Data policy

Effective September 5, 2026 · Last updated October 20, 2026

What personal data we keep about you, how long we keep it, and how to get a copy.

Data policy at a glance

This page answers how long we keep your data and how you get a copy of it or have it deleted. Our Privacy Policy answers the other half: what we collect about you, and why. A question about retention or access is answered here; a question about what we gather or who sees it is answered there.

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Your conversations with Ask HQ are kept with your account until you delete them in the app or delete your account.

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We keep your account data for as long as your account stays active.

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You can request a copy of your data, or delete your account outright, at any time.

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If you keep a private Superintendent evaluation, its records are in your data download and are deleted when your account is deleted.

Categories of data we keep

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Account and profile data — your email, profile fields you filled in, your verified board seat, and the sign-in methods connected to your account (email and password, Google, or Sign in with Apple), plus LinkedIn if you connected it to import your name.

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Activity data — connection requests, saved items, checklist steps, forum posts and comments, notifications.

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Documents you upload to the Board Document Library, visible to other verified members in your district.

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AI chat history — your conversations with Ask HQ, and a private work-session record for each one (its opening words as a title, the kind of board work it appears to be, your district and when you last used it). Your most recent conversation reopens when you open Ask HQ, and the clock icon in Ask HQ lists your earlier ones to reopen or delete.

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Event networking — if you use Nearby & events, the event rooms you joined, when, and whether you chose to appear there; while Nearby is on, a random code that expires after 15 minutes; and, for a connection request made through Nearby or an event room, a note that it started there. We never keep how close anyone was or a history of who was near you.

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Superintendent evaluation records — if you use that workspace, the evaluation cycles, goals, evidence, check-ins, notes, your own input, summative copy and contract dates you enter, and the superintendent’s name and title copied from your district’s public leadership record. No other member can see them in the app. When you switch Ask HQ on for an evaluation, what it reads of it (titles and dates, the name you gave your approach, the source labels you typed on evidence, your contract dates, counts from your other evaluations that have Ask HQ turned on, and any note you mark) is also sent to Anthropic to generate an answer, as the Privacy Policy describes. Your Ask HQ conversations about an evaluation, including the titles of the records Ask HQ cited, are kept with your account until you delete them or your account.

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If you turn it on, your two-factor authentication enrollment status — the authentication secret itself is stored by our authentication provider, Supabase Auth, not in our own database.

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If you subscribe to SchoolBoardHQ Pro, a record of that subscription and its dates, shared with our purchase-processing provider, RevenueCat. Never your payment card details — those go to Apple (in the iOS app) or Stripe (on the web) and never reach us.

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Lightweight, non-content usage events (which feature you used, not what you typed) and your account ID for feature targeting, for our analytics provider, PostHog.

How long we keep it

We keep your account data for as long as your account is active. Content other members rely on for context (for example, a forum reply) is retained in de-identified form rather than fully removed when you delete your account. Public board-member roster data originates from public state/district sources and persists independently of your app account — deleting your account doesn't remove it from the public record it came from.

Your Nearby code is replaced the next time you start Nearby and removed when you stop it or leave the event; leaving an event room removes your place in it. Ask HQ work-session records go with their conversation. All of these are deleted when your account is deleted. For each Ask HQ answer we also keep a technical note of which kinds of sources it drew on, never your question or the answer; deleting the conversation or your account removes the link between those notes and you. We also keep daily counts of how many Ask HQ questions were about each general topic, split by Free and Pro; they hold no question, answer or link to you, so there is nothing in them to delete.

Your data inside the app

Some of what we keep about you is visible and manageable in the app itself, not just on request. Under Settings → Account you can download a copy of your account data, see and disconnect the sign-in methods and LinkedIn connection on your account, and delete your account. That download includes your Superintendent evaluation records, your Workspace notes, your meeting prep, and your Ask HQ conversations and work-session records. It does not yet include your event rooms; email us for a copy of those. Your most recent Ask HQ conversation reopens when you open Ask HQ.

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Ask HQ conversations: in Ask HQ, tap the clock icon to see all of your conversations, open an earlier one, or delete one. To delete all of them at once, go to Settings → Privacy & security → Clear Ask HQ history. Deleting removes the conversation, Ask HQ’s answers in it and its work-session record, and cannot be undone; download your data first if you want a copy. A question you asked in the last 24 hours still counts toward your daily Ask HQ limit after you delete it, so we keep the time you asked it, never the question, and delete that record automatically within 26 hours of when you asked (24 hours plus up to two hours for the hourly clean-up). A suggested fact about your district that you already accepted or dismissed stays, without its link to the conversation.

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Personalization: each Experience & expertise entry has Use for my personalization, which starts on. Turn it off for an entry under Settings → Privacy & security → Experience & expertise, and Ask HQ stops using that entry to tailor its answers.

Getting a copy of your data

Email support@schoolboardhq.com and we'll send you a copy of the personal data we hold about you in a portable format (JSON or CSV). We verify your identity within 3 business days and aim to complete most requests within 30 calendar days.

Deleting your data

Delete your account

You can schedule deletion of your account yourself, in-app, from Me → gear icon → Settings → Delete account — no need to contact support. After you confirm, your account enters a 30-day grace period; permanent deletion happens automatically at the end of it unless you sign back in and cancel before then.

Changes

If we make a material change to how long we keep your data or how you can request a copy of it, we'll update the date at the top of this page. Questions go to support@schoolboardhq.com.