Privacy Policy

Last updated: April 4, 2026

Who We Are

CasePilot360 ("we," "us," "our") is operated by CasePilot360. We provide educational tools and software for families and independent advocates navigating the IEP and Section 504 process. This Privacy Policy explains how we collect, use, and protect your information when you use our platform at the CasePilot360 platform.

Information We Collect

We collect information you provide directly to us, including:

• Account information such as your name, email address, and password
• Your child's first name, grade level, school name, plan type (IEP or 504), and state
• IEP goals, 504 accommodations, observations, and documents you upload to your Advocacy Binder
• Messages you send through the Platform to an independent advocate or to us
• Payment information processed by our payment processor, Stripe. We do not receive or store your full card number

We also automatically collect standard usage data such as browser type, device information, IP address, pages visited, and timestamps. We use cookies only for authentication and session management.

How We Use Your Information

We use your information to:

• Provide and maintain the CasePilot360 platform and its features
• Connect you with the independent advocate you choose and share your information with them at your direction
• Send transactional communications about your account, subscription, or upcoming meetings
• Improve the platform based on aggregated, de-identified usage patterns

We do not sell your information. We do not use your child's educational data for advertising. We do not share your data with school districts, educational institutions, or any third party without your explicit written consent.

Your Child's Data

We treat all information about your child with the highest level of care. Your child's name, goals, accommodations, documents, and observations are stored in your parent-controlled Advocacy Binder. Only you, and the independent advocate you choose to connect with (for example by using their join code), can access this data. We are building with FERPA compliance principles. Your child's educational information is never shared with their school, district, or any outside party unless you direct us to do so in writing.

Data Security

We use industry-standard encryption (TLS/SSL) for data in transit and encrypt sensitive data at rest. Access to your data is restricted to authorized personnel who need it to provide your requested services. We conduct regular security reviews and maintain access logs.

Data Retention and Deletion

We retain your data for as long as your account is active. You may request deletion of your account and all associated data at any time by emailing support@casepilot360.com. Upon receiving a deletion request, we will permanently remove your data within 30 days, except where retention is required by law.

Third-Party Services

We use a limited number of third-party services to operate the platform, including hosting (Netlify), payment processing, and email delivery. These providers are contractually bound to protect your data and may only use it to perform services on our behalf.

Your Rights

You have the right to access, correct, or delete your personal information at any time. You may export your Advocacy Binder data. You may opt out of non-essential communications. To exercise any of these rights, contact us at support@casepilot360.com.

Children's Privacy

Our platform is designed for use by parents and legal guardians, not by children directly. We do not knowingly collect information from children under 13. All child-related data is entered and controlled by the parent or guardian account holder.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice on the platform. Your continued use of the platform after changes are posted constitutes acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at support@casepilot360.com.

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