1. Who operates the Hub
St. Gemma's Catholic Homeschool Group operates the Family Hub for its Boise and Nampa, Idaho community. This notice does not replace the policies for the public hellostgemmas.com website. Privacy questions and requests may be sent to team@hellostgemmas.com or (208) 261-2267.
2. Information in the Hub
Depending on the features a family or administrator uses, the Hub may store:
- adult account identity, password-verification data, one-time invitation status, login attempts, session information, and one-way technical identifiers derived from network and browser information;
- parent and child names, grades or class groups, birthdays, family contact details, schedules, volunteer assignments, cleaning duties and their claim or completion times, attendance, absence reasons, and administrator notes;
- checklists, tasks, assignments, inventory and supply requests, payment status, amount due, invoice labels, and payment links;
- group memberships, posts, replies, direct messages, optional moms’ phone-directory choices and phone number, photos, shared files, and newsletter or announcement content;
- push-notification subscriptions and whether alerts have been read;
- successful sign-in dates and high-level Hub feature activity, such as opening the calendar, checklist, inventory, or forms; and
- security alerts, blocked-request counts, upload-validation results, and diagnostic information needed to prevent abuse and keep the service working.
The Hub does not store full credit- or debit-card numbers. Payments are completed on the linked payment provider’s page.
3. How information is used
Information is used to authenticate members, personalize family schedules, coordinate classes and volunteers, communicate reminders, manage attendance and supplies, facilitate approved group discussions, support administrators, understand which Hub sections are useful, improve the member experience, maintain records, troubleshoot the service, detect and block suspicious activity, investigate security incidents, and comply with legal obligations. It is not used for behavioral advertising, sold, rented, or shared for cross-context behavioral advertising.
4. Children’s information
The Hub is for adult account holders and is not directed to children under 13. Parents or legal guardians provide and manage information about their children for group coordination. Children must not create accounts, independently submit personal information, or post through an adult account. A parent or guardian may ask to review, correct, or delete their child’s information, subject to legitimate safety, accounting, dispute-resolution, or group recordkeeping needs. St. Gemma's does not knowingly request personal information directly from a child through the Hub.
5. Who can see information
- Family-specific schedules, tasks, payment notices, and private messages are limited to the signed-in family and authorized administrators as needed.
- The moms’ phone list is reciprocal and opt-in. A participating adult must both request access and agree to share her own number. Only phone numbers from families with both choices active are shown to other participating adults. The administrator-only contact list remains separate.
- Group posts, replies, non-phone member-directory details, and shared files are visible to the authorized members indicated in the feature.
- Signed-in polls associate a response with the signed-in account. An administrator may explicitly enable an informal shared poll with a family-name dropdown and no sign-in. Anyone holding that link can see the family-name choices while voting is open, select a family, and replace that family's response. That selection does not verify identity. Poll participants can see aggregate totals; individual family answers are not returned by the shared poll page. Shared polls must not be used for sensitive information or verified consent.
- Administrator-only contacts, birthdays, attendance, notes, security alerts, and operational records are restricted to administrators. Administrators may use the read-only “view as family” tool to verify what a family can see.
- Administrators can see successful sign-in history by family or administrator account, security events, and aggregated feature-use totals that are not attached to a particular family. These insights do not include passwords, keystrokes, message contents, form responses, prayer intentions, or the content of linked Wix forms.
- Technical service providers may process information only to host, secure, store, deliver, or support the Hub.
- Information may be disclosed when reasonably necessary to comply with law, protect a person, investigate misuse, or respond to a security incident.
6. Where information is stored and service providers
The Hub’s software is available at a public web address so families can reach the sign-in page without a ChatGPT account. Private family records are not intentionally placed in publicly downloadable website files. Account records, messages, schedules, attendance, tasks, notes, and other operational data are stored in a managed cloud database. Uploaded photos and files are stored in managed cloud object storage. Private original uploads are delivered through authenticated Hub requests. When an administrator prepares a Wix newsletter or exports or copies newsletter HTML, separate newsletter-image copies are created at unguessable links so email recipients can view them without signing in. Anyone with those image links can view, copy, or forward the images, and email or browser services may cache them. These copies are not protected by a Hub account; only images appropriate for email recipients and possible forwarding should be included. Encrypted family profiles are decrypted in the signed-in browser when needed and are not intentionally saved in the public offline app cache.
Technical service providers process information to host, secure, store, back up, transmit, or support the Hub. Links may open Wix forms, events, invoices, or payment pages, and phone or email services. Those providers process information under their own terms. If an administrator uses the optional AI newsletter-graphic, image-detail, or text-editing tools, the administrator’s prompt, selected newsletter field or uploaded image, and supplied instructions are sent to the configured AI provider; administrators must not include confidential family information in those prompts or selected text. Only the selected text field is sent when an administrator requests spell-check or rewording suggestions; these suggestions do not automatically replace or save the newsletter. When an administrator chooses Read image details, only that selected image is sent to read visible dates, times, and addresses; the administrator reviews any details before adding them to a caption.
Submitting a Wix absence form does not itself update Hub attendance or arrange substitutes. Authorized administrators review the response, confirm the family and date, and record it in attendance. Attendance then determines which assignments need coverage; administrators still arrange and record that coverage.
7. Cookies, device storage, and notifications
A signed, HttpOnly session cookie keeps a member signed in for a limited period. The Hub may use local device storage for interface settings, checklist convenience, installation prompts, and notification state. Push notifications require device/browser permission and create a subscription token used to deliver St. Gemma's alerts. Lock-screen notifications use general wording rather than displaying private message or payment details. Device notification permission can be removed in browser or phone settings.
8. Security and monitoring
Safeguards include random one-time invitations, individual passwords, salted password hashing, administrator two-step verification, signed secure session cookies, encrypted family-profile data, role-based access checks, request-origin checks, automatic login and request limits, session revocation after password or security changes, restricted file visibility, content-based upload validation, transport encryption, and strict browser security headers. The Hub records authentication successes and failures and alerts administrators about repeated failed sign-ins, new administrator devices, excessive activity, verification changes, and disguised uploads. These controls may automatically delay or block suspicious requests.
Security and activity records use a one-way identifier derived from network and browser information rather than intentionally storing the raw network address in the Hub database. Activity insights collect only approved feature names and action totals; they do not capture passwords, keystrokes, message contents, or page contents. No security program can eliminate every risk, so families should use a unique password, protect their devices, sign out of shared devices, and report suspected unauthorized access promptly.
9. Retention and deletion
Information is kept only as long as reasonably needed for current membership, group operations, safety, accounting, dispute resolution, or legal obligations. Failed-login counters are cleared after a successful sign-in or age out; short-term request-limit records are generally removed after 24 hours; deleted discussion, message, note, and task records are generally purged after 90 days; and Hub activity and security-history records are generally removed after 12 months. One-time invitations expire after 72 hours and stop working after a personal password is created. Active invitation codes may be stored in encrypted form so authorized administrators can retrieve and share the same invitation without resetting a member’s password or extending its expiry. The invitation record is removed after password setup and expired records are removed during routine cleanup. Files remain until an administrator removes them or they are no longer needed. Some information may remain temporarily in service-provider backups or completed operational records. When information is no longer needed, St. Gemma's will take reasonable steps to delete or de-identify it.
10. Family choices and requests
An adult account holder may request access to, correction of, or deletion of their family’s Hub information; closure or reset of an account; or removal of a photo, post, or file they are authorized to control. A phone-list participant may withdraw either directory choice at any time; the Hub then removes the stored directory number and access immediately. Identity and parental authority may be verified before completing a request. Some information may be retained when reasonably necessary for safety, security, accounting, dispute resolution, or legal obligations. Essential authentication and security logging cannot be disabled while an account remains active.
11. Security incidents
St. Gemma's will promptly investigate suspected unauthorized access, take reasonable steps to contain and document the incident, preserve necessary evidence, work with service providers, and notify affected people and government authorities when required by applicable law. Notification decisions will consider whether covered personal information was acquired or is reasonably likely to be misused. This notice does not limit any legal right or data-breach duty.
12. Changes to this notice
The notice may be updated as Hub features or legal requirements change. The effective date will be revised, and material changes may require members to accept the new version before continuing.
13. Contact
For a privacy request or suspected security incident, email team@hellostgemmas.com or call/text (208) 261-2267. Do not send passwords, full payment-card numbers, Social Security numbers, or medical records by email or text. The public website’s separate registration privacy statement remains available in the St. Gemma's public policies.