Privacy Policy

Overview

The Hargrave Modular Casebook (the “Application”) is an internal content-planning and digital asset management tool operated by Hargrave Military Academy. It is intended for use by authorized Hargrave Military Academy staff. This policy explains what information the Application collects, how it is used, and the choices you have.

Information we collect

When you sign in with Google, the Application receives basic profile information from your Google Account: your name, email address, and profile picture. We use this solely to create and identify your account, assign your role, and personalize your experience.

With your explicit consent, the Application requests access to the following Google services to perform its core functions:

• Google Drive (drive.file scope) — access limited to the specific files and folders that you create with, or explicitly open through, the Application. The Application cannot see or access any other files in your Google Drive.
• Google Docs (documents scope) — used to create and edit Google Docs that hold casebook text content within the Application’s workflow.

We also store OAuth tokens (access and refresh tokens) needed to maintain your connection to Google on your behalf, along with application data you create such as projects, pages, comments, and votes.

How we use your information

• Authenticate you and manage your account and role.
• Create, read, and update the casebook files and documents you work with in Google Drive and Google Docs.
• Enable collaboration features such as commenting, voting, and version tracking.
• Maintain, secure, and improve the Application.

Limited Use disclosure

The Application’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically, data obtained from Google APIs is used only to provide and improve the Application’s user-facing features. We do not transfer or sell this data to third parties, do not use it for advertising, and do not allow humans to read it except where required for security, compliance, or to provide support at your request, or as required by law.

Data sharing

We do not sell your personal information. We share data only with service providers that operate the Application’s infrastructure—namely Vercel (application hosting) and Neon (database hosting)—and with Google in order to perform the actions you request. These providers process data on our behalf under their own security and privacy commitments.

Data retention and deletion

We retain your account information and application data for as long as your account is active. You may revoke the Application’s access to your Google Account at any time via your Google Account permissions page. To request deletion of your account and associated data, contact us at the email below.

Security

Access tokens and application data are stored in an access-controlled database and transmitted over encrypted connections (HTTPS). Access to the Application is limited to authorized users who sign in with an approved organizational Google Account.

Changes to this policy

We may update this policy from time to time. Material changes will be reflected by updating the effective date above.

Contact

Questions about this policy or requests regarding your data can be sent to bill.bell@hargrave.edu.