RollPilot Privacy Policy

Effective Date: 06/27/2026

RollPilot is an attendance management application operated by Portico Consulting Group. This Privacy Policy explains what information RollPilot collects, how we use it, how we protect it, and the choices available to users.

1. Who We Are

RollPilot is provided by Portico Consulting Group.

Contact: support@rollpilot.app

2. Information We Collect

RollPilot collects information needed to provide attendance management services. This may include:

• Faculty account information, such as name, email address, password credentials, and account settings.
• Course information, such as course name, section, meeting dates, meeting times, and course settings.
• Roster information, such as student names, student email addresses, and optional custom roster fields entered or uploaded by faculty.
• Attendance information, such as attendance status, check-in time, attendance method, class meeting records, and faculty-entered corrections.
• Check-in and security information, such as IP address, browser or device information, user agent, check-in method, magic-link activity, and duplicate-device indicators.
• Support and feedback information, such as messages submitted through support, feedback, or bug-report forms.

3. How We Use Information

We use information to:

• Provide, operate, and improve RollPilot.
• Allow faculty to create courses, upload rosters, manage class meetings, and record attendance.
• Enable student check-ins through QR codes, NFC tags, and email verification links.
• Send transactional emails, including check-in links, password reset messages, and support-related messages.
• Troubleshoot technical issues, detect misuse, improve reliability, and maintain security.
• Respond to support requests, feedback, and bug reports.
• Comply with legal obligations and enforce our terms.

4. Student Information

RollPilot is designed to help faculty and educational institutions manage attendance. Student information is used only to provide the attendance-related services requested by faculty or institutions.

Faculty and institutions are responsible for ensuring they have the authority to upload and use student information in RollPilot. Users should not enter sensitive personal information into roster custom fields or support messages unless it is necessary and authorized.

5. Information Sharing

We do not sell personal information.

We do not use student information for advertising.

We may share information only in limited circumstances, including:

• With service providers who help us operate RollPilot, such as hosting, email delivery, database, security, or infrastructure providers.
• With the faculty member, institution, or authorized administrator responsible for the relevant course or account.
• When required by law, legal process, or to protect the rights, safety, or security of RollPilot, users, institutions, or others.
• In connection with a business transfer, such as a merger, acquisition, reorganization, or sale of assets, subject to appropriate protections.

6. Service Providers

RollPilot may use third-party service providers to support application hosting, database services, email delivery, monitoring, security, and related functions. These providers are permitted to process information only as needed to provide services to RollPilot.

7. Cookies and Session Information

RollPilot uses cookies and similar technologies to keep users signed in, maintain secure sessions, and support application functionality. These cookies are used for authentication and security, not for advertising.

8. Data Security

We use reasonable administrative, technical, and organizational safeguards to protect information. These may include secure password handling, encrypted connections, access controls, logging, backups, and limited administrative access.

No system can be guaranteed to be completely secure. Users should protect their account credentials and notify us promptly if they believe their account has been compromised.

9. Data Retention

We retain information for as long as needed to provide RollPilot, support users, maintain records, comply with legal obligations, resolve disputes, and enforce agreements.

Course, roster, attendance, and account information may be retained until deleted, archived, or otherwise managed by the faculty member, institution, or RollPilot administrator.

10. User Choices and Requests

Faculty users may update certain account, course, roster, and attendance information within RollPilot.

Requests to access, correct, export, or delete information may be sent to support@rollpilot.app. We may need to verify the request and may coordinate with the relevant institution when the request involves student or course records controlled by an educational institution.

11. Children and Students

RollPilot is intended for use by faculty, instructors, educational institutions, and students participating in courses managed through the application. RollPilot is not intended for general consumer use by children outside an educational context.

12. International Users

RollPilot is currently operated from the United States. Users outside the United States understand that information may be processed in the United States or other locations where our service providers operate.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we make changes, we will update the effective date above. Continued use of RollPilot after changes are posted means the updated policy applies.

14. Contact

Questions about this Privacy Policy may be sent to:

Portico Consulting Group
Email: support@rollpilot.app