Privacy Policy

1. Data we collect

• Account information — name, email, and login credentials, handled by our authentication provider. We do not store passwords ourselves.
• Department content — the rooms, booking requests, events, and user records you create in Roomsked, including the name and email of a person who books a room.
• Usage and log data — basic technical information such as IP address, device/browser type, and actions taken, used to operate, secure, and improve the service.

We do not collect student education records by default. Scheduling a room does not require grades, student IDs, or enrollment data, and those should not be entered into Roomsked. See the FERPA section below.

2. How we use data

We use personal data to provide and maintain the service, authenticate users, process bookings and notifications, provide support, keep the service secure, and comply with our legal obligations. Where required, we rely on legitimate interests, performance of a contract, or your consent as the legal basis for processing.

3. What we don't do

We do not sell your data, share it with data brokers, run advertising against it, or use it to train AI models. We share data only with the subprocessors listed below and only as needed to run the service, or where required by law.

4. Subprocessors

The following third parties process data on our behalf. If we add or replace a subprocessor in a way that materially affects your data, we will update this list. Customers with a Data Processing Agreement can request advance notice of changes.

5. Where data is stored

Primary data is stored in the United States. If you access Roomsked from outside the United States, your data will be transferred to and processed there. For transfers of EU or UK personal data, we rely on appropriate safeguards such as Standard Contractual Clauses, available through a Data Processing Agreement.

6. Retention and deletion

We keep personal data for as long as your account is active or as needed to provide the service. You can export your data at any time. When you delete your account, we remove the associated data within 30 days, except where we are required to retain it by law.

7. Your rights

Depending on where you live, you may have the right to access, correct, export, or delete your personal data, and to object to or restrict certain processing. You can do most of this yourself in the app, or email us and we'll help. Customers in the EU or UK can request a Data Processing Agreement.

8. FERPA

Because Roomsked does not process student education records by default, FERPA-regulated data typically never touches the service. If you enable an enterprise integration that syncs student data, we will act as a "school official" with a legitimate educational interest under FERPA and enter into the appropriate agreement before that data is shared. Contact us before turning on any such integration.

9. Cookies

We use cookies that are necessary to run the service — primarily to keep you signed in and to keep the service secure. We do not use advertising or cross-site tracking cookies.

10. Children's privacy

Roomsked is intended for use by university staff and departments, not for children. We do not knowingly collect personal data from children.

11. Changes to this policy

We may update this policy from time to time. If we make a material change, we'll update the date above and, where appropriate, notify you.

12. Contact

Questions about privacy, a data request, or a DPA? Email support@roomsked.com.