Legal

BrainBridge Privacy Policy

Last updated: October 2, 2026

BrainBridge LLC ("BrainBridge," "we," "us") makes software that helps New York City public schools and community-based organizations ("CBOs") follow up on student attendance. This policy explains what information we handle, why, and how we protect it.

1. Who controls the data

Schools and CBOs that buy BrainBridge are our customers. Customers own the student, family, and staff data they put into BrainBridge. We process that data only to provide the service and only on the customer's instructions. If a customer's signed data privacy agreement with us says something different from this policy, that agreement controls.

2. Information we handle

Staff users. Name, work email, role, organization, assigned phone line, sign-in and security records, and actions taken in the app.

Students and guardians. Information our customers provide or enter, such as student name, school ID, grade, class, attendance records, guardian names and phone numbers, preferred language, outreach notes, meeting notes, and follow-up tasks. Students do not have BrainBridge accounts and do not use the service.

Text messages (SMS). Phone numbers, message content, delivery status, timestamps, and opt-in and opt-out records for texts between staff and parents or guardians.

Website visitors. If you contact us, we keep your name, contact details, and message. We use only cookies needed for sign-in and security, with no advertising cookies or tracking pixels.

3. How we use information

We use information only to:

• provide the service: show attendance data, log outreach, run attendance meetings, and send and receive texts;
• keep accounts secure, prevent misuse, and keep audit records;
• provide customer support and send service notices to staff;
• fix errors and keep the service running; and
• meet legal obligations.

We do not sell data, show ads, build marketing profiles, or use student or family data for any commercial purpose beyond providing the service.

4. Legal basis for student data

When a school uses BrainBridge, we act as a "school official" under the federal Family Educational Rights and Privacy Act (FERPA). That means we perform a service the school would otherwise do itself, we are under the school's direct control for how records are used and kept, and we use and share records only as the school allows. We are also a third-party contractor under New York Education Law §2-d and follow its requirements for student data.

When a CBO uses BrainBridge, we process data under the CBO's agreement with us and the CBO's own permissions and consents from families and partner schools. We apply the same protections to CBO data as to school data.

5. How AI is used, and its limits

Some features use AI (provided by Anthropic) to help staff draft or translate messages. Strict limits apply:

• Student names, student IDs, and guardian contact details are removed before any text is sent to an AI model. Only de-identified text is sent.
• Data sent to AI is never used to train AI models.
• AI never makes decisions about students. It only suggests wording. A staff member reviews and chooses what to send.

6. Who we share information with

We share information only with service providers ("subprocessors") that help us run BrainBridge, under written contracts that require them to protect it and use it only for us:

We disclose information otherwise only if the law requires it, and we will tell the affected customer first unless the law forbids it. We will update this list before adding a subprocessor that handles student data.

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties. Phone numbers and message data are shared only with our SMS provider to deliver messages. For texts sent through BrainBridge School Messages, message frequency varies and message and data rates may apply. Reply STOP to opt out or HELP for help (see our SMS Terms).

7. Security

We protect information with safeguards designed around the NIST Cybersecurity Framework, including:

• encryption in transit (TLS) and at rest;
• multi-factor authentication for staff sign-in;
• role-based access, so staff see only the schools, programs, and students they are assigned to;
• audit logs of sign-ins and key actions;
• access by BrainBridge personnel only when needed to support or run the service; and
• a written information security program that we review regularly.

8. Where data is stored

All customer data is stored in the United States.

9. How long we keep data

• Customer data (student, guardian, outreach and SMS records): kept for the length of the customer's contract, or less if the customer deletes it.
• At contract end: the customer may export its data for 30 days. We then delete it from active systems within 60 days, and it ages out of backups within 35 days after that. On request, we confirm deletion in writing.
• Opt-out records: a minimal record of a phone number's opt-out is kept as long as needed to keep honoring it.
• Staff account and audit records: kept while the account is active and for the contract term.

We do not keep children's information longer than reasonably needed for the purpose the school or CBO collected it for.

10. Data breaches

If we discover a breach involving customer data, we will notify the affected customer without unreasonable delay: within 24 hours of discovery, or sooner if the customer's agreement requires, and never later than 7 calendar days. We will share what we know, help the customer meet its legal notice duties, and contain and fix the problem.

11. Children's privacy

BrainBridge is used by adult staff, not by children. We do not collect information directly from children. Where student information relates to children under 13, the school or CBO provides it for an educational purpose and authorizes our use of it, as federal children's privacy law (COPPA) allows. We use it only for that purpose, never for advertising, and never disclose it to third parties except our subprocessors listed above.

12. Rights of parents, guardians, and eligible students

Parents and eligible students have rights to review student records, ask for corrections, and limit certain disclosures. Because the school or CBO controls the data, please send requests to your school or organization. If we receive a request directly, we will forward it to the right customer promptly and help them respond.

13. Notice for New York families

New York parents have the right to:

• know that student personal information will not be sold or released for any commercial purpose;
• inspect and review their child's complete education record held by the school;
• expect that student data is protected by safeguards that meet industry standards, including encryption; and
• file a complaint about a possible privacy breach with their school and with the New York State Education Department's Chief Privacy Officer at privacy@nysed.gov or www.nysed.gov/data-privacy-security.

Your school's Parents' Bill of Rights for Data Privacy and Security describes these rights in full. For each New York school contract, we provide the supplemental information it requires: purposes of use, how subprocessors are bound, contract duration and data return or deletion, how to challenge data accuracy (through the school), storage location, and encryption.

14. Our website and demo

When someone opens a personal demo link from one of our emails, or requests the demo on our website, we record that the link was opened and when, which demo screens were viewed and for how long, a coarse browser type (for example, whether the visit looks like a person or an automated link scanner), and any email address and school or organization they gave us.

One strictly necessary cookie keeps access to the demo. We use no advertising or analytics trackers, and our emails contain no tracking pixels.

We use this information only to follow up about BrainBridge, and we never sell it. We delete it after 12 months, or sooner on request at support@brainbridge.cloud.

15. Changes to this policy

We will post changes here and update the date above, and notify customers in advance of material changes. We will not weaken protections for data already collected without the customer's consent.

16. Contact us

BrainBridge LLC, New York, NY
Email: support@brainbridge.cloud
Website: brainbridge.cloud

BrainBridge Terms of Service

Last updated: October 1, 2026

These Terms govern use of BrainBridge, offered by BrainBridge LLC, a New York company ("BrainBridge," "we," "us"). They apply to the school or organization that buys BrainBridge (the "Customer") and to each staff member who uses it ("you"). By using BrainBridge, you agree to these Terms.

1. The service

BrainBridge helps schools and community-based organizations follow up on student attendance: viewing attendance data, logging family outreach, running weekly attendance meetings, and texting parents and guardians from school-assigned lines. We may change features, but will not materially reduce core features during a paid term.

2. Which document controls

If documents conflict, this order applies:

1. the Customer's signed data privacy or data processing agreement with us (the "DPA");
2. the Customer's signed contract or order form;
3. these Terms; and
4. our Privacy Policy.

3. Accounts

• The Customer decides who gets access and sets each user's role. Only the Customer's employees and authorized contractors may have accounts.
• Each account is for one person. Keep your password and sign-in codes private, and use multi-factor authentication.
• Tell your administrator and us right away at support@brainbridge.cloud if you think your account was misused.
• The Customer is responsible for its users' activity and for removing access when someone leaves or changes roles.

4. Acceptable use

When using BrainBridge, you must:

• Use only school-assigned lines. Text families only through the BrainBridge line assigned to you. Do not use or connect a personal phone number.
• Do not text students. Messages go to parents and guardians only.
• Follow your school's and organization's rules, including policies on family communication, student privacy, and staff conduct.
• Keep texts informational. Use texts for attendance and student-support follow-up only. No marketing, fundraising, political, or unrelated messages. BrainBridge is not an emergency alert system.
• Keep sensitive details out of texts. Do not text health, disciplinary, legal, custody, or immigration details. Use a call or meeting instead.
• Respect opt-outs. Never try to message someone who has opted out.
• Review AI suggestions. AI drafts and translations are only suggestions. You are responsible for what you send.
• Enter only data you are authorized to use, and access only the students and records you need for your role.

You must not: break the law; harass anyone; upload malware; try to get around security or access limits; scrape, copy, or resell the service; reverse engineer it; or upload government ID numbers or other data the service does not need.

We may suspend access that breaks these rules or puts people or data at risk, and will tell the Customer promptly.

5. Customer data

• The Customer owns its data, including student, family, staff, and message records.
• We use Customer data only to provide and support the service, on the Customer's instructions, as described in the DPA and Privacy Policy.
• We never sell Customer data, use it for advertising, or use student data to train AI models.
• The Customer is responsible for having the right to provide the data, and for having proper consent or a lawful basis to text the phone numbers it uses (for example, numbers parents gave the school, or opt-ins collected on CBO enrollment forms).

6. Our property

BrainBridge, including its software, design, and content, belongs to us. We grant the Customer and its users a limited, non-transferable right to use the service during the subscription term. If you send us suggestions, we may use them without obligation.

7. Service availability

We work to keep BrainBridge available and to give advance notice of planned maintenance. However, we do not offer a contractual uptime guarantee (SLA) unless one is in the Customer's signed contract. Text delivery depends on mobile carriers and providers we do not control.

BrainBridge supports staff work. It is not the official attendance record, and it does not make decisions about students.

8. Fees

Fees, billing schedule, and payment terms are set in the Customer's order form or contract. Unless the order form says otherwise, invoices are due within 30 days. We may suspend service for unpaid invoices more than 30 days overdue after written notice. Customers are responsible for applicable taxes unless exempt.

9. Term and termination

• The subscription term is set in the order form.
• Either party may end the contract if the other materially breaches it and does not fix the breach within 30 days of written notice.
• Data return and deletion: after the contract ends, the Customer may export its data for 30 days. We then delete it from active systems within 60 days, and from backups within 35 days after that. On request, we confirm deletion in writing.
• Sections that by their nature should continue (such as data protection, payment owed, liability limits, and governing law) survive termination.

10. Warranties and disclaimers

We will provide the service in a professional manner and follow the security commitments in our Privacy Policy and the DPA. Except as stated in these Terms or a signed agreement, the service is provided "as is," and we disclaim implied warranties such as merchantability and fitness for a particular purpose.

11. Limitation of liability

To the extent the law allows:

• Neither party is liable for indirect, incidental, special, or consequential damages, or lost profits or revenue.
• Each party's total liability under these Terms is limited to the fees the Customer paid or owed for the service in the 12 months before the claim.
• These limits do not apply to our obligations under the DPA for data breaches caused by us, to a party's fraud or willful misconduct, or to amounts the Customer owes for the service.

12. Intellectual property claims

If a third party claims that BrainBridge infringes its intellectual property, we will defend the Customer and pay resulting damages or settlements we agree to, as long as the Customer tells us promptly and lets us control the defense.

13. Changes to these Terms

We may update these Terms. We will post changes here, update the date above, and give Customers at least 30 days' notice of material changes. Changes do not override a signed contract or DPA.

14. General

• Governing law: New York law governs these Terms. Disputes will be heard in the state or federal courts located in New York County, New York.
• Neither party may assign these Terms without consent, except to a successor that takes on all obligations.
• Neither party is responsible for delays caused by events beyond its reasonable control.
• If any part is unenforceable, the rest still applies.

15. Contact

BrainBridge LLC, New York, NY
Email: support@brainbridge.cloud
Website: brainbridge.cloud

BrainBridge School Messages: SMS Terms

Last updated: October 1, 2026

1. About the program

BrainBridge School Messages lets staff at schools and community-based organizations text parents and guardians about their students. Messages are sent by school or organization staff through BrainBridge, a service of BrainBridge LLC, from phone lines assigned by the school or organization. Each conversation identifies the school or organization that is texting you.

What you may receive: two-way messages about attendance and student support, such as a check-in after an absence, a reminder about a meeting, or a request to call the school. You can reply, and staff will see your reply. We do not send marketing or advertising messages, and staff do not text students through this program.

2. How you opt in

• Schools: you receive messages because you gave your mobile number to your child's school (for example, on enrollment or emergency contact forms) so the school could contact you about your child.
• Community-based organizations: you receive messages only if you checked the text-message consent box on the organization's enrollment form, or otherwise agreed to receive texts. Agreeing to texts is never required to enroll or take part in a program.

3. Message frequency and cost

Message frequency varies based on your student's attendance and needs. Message and data rates may apply. Check your mobile plan for details.

4. Help and opting out

• Help: Reply HELP for help. You will receive: "BrainBridge School Messages: attendance & student-support texts from your school or program staff. Msg frequency varies. Msg & data rates may apply. Reply STOP to opt out. Help: support@brainbridge.cloud"
• Opt out: Reply STOP at any time. You can also reply END, CANCEL, UNSUBSCRIBE, QUIT, STOPALL, REVOKE, or OPTOUT. You will receive one final message: "BrainBridge School Messages: You are unsubscribed and will receive no more texts from this number. Reply START to resubscribe."
• After you opt out, we will not send you more texts from that line unless you opt in again. If you ask to stop in another reasonable way (for example, by telling staff), we will honor that request promptly.
• Opt back in: Reply START to the same number.

Opting out of texts does not change your child's enrollment or services. Your school or organization may still contact you by phone, email, or mail.

5. Your privacy

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties. Your number and messages are used only to deliver this program and are shared only with our SMS provider for that purpose. See our Privacy Policy at brainbridge.cloud/legal#privacy.

6. Carrier disclaimer

Carriers are not liable for delayed or undelivered messages. Supported carriers may change. Do not use this program for emergencies. Call 911 or your school directly.

7. Changes

We may update these terms and will post the new version here with a new date.

8. Contact

BrainBridge LLC, New York, NY
Email: support@brainbridge.cloud
Website: brainbridge.cloud

For questions about a specific message, contact the school or organization that sent it.