Privacy & Data Use

Information Dakota handles

Onboarding collects the adult’s name, email, Canadian mobile number, timezone, consent records, subscription choice, children’s first names or nicknames and age bands, Montessori familiarity, care network, and provisional learning priorities. Authorized adults may later contribute texts, photos, voice notes, requested call content, observations, confirmations, and corrections.

Stripe hosts Checkout and receives card information directly. Dakota keeps the identifiers and entitlement state needed for subscriptions, cancellations, and refunds, not full card details.

How information is used

Dakota uses this information to create and administer the Family, verify account contact details, provide activity guidance, interpret contributions, maintain structured learning records, prepare weekly reports, manage permissions and communications, operate the beta, and provide export and deletion controls. Only confirmed activity counts toward focused time, progress, or reports.

AI processing

OpenAI supports structured interpretation, voice-note transcription, and optional requested live voice processing. Capture-interpretation requests use store: false. Customer content is not used to train Dakota or provider models, and provider response identifiers are not treated as the durable Family record.

What other Family members can see

Each adult’s conversation is separate. Confirmed child-learning facts, plans, records, and reports are shared across the authorized Family. A Family Admin can inspect retained Family conversation and audit history, manage access, and export or delete Family data. A Family Member can inspect their own retained conversation history.

Providers and cross-border processing

Dakota uses Render for the API, worker, PostgreSQL database, backups, and operational logs; Cloudflare for DNS and a private R2 media bucket; Twilio for Canadian SMS, MMS, and requested calls; OpenAI for AI processing; Resend for transactional email; and Stripe for billing. Some information is processed outside Canada, including in the United States, and may be subject to the laws where it is processed.

Retention

• Unfinished onboarding details are scheduled for removal after up to 24 hours.
• Raw Capture text, conversation turns, and call transcripts use a 90-day working retention period.
• Raw live-call audio is not stored by Dakota.
• Voice-note audio is scheduled for disposal after processing and a short recovery period, generally within 24 hours.
• Structured plans, confirmed logs, observations, evidence, assessment history, reports, and approved media remain until Family deletion or an applicable media preference removes them.
• Family deletion removes related application records and private media, leaving only a hashed deletion receipt and provider outcome status. Stripe may retain required financial records.

Onboarding and measurement

A first-party cookie keeps an onboarding variation consistent for up to 30 days. Dakota records campaign information, assigned framing, completed steps, plan choice, and timestamps without placing names, contact details, or child details in funnel-event properties. Incomplete onboarding personal data is kept separately and expires after up to 24 hours. Sentry and PostHog are not enabled for the initial private beta.

Your controls

A Family Admin can manage people and report recipients, inspect retained records, correct information, download an export, cancel renewal, request an eligible guarantee refund, and delete the Family. Any messaging participant can reply STOP to withdraw SMS/MMS consent or HELP for help.

Safeguards, changes, and contact

Dakota uses encrypted connections, managed storage, private media access, role-aware permissions, validated provider webhooks, and limited provider credentials. No online service can guarantee absolute security. Material changes to this Notice will be communicated through an appropriate account channel. Privacy questions or requests can be sent to support@dakota.school.