Legal
Privacy Policy
Last updated: 2026-06-01
AwardsDay (the "Service") is operated by Quarksoft, LLC ("we", "us"). The Service helps schools and event organizers track award recipients and produce certificates, order lists, and ceremony programs. This policy explains what we collect, why, who can see it, and how long we keep it. We keep it plain and honest.
The school is the data controller
When a school uses AwardsDay, the school decides what student information is entered and is the data controller for that information. AwardsDay acts as a data processor on the school's behalf — we store and process the data only to provide the Service. For student records covered by FERPA, AwardsDay operates as a "school official" with a legitimate educational interest, under the school's direction.
What we collect
We practice data minimization — we collect only what the Service needs to function:
- Student data: a student's name and the school they attend or are associated with (for example, the high school a graduating 8th-grader will attend), plus the awards assigned to them. We do not collect dates of birth, addresses, grades, contact details, or any other student PII.
- Administrator identity: for the staff who sign in, we use Google sign-in and store the account email, display name, and profile picture provided by Google, along with the school's Google Workspace domain. We do not see or store any Google account password.
- Operational records: basic, school-scoped change logs (for example, that a roster was cleared) and the email address of whoever requested access for a school.
That is the full extent of it. We do not collect more than the above, we do not use the data for advertising, and we do not sell it.
How we use it
We use the information solely to operate the Service: to authenticate staff, to keep each school's data separated, to generate certificates, order lists, and ceremony reports, and to contact the requester of a school about access and support.
Per-tenant isolation — who can see the data
Every school is a separate, isolated tenant keyed to its Google Workspace domain. A school only ever sees its own data. One school can never view, search, or export another school's students, awards, or assignments.
Within a school, access follows roles, most to least privileged:
- Super-admin (Quarksoft) — operates the Service, approves schools, and provides support. Reserved for the operator.
- Administrator — a school's staff who manage students, the award catalog, and school settings.
- Teacher — sees and assigns recipients for the specific awards they own.
Retention and deletion
- While in use: a year's students and award assignments are retained until the school clears them. The "Start a New Year" action removes that year's students and assignments so the school can begin fresh; the award catalog and school settings are kept.
- Export anytime: a school administrator can export the school's assignment data to CSV at any time.
- Delete on request: a school may request a full export and the permanent deletion of all its data (students, awards, users, and settings). On offboarding, we delete the school's tenant data; deletion is irreversible.
Children's and student data
Because AwardsDay stores the names of students who may be minors, we treat that data with care: we collect the minimum described above, keep it isolated per school, never use it for marketing, and delete it on the school's instruction. Schools are responsible for obtaining any consents or providing any notices required by FERPA, state student-data- privacy laws, or their own policies, since the school controls what is entered.
Security and sub-processors
We use Google for authentication (sign-in) and standard infrastructure providers to host the Service. We apply reasonable technical and organizational measures to protect the data. No system is perfectly secure, but we limit access to the data strictly to what is needed to operate the Service.
Contact
Questions, export requests, or deletion requests: david@quarksoft.com — Quarksoft, LLC.