Privacy Policy
Last Updated: December 31, 2025
The website located at www.gpa.coach (the "Site") is operated by MHB Software, LLC ("Company", "us", "our", and "we"). This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our service. Please read this Privacy Policy carefully. By accessing or using GPA Coach, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use the Site.
This Privacy Policy is incorporated into and subject to our Terms of Use. Capitalized terms not defined in this Privacy Policy have the meanings given to them in our Terms of Use.
1. Our Data Philosophy
We believe the best way to protect your data is to minimize what we collect and store. Academic information about your children—including grades, assignments, due dates, and teacher feedback—is fetched from school portals, used to generate your daily report, delivered to you, and then immediately discarded. We do not retain copies of this academic data.
2. Information We Collect
2.1 Information You Provide
- Account Information: Your name and email address when you create an account
- School Portal Credentials: Login information for school systems (such as Aeries) that you authorize us to access on your behalf
- Student Portal Credentials: Login information for learning management systems (such as Google Classroom) that you authorize us to access on your behalf
- Report Preferences: Your preferred delivery time, timezone, and designated email recipients
2.2 Information We Retrieve From Linked Systems
- Student Information: Your children's names, grade levels, student ID numbers, and school associations are retrieved from the school portals you connect
2.3 Information We Collect Automatically
- Usage Data: Information about when you access the Site and which features you use
- Device and Technical Data: Browser type, operating system, device information, and IP address for security, troubleshooting, and fraud prevention purposes
2.4 Information We Retrieve But Do Not Store
- Academic Data: Grades, assignments, due dates, classroom announcements, and other academic information are retrieved from school portals solely to generate your reports and are discarded immediately after delivery. This data is never stored in our systems.
3. How We Use Your Information
We use the information we collect to:
- Deliver the Service: Access school portals using credentials you provide, retrieve academic information, generate personalized reports, and deliver them to your designated email addresses
- Maintain Your Account: Manage your account settings, preferences, and connected school portals
- Communicate With You: Send service related communications, security alerts, and respond to your inquiries
- Improve the Service: Analyze aggregated, anonymized usage patterns to enhance functionality and develop new features
- Ensure Security: Detect, prevent, and address fraud, unauthorized access, and other security issues
- Comply With Legal Obligations: Meet applicable legal requirements and respond to lawful requests from authorities
3.1 Aggregated and Anonymized Data
We may use anonymized and aggregated data that does not identify you or your children to improve our AI generated insights, train our analysis models, develop new features, and understand usage patterns. Your personally identifiable information and your children's specific academic records are never used for these purposes.
4. How We Protect Your Information
4.1 Credential Security
Your school portal credentials receive our highest level of protection:
- Vault Storage: All passwords are stored in an enterprise grade secrets management vault, separate from our primary database. Our database stores only encrypted reference keys, not actual passwords.
- Encryption: Credentials are encrypted at rest and in transit using industry standard encryption protocols.
- Limited Access: Credentials are retrieved from the vault only when needed to access school portals on your behalf.
4.2 General Security Measures
We protect your information using encryption for all data transmission (TLS/HTTPS), secure authentication practices, and regular security updates across our systems.
4.3 Data Breach Response
In the event of a data breach affecting your personal information, we will notify you in accordance with applicable law. Notification will include a description of the incident, the types of information involved, steps we are taking to address the breach, and recommendations for protecting yourself.
5. Data Sharing and Disclosure
5.1 Service Providers
We engage trusted third party service providers to assist in operating our service, including providers for authentication, email delivery, data storage, hosting, and AI powered report generation. These providers access your information only to perform services on our behalf and are contractually obligated to protect your data and use it solely for the purposes we specify.
5.2 We Do Not Sell Your Data
We do not sell, rent, or trade your personal information or your children's academic data to third parties for marketing or any other purpose.
5.3 Circumstances Requiring Disclosure
We may disclose your information if required to do so by law or in response to valid requests by public authorities (such as a court or government agency). We may also disclose information when we believe in good faith that disclosure is necessary to:
- Comply with a legal obligation
- Protect and defend our rights or property
- Prevent or investigate possible wrongdoing in connection with the Service
- Protect the personal safety of users or the public
- Protect against legal liability
5.4 Business Transfers
If we are involved in a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you via email and/or prominent notice on our Site of any change in ownership or uses of your personal information, as well as any choices you may have regarding your information.
6. Data Retention
| Data Type | Retention Period |
|---|---|
| Account information | Retained while your account is active; deleted within 30 days of account deletion |
| Student information | Retained while your account is active; deleted with your account |
| School portal credentials | Deleted immediately when you disconnect a portal or delete your account |
| Academic data | Never stored; fetched, used for report generation, and immediately discarded |
| Technical and security logs | Retained for up to 90 days for security and troubleshooting purposes |
7. Your Rights and Choices
7.1 Access and Portability
You may request a copy of the personal information we hold about you by contacting us at the address below.
7.2 Correction
You may update or correct your account information at any time through your account dashboard or by contacting us.
7.3 Deletion
You may request deletion of your account and all associated data. Upon receiving a valid deletion request:
- Your account information will be deleted within 30 days
- All stored credentials will be immediately removed from our vault
- Student information associated with your account will be deleted
- You will cease receiving all communications from us
To delete your account, use the account settings in your dashboard or contact us at support@gpa.coach.
7.4 Disconnect Portals
You may disconnect any linked school portal at any time through your account dashboard, which will immediately delete the associated credentials from our vault.
7.5 Communication Preferences
You may pause or stop daily reports at any time through your account settings. Note that you cannot opt out of service related communications (such as security alerts) while your account remains active.
8. Children's Privacy
GPA Coach is designed for parents and legal guardians to monitor their children's academic progress. Our service is not directed to children under 18 years of age, and we do not knowingly collect personal information directly from children.
- Only parents or legal guardians may create accounts
- All student data is collected through parent authorized portal access
- Student data is managed entirely by the parent account holder
- We do not store student photos; default avatars are used throughout the service
If you believe we have inadvertently collected information directly from a child, please contact us immediately at support@gpa.coach, and we will take steps to delete such information.
9. California Privacy Rights
If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):
- Right to Know: You may request information about the categories and specific pieces of personal information we have collected about you, the sources of that information, our purposes for collecting it, and the categories of third parties with whom we share it.
- Right to Delete: You may request deletion of your personal information, subject to certain exceptions.
- Right to Opt-Out of Sale: We do not sell personal information, so this right does not apply.
- Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights.
To exercise your California privacy rights, contact us at support@gpa.coach. We will verify your identity before processing your request.
10. International Users
GPA Coach is operated from the United States. If you access our service from outside the United States, please be aware that your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country of residence. By using our service, you consent to the transfer of your information to the United States.
11. Cookies and Similar Technologies
We use essential cookies and similar technologies to operate our service, maintain your session, and remember your preferences. We do not use cookies for advertising or cross site tracking purposes, and we do not respond to Do Not Track browser signals. You may configure your browser to refuse cookies, but doing so may limit your ability to use certain features of the service.
12. Third Party Links
Our service may contain links to third party websites or services that are not operated by us. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third party websites or services. We encourage you to review the privacy policies of any third party sites you visit.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we make material changes, we will:
- Update the "Last Updated" date at the top of this policy
- Notify you by email to the address associated with your account
- Provide notice through the Site when you log in
Your continued use of GPA Coach after any changes to this Privacy Policy constitutes your acceptance of the updated policy. We encourage you to review this Privacy Policy periodically.
14. Contact Us
If you have questions about this Privacy Policy or our privacy practices, please contact us:
Email: support@gpa.coach
Quick Reference
| Question | Answer |
|---|---|
| Do you store my child's grades? | No. Academic data is fetched, used for your report, and immediately discarded. |
| Where are my passwords stored? | In an encrypted vault, separate from our primary database. |
| Do you sell my data? | Never. |
| Can I delete everything? | Yes. Account deletion removes all your data within 30 days; credentials are deleted immediately. |
| Do you store student photos? | No. We use default avatars throughout the service. |