Privacy Policy

1. Introduction

RelaySignal (“RelaySignal,” “we,” “us,” or “our”) is committed to protecting the privacy and security of the individuals who use our platform and the individuals whose information is processed through our services. This Privacy Policy describes how we collect, use, disclose, retain, and protect personal information in connection with the RelaySignal platform, our website located at relaysignal.io and relaysignal.org (collectively, the “Site”), and all related services, features, and content (collectively, the “Services”).

This Privacy Policy applies to:

• Organizational Users: Schools, nonprofits, educational institutions, advising programs, and other organizations (“Organizations”) that access RelaySignal through a paid or trial account;
• End Users: Students, parents, guardians, and other individuals (“End Users”) who receive communications sent through the RelaySignal platform on behalf of Organizations; and
• Visitors: Individuals who visit our Site without creating an account.

By using the Services, you acknowledge that you have read and understood this Privacy Policy. If you are an Organization, you agree that you are responsible for obtaining all necessary consents from your End Users before using RelaySignal to communicate with them.

2. Information We Collect

2.1 Information You Provide Directly

We collect information that you voluntarily provide to us, including:

• Account Registration Information: When an Organization creates an account, we collect the organization's name, contact person's name, job title, email address, phone number, billing address, and payment information.
• Profile Information: Information entered into your RelaySignal account profile, including organizational details, system integration credentials, and user preferences.
• Communications: When you contact us for support, provide feedback, or communicate with us by email or other channels, we collect the content of those communications.
• End User Data Provided by Organizations: Organizations may upload or sync contact information for their End Users, including names, phone numbers, and identifiers such as student IDs, through direct upload, CSV import, or integration with third-party student information systems (SIS) or advising platforms.

2.2 Information Collected Automatically

When you visit our Site or use our Services, we automatically collect certain technical information, including:

• Log Data: IP address, browser type, operating system, referring URLs, pages viewed, and the date and time of your visit.
• Device Information: Information about the device you use to access our Services, including hardware model, unique device identifiers, and mobile network information.
• Usage Data: Information about how you interact with the Services, including features used, messages sent, response rates, and workflow activity.
• Cookies and Similar Technologies: We use cookies, web beacons, and similar tracking technologies to enhance your experience, analyze usage patterns, and support platform functionality. You may control cookie preferences through your browser settings, though disabling cookies may affect certain features.

2.3 Information from Third Parties

We may receive information about you or your organization from third parties, including:

• Student Information Systems (SIS): If your organization integrates RelaySignal with a third-party SIS or advising platform, we may receive student and contact data as part of that integration, subject to the permissions and data sharing agreements you establish with those platforms.
• Payment Processors: Our payment processors may share transaction confirmation and billing information with us.
• Single Sign-On Providers: If your organization uses SSO authentication, we may receive profile information from your identity provider.

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Providing and Improving the Services

• To create and manage your account and provide access to the platform;
• To process and deliver SMS messages and communications sent through the platform on behalf of Organizations;
• To facilitate integrations with third-party student information systems and advising platforms;
• To monitor and analyze usage patterns to improve platform functionality, reliability, and user experience;
• To develop new features and services.

3.2 Communications

• To send you transactional communications such as account confirmations, invoices, technical notices, and security alerts;
• To respond to your support requests and inquiries;
• To send product updates, newsletters, or promotional communications where you have opted in to receive them. You may opt out of marketing communications at any time by following the unsubscribe instructions included in such messages.

3.3 Compliance and Safety

• To comply with applicable laws, regulations, and legal obligations;
• To enforce our Terms and Conditions and other agreements;
• To detect, investigate, and prevent fraudulent transactions, unauthorized access, and other illegal or harmful activities;
• To protect the rights, property, and safety of RelaySignal, our users, and the public.

3.4 SMS Messaging

RelaySignal facilitates the delivery of SMS messages sent by Organizations to their End Users. These messages are transactional and informational in nature and may include:

• Academic advising reminders and follow-ups;
• Enrollment and FAFSA-related outreach;
• Student support and engagement communications;
• Appointment confirmations and scheduling reminders;
• General informational notifications related to educational programs.

Consent: End Users receive SMS messages only after providing explicit consent to their Organization. Organizations are responsible for collecting, documenting, and maintaining records of End User consent in accordance with applicable law, including the Telephone Consumer Protection Act (TCPA) and CTIA guidelines. RelaySignal does not send unsolicited messages.

Opt-Out: End Users may opt out of receiving SMS messages at any time by replying STOP to any message. End Users may reply HELP for assistance. Standard message and data rates may apply.

No Marketing Use of End User Data: RelaySignal does not use End User phone numbers or contact information for its own marketing purposes. End User data is used solely to deliver the Services on behalf of the Organization.

4. How We Share Your Information

We do not sell your personal information. We do not share personal information with third parties for their own marketing purposes. We may share information in the following limited circumstances:

4.1 Service Providers

We work with third-party service providers who assist us in operating our platform and delivering our Services, including:

• Cloud hosting and infrastructure providers;
• SMS delivery providers and telecommunications carriers (including Twilio);
• Payment processors;
• Analytics providers;
• Customer support tools.

These service providers are contractually obligated to use your information only as necessary to provide services to us and in accordance with this Privacy Policy.

4.2 Organizations

If you are an End User, your contact information and communication history may be accessible to the Organization that initiated communications with you through the platform. End Users should contact their Organization directly for questions about how the Organization manages their data.

4.3 Legal Requirements

We may disclose your information if we believe in good faith that such disclosure is necessary to:

• Comply with a legal obligation, court order, or government request;
• Enforce our Terms and Conditions;
• Protect against fraud, security threats, or illegal activity;
• Protect the rights, property, or safety of RelaySignal, our users, or others.

4.4 Business Transfers

In the event of a merger, acquisition, reorganization, sale of assets, or bankruptcy, your information may be transferred to a successor entity. We will notify you of any such change and any choices you may have regarding your information.

4.5 With Your Consent

We may share your information for any other purpose with your explicit consent.

5. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. Specifically:

• Account Data: Retained for the duration of the account relationship and for a reasonable period thereafter to comply with legal obligations and resolve disputes.
• End User Communication Data: Message logs and delivery records are retained in accordance with our data retention schedule and applicable carrier and regulatory requirements.
• Billing Records: Retained as required by applicable tax and financial regulations.

When personal information is no longer needed, we securely delete or anonymize it.

6. Data Security

We implement and maintain reasonable administrative, technical, and physical security measures designed to protect your information against unauthorized access, disclosure, alteration, and destruction. These measures include:

• Encryption of data in transit using TLS/SSL;
• Access controls and authentication requirements for platform access;
• Regular security reviews and assessments;
• Employee training on data handling and privacy practices.

However, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security, and we encourage you to take steps to protect your own information.

7. Your Rights and Choices

Depending on your location, you may have certain rights with respect to your personal information, including:

• Access: The right to request a copy of the personal information we hold about you.
• Correction: The right to request correction of inaccurate or incomplete information.
• Deletion: The right to request deletion of your personal information, subject to certain legal exceptions.
• Portability: The right to receive your personal information in a structured, commonly used format.
• Opt-Out of Marketing: The right to opt out of receiving marketing communications from us at any time.
• SMS Opt-Out: End Users may opt out of SMS communications at any time by replying STOP.

To exercise any of these rights, please contact us at support@relaysignal.io. We will respond to your request within a reasonable timeframe and in accordance with applicable law.

California Residents: If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete personal information, and the right to opt out of the sale of personal information. We do not sell personal information. To submit a request, contact us at support@relaysignal.io.

8. Children's Privacy

RelaySignal's Services are intended for use by educational organizations and their designated contacts. We recognize that some End Users may be minors. Organizations are responsible for ensuring they have obtained appropriate parental or guardian consent before submitting contact information for minors and before sending SMS communications to minors, in accordance with the Children's Online Privacy Protection Act (COPPA) and other applicable laws.

RelaySignal does not knowingly collect personal information directly from children under the age of 13 without verifiable parental consent. If we become aware that we have inadvertently collected personal information from a child under 13 without proper consent, we will take steps to delete that information promptly.

9. Third-Party Links and Integrations

Our Services may contain links to third-party websites or integrate with third-party platforms such as student information systems and advising tools. This Privacy Policy does not apply to those third-party services, and we are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party services you use in connection with RelaySignal.

10. International Data Transfers

RelaySignal is based in the United States. If you are accessing our Services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country. By using the Services, you consent to the transfer of your information to the United States.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by updating the “Last Updated” date at the top of this policy and, where appropriate, by sending you a notification. Your continued use of the Services after any changes constitutes your acceptance of the updated Privacy Policy.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at: