in your message. Location: being confirmed.
• Descope. Sign-in, identity verification, single sign-on, Google sign-in, and sign-in emails. Information involved: name, email address, phone number if used, the profile details Google shares if you sign in with Google, and sign-in records. Location: being confirmed.
• PostHog. Product analytics and error reports, only after you accept analytics. Information involved: an internal ID that does not identify you, usage events, and masked error reports. PostHog receives no session recordings. Location: United States.
• Stripe. Subscription billing for districts, once paid billing is turned on. Information involved: the administrator’s email address, organization name, internal organization ID, and payment status; card details go directly to Stripe. Location: being confirmed.

This list is our current list of subprocessors. We will notify district administrators before we add a new one.

When the law requires it. We may disclose information if we believe in good faith that the law, a court order, or a valid legal process requires it, or that disclosure is needed to protect the safety, rights, or property of people or of Coverling. Where the law allows, we will notify the affected district before we disclose its records.

Business transfers. If Coverling is involved in a merger, acquisition, or sale of assets, information may pass to the new owner. District records would remain subject to the districts’ agreements.

Summary data. We may use summary (aggregated) or anonymized (de-identified) information that identifies no person or district, such as average fill rates, to improve the Service or publish benchmarks. We use it only in that form and subject to district agreements.

We do not sell personal information. We do not share it for cross-context behavioral advertising.

For people who explicitly choose work texts (offers, assignments, changes, reminders, and game claim updates), we keep the confirmed mobile number, consent wording version, grant/withdrawal times, and delivery/suppression records to operate the program and honor choices. Adding a phone to a roster does not opt you in. We share the destination number and message content with Microsoft Azure Communication Services and the telecommunications providers needed to deliver your texts. We do not sell or share mobile numbers or SMS consent for third-party marketing. Messages identify the organization responsible for the work update. Category and quiet-hours preferences control optional work texts; verification codes and requested HELP replies are sent immediately.

If you set quiet hours, we store the start time, end time, and time zone you save with your notification preferences. The editor suggests 9 PM to 6 AM in your device’s time zone; quiet hours apply only after you save them. During quiet hours we hold ordinary work texts until the window ends. Unless you turn the urgent option off, urgent updates still reach you during quiet hours: a shift offer for a shift later the same day, or a change or cancellation to your next assignment within 12 hours.

You can withdraw in your profile or reply STOP to the sending number. We retain suppression records to avoid further messages.

We keep information for as long as we need it to provide the Service, to meet the district’s instructions, or as the law requires. The periods below reflect how the Service is set up today.

• District records (roster, absences, shifts, assignments, availability, time entries): for as long as the district’s agreement is in effect, then as described under “When a district’s agreement ends.”
• Payroll export files: seven years in write-protected storage. During that time, Coverling cannot change or delete them.
• Security audit log: seven years.
• Invitations: invitation links for substitutes and other workers expire after 7 days. Administrator invitations from a service partner expire after 30 days if unused. The invitation record, which holds the invitee’s email address, is kept with the organization’s records.
• Roster files rejected for containing sensitive data: deleted when the import is rejected.
• Application and server logs: 30 days.
• Database backups: 14 days. Deleted information can stay in backups until they expire.
• Waitlist sign-ups: until the Service launches publicly or until you ask to be removed, whichever comes first.
• Opt-in analytics held by PostHog: kept under our analytics provider’s retention settings.
• Sign-in identity held by Descope: deleted when your account is closed.

Other operational records, such as service events, in-app notifications, and email delivery records, are kept only while we need them to run and secure the Service. We will publish fixed periods for them once their automatic deletion runs.

When a worker leaves a district. The district removes or deactivates the worker. The worker’s assignment, time, and payroll history stays with the district’s records, because payroll and employment records often must be kept for years. We keep that history for the life of the district’s agreement, or longer if the district directs or the law requires.

When a district’s agreement ends. We suspend the workspace. The district’s data stays available for export for 30 days. We delete it within 90 days after that, unless a legal hold or the district’s agreement says otherwise. Some records are exceptions: payroll export files stay in write-protected storage until their seven-year period ends, and backups expire on their own schedule.

Records that came from your district. If your information came from your district, the district controls it. This includes roster details, absences, assignments, time, and pay records. Please send requests to see, correct, or delete those records to your district. If you contact us instead, we will refer you to your district within 10 business days and help the district respond.

Changes you can make yourself. In the app, you can:

• update your name and mobile phone number;
• set your availability and work preferences; and
• unsubscribe from certain notification emails using the link in the email.

Your notification email address is managed through your district’s invitation.

Analytics. Use Cookie preferences in the page footer to accept or decline analytics at any time.

Information Coverling controls. To ask for a copy of, a correction to, or deletion of information that Coverling controls, email us at legal@coverling.com. This covers your sign-in account, waitlist sign-up, analytics data, and messages you sent us. There is no self-service “delete my account” button today. We will confirm your identity before acting, and we will respond within 30 days. We may keep information your district needs, or that the law requires us to keep.

State privacy rights. Depending on where you live, state law may give you rights over your personal information. These can include the right to:

• know what we collect and get a copy of it;
• correct it;
• delete it;
• opt out of its sale, of sharing for targeted advertising, or of profiling (we do none of these); and
• appeal our decision on your request.

You may use an authorized agent where the law allows. We will not treat you differently for exercising your rights.

We use safeguards appropriate to a small software company that handles workforce and employment records:

• Encryption in transit. The website and app use HTTPS. Connections to our database require encryption, and the Azure services we rely on, such as Key Vault, enforce TLS 1.2 or higher.
• Encryption at rest. Our database, file storage, and logs are encrypted by Microsoft Azure. Secrets and encryption keys are kept in Azure Key Vault. Invitation links are stored only in scrambled (hashed) form, and invitation emails waiting to be sent are encrypted.
• Access controls. Our servers check each person’s access against the roles and schools the district assigned. Records are kept separate by district. Our database sits on a private network, and our application reaches it with managed identities instead of stored passwords. Production changes require human approval.
• Collecting less. We scramble identifiers in analytics, reject sensitive ID and financial fields, and keep names, email addresses, and similar direct identifiers out of our logs.
• Audit trail. Security-relevant actions are written to an audit log that cannot be edited.

No system is perfectly secure, and we cannot guarantee the security of information. Coverling has not yet completed a third-party security certification such as SOC 2.

If there is a security incident. If we learn of a security incident that affects personal information we hold for a district, we will notify the affected district without undue delay, and within any time the law or the district’s agreement requires, and we will cooperate with its response. Affected individuals will be notified by the district or by us, as the law and the district’s agreement require.

Your part. Your sign-in uses your email account, a passkey, or your district’s single sign-on. Keep them secure. Tell us right away at legal@coverling.com if you think someone else has used your account.

We may update this policy as the Service or the law changes. When we do, we will post the new version on this page and change the effective date at the top.

If we make a material change, we will give at least 30 days’ notice before it takes effect, for example by emailing district administrators or showing a notice in the app. If a change affects a choice you made, such as analytics, we will ask again through the cookie banner.

Earlier versions of this policy are available on request.

Questions about privacy at Coverling can go to legal@coverling.com.

Mailing address: 4613 Munson Street, Austin, TX 78721