ERAPrivacy policy
ERA (Emergency Response & Accountability) is an app schools use to account for staff and students during emergencies and drills. This policy explains what personal data ERA handles, why, and who to contact.
Who is responsible
Your school decides to use ERA and decides whose data goes into it. Your school is the data controller. ERA processes the data on your school's behalf as a data processor, under a Data Processing Agreement signed with the school.
ERA is operated by [legal name of business], [address]. Contact: info@get-era.com.
What data ERA uses
| Who | Data |
|---|---|
| Staff | Name, school email address, sign-in provider (Google or Microsoft), role in the app, safety status during an alert, messages in the school's live chat, device notification token |
| Students | Name, student ID, homeroom, grade level, daily attendance, a simple daily "at clinic" status, and during an alert whether a student is marked missing or (when the clinic module is on) as needing medical help |
| School contacts | Name and school email of the person who asks for their school to join ERA, the school's name and logo, and any message ERA sends them about the request |
| Locations | Room and area names, sweep status, alert history (who changed a room's status, and when) |
During an emergency or drill, staff report status by pressing buttons (for example Safe, Need Help, Medical Assistance). There is no field for typing notes on a room or a student.
Staff can talk to each other in the school's live chat. Chat messages are free text, so please don't share health details there. Chat is deleted at every daily reset.
Clinic module (optional)
The clinic module is off by default. If your school switches it on, the school nurse gets a Clinic portal where they can clear a student's "at clinic" status, for example when the student returns to class.
That is all the clinic module does. ERA never stores written notes from the nurse, and keeps no clinic visit history. There is no place in the app to type a reason, symptom, diagnosis or medication, and the clinic status resets every day like attendance.
Your school decides whether to switch the module on.
ERA does not use this data for advertising, does not sell it, and does not build profiles of individuals.
Why it's used
- To identify who is safe, missing or needs help during an emergency or drill
- To send emergency alerts and status updates to staff devices
- To produce drill and attendance reports for the school
- To keep the service secure and fix problems
The school's legal basis is usually its duty to keep students and staff safe, not consent. Questions about the legal basis go to your school.
Where it's stored
Data is stored on Google Cloud (Firebase) in the europe-west1 region (Belgium). Each school's records are kept in their own separate space, and access rules stop one school from seeing another's data.
Who can see it
- Authorised staff at your school, according to their role in the app
- The ERA app developer, for setup, troubleshooting and maintenance only, as set out in the Data Processing Agreement
- Google Cloud, as hosting provider (sub-processor)
How long it's kept
Data is kept while the school uses ERA. When a school leaves, its data is deleted within [30] days unless the school asks for an export first.
Everything from the school day is deleted at the school's daily reset (6:00 AM school time by default, set by the school). That includes attendance, "at clinic" status, alert statuses, alert history, sweep progress and chat messages. An admin can also reset after a drill, which straight away clears room statuses, "at clinic" status, sweep progress and chat; attendance and alert history are kept until the daily reset.
ERA sends each report by email and deletes its own copy within 24 hours. The school keeps the reports in its own inbox. If a drill report hasn't been sent yet, ERA holds a draft of it until the daily reset, when it is deleted. No clinic history is kept.
Your rights
Under GDPR and Turkey's KVKK, you can ask to see, correct or delete your data, or object to how it's used. Because your school is the controller, send requests to your school first. ERA will help the school respond. You can also contact info@get-era.com.
Security
Access requires sign-in with a school account. Data is encrypted in transit and at rest by Google Cloud. Access within the app is limited by role.
Changes
When this policy changes, the version number and date above change too, and schools are told before the new version takes effect.