Privacy Policy
Policy revision date: July 31, 2026
This date changes only when the policy is actually reviewed or modified — it is not calculated from the current date.
This Privacy Policy describes how the Highlands Forward Event Check-In system ("the System") handles information. The System is operated by Highlands Community Charter and Technical Schools ("HCCTS," "we," "us," or "our") for the purpose of managing staff attendance at internal events.
Who this policy covers
This policy applies to HCCTS staff members whose information appears in the System, and to administrators who use the System to manage events and attendance.
What information we collect
The System collects and stores the following categories of information:
- Staff identity information: first name, last name, job title, and job category, along with an internally generated Staff ID.
- Event attendance information: which events a staff member has checked into, the timestamp of check-in, and the attendance status (Present, Late, Excused, or Voided).
- Administrative correction records: when an administrator manually checks someone in, corrects a record, or voids a check-in, including any notes entered by the administrator.
- Basic technical and security information: limited technical data such as request timestamps and IP-based rate-limiting counters, used only to prevent abuse of the check-in and login systems.
The public check-in page does not display or collect email addresses, phone numbers, employee numbers, home addresses, or other sensitive HR information. An email address may optionally be stored in the internal staff roster for administrative purposes, but it is never shown on the public check-in page.
Why we collect this information
We collect this information to operate a reliable, auditable system for recording staff attendance at HCCTS events, to prevent duplicate or fraudulent check-ins, and to generate attendance reports for administrative and operational purposes.
How information is stored
Staff, event, and attendance data are stored in Coda, a third-party document and database service. The application itself is hosted on Netlify. Coda and Netlify act as service providers to HCCTS and process this information on our behalf, under their own respective security and data-handling practices.
Information is not sold or used for advertising
We do not sell staff information to any third party. We do not use staff information for advertising or marketing purposes, and we do not share it with data brokers or analytics networks.
Who can access this information
Access to the administrative side of the System is restricted to authorized HCCTS personnel who have been granted an administrative password. The public check-in page intentionally shows only the minimum information needed to complete a check-in: a staff member's name and job title.
Retention and archival
Staff records that are no longer active are archived rather than deleted, so that historical attendance records remain accurate and available for reporting. Attendance records are not deleted when corrected; instead, incorrect records are marked "Voided" and retained in the audit history so that a complete record of changes is preserved.
Security limitations
We take reasonable administrative and technical steps to protect information in the System, including password hashing, signed administrative sessions, rate limiting, and access controls. However, no system can be guaranteed to be completely secure or 100% protected against all possible threats, and we cannot make absolute guarantees about the security of information transmitted or stored electronically.
Requesting a correction
If you believe information about you in the System is inaccurate, please contact your site administrator or reach out using the contact information below to request a correction.
Contact us
For questions about this Privacy Policy or to request a correction to your information, please contact:
Highlands Community Charter and Technical Schools
Attn: Privacy Officer
Email: brain@hccts.org
Mailing Address: 1111 Howe Avenue, Sacramento, CA 95825
Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in the System or in applicable requirements. We will update the "Last updated" date above when changes are made. Continued use of the System after changes are posted constitutes acceptance of the updated policy.
This policy is provided for informational purposes and does not constitute legal advice. HCCTS should have this policy reviewed by qualified legal counsel before relying on it.