Privacy Policy

K12 Newsletter (k12newsletter.com) helps teachers and school staff turn their notes into a finished class or school newsletter. It's run by Headstay Digital LLC (“we”), which is responsible for your information. This page explains what we store, why, who helps us run the service, and how you can delete your information.

Who it's for

K12 Newsletter is for adults who write newsletters for a school or class: teachers, school staff, and similar. It isn't meant for children, and children shouldn't create accounts.

What we store, and why

• Your sign-in. When you sign in with Google, we receive your Google account's email address, name, profile picture link, and an account id. When you create an account with your email instead, our sign-in service (Google's Firebase) keeps your email address, the name you typed, and your password (stored scrambled, so even we can't read it), and sends the verification and password-reset emails. We use these to sign you in and to show your email in the app. Your email and name also go on your sign-up request so it can be approved.
• What you make and upload. Your newsletters and their versions, the text you type or paste into them, the changes you ask for in the chat, the photos and logos you add, newsletters you upload to copy their design, the styles made from them, a writing sample if you give one for your newsletter's voice, and your settings. These can include names of students and staff if you choose to put them in. Notes you type or paste into the quick-draft box, and documents you import (.docx or .txt), are used to write your sections; we don't keep the box's contents or the documents themselves, only the newsletter text that comes out of them.
• “Email me a link.” If you ask us to email you a link to try K12 Newsletter on your computer, we keep your email address, when you asked, which of our ads you came from (if any), and whether you asked from a phone or a computer. We use it to send that link and to see whether our ads help teachers get started. We don't sell it or share it, and we delete it after 12 months unless you ask again.
• Usage totals. How much your account has spent on AI features each month (an amount and a count, nothing else), so we can apply fair-use limits.
• Technical logs. When you use the site, our hosting provider records the page or action requested, the time, how long it took, any error codes, your IP address, and your browser type. We keep these for 30 days to keep the service working. Our logs never include the contents of your newsletters, names, or photos.
• Cookies. A sign-in cookie keeps you signed in for up to 5 days, or until you sign out. If you open a shared course catalog with its password, a cookie lets you back in for 30 days; it doesn't say who you are. On our public pages only, Microsoft Clarity also sets cookies (see below). We don't use advertising cookies, and nothing tracks you inside the app.

How we use it

Only to run K12 Newsletter for you: to sign you in, store your work, make and change your newsletters, and keep the service secure and within its limits. We don't sell your information, we don't show ads, and we don't use your content to build profiles of you or anyone in your newsletters.

Who helps us run the service

• Google Cloud and Firebase host the app, handle sign-in (Google or email), and store your account and your work, in the United States.
• Anthropic provides the AI (Claude) that reads newsletter designs and writes, edits, and translates your newsletter. To do that it receives the text it's working on, such as your sections and newsletter details; when you upload a newsletter to copy its design, that newsletter; and, for some layout fixes, pictures of your pages with every photo blanked out. Your uploaded photos are not sent to it, only short descriptions and sizes. Anthropic doesn't use this data to train its models and deletes it within 30 days, except where its own policies require keeping it longer (for example, for safety reviews or by law).
• Resend sends our emails about new accounts and the links people ask for, so it receives those short messages, which include the email address they go to.
• Stripe handles payments. Your card details go straight to Stripe and never reach us; we keep only what we need to run your plan: which plan you're on, its status and dates, and Stripe's reference for your account.
• Microsoft Clarity shows us how visitors use our public pages (the home page, the page our ads link to, the template pages, and these policy pages) so we can improve them: it records clicks, scrolling, and mouse movement, along with device and browser details and an approximate location, and uses cookies to recognize a returning browser. It hides anything typed into forms. It's never used once you're signed in, on your newsletters, or on published newsletter pages, so it never sees your work. See Microsoft's privacy statement.
• Google Fonts supplies the typefaces when a newsletter is shown or printed, so it receives the usual web request details (like an IP address), but none of your content.

Who can see your work

Your newsletters, notes, photos, and styles are private to your account. Nothing is sent to families or anyone else by K12 Newsletter; you download your newsletter and share it yourself. Built-in templates are the only things shared between accounts.

Publishing is your choice. If you publish a newsletter to the web, a copy of it (its text, photos, the background you chose, and a PDF) can be seen by anyone who has its link. The link is random, and the page asks search engines not to list it, but anyone you share the link with can pass it on. Unpublishing deletes the copy and the link stops working right away; deleting the draft or your account does the same. Your other drafts stay private.

Visits to published newsletters. When someone opens one, we count the view so you can see how many families read it. We keep only numbers: views and an estimate of different people, per issue per day. To tell repeat views apart, the visitor's internet address and browser name are scrambled with a secret that changes every day; the result is held only in memory that day and is never stored, so visitors can't be identified or followed. We don't use cookies or tracking scripts on published pages, and we don't count link previews, robots, or your own visits. The counts are deleted with the issue or your account.

Student information

You decide what goes into your newsletters. If you include students' names or photos, you're responsible for having permission to publish them, following your school's policy, including before you publish a newsletter to the web. We use that information only to make your newsletter, and it's shared only with the service providers listed above, for that purpose.

How long we keep it, and deleting it

• Your work stays until you delete it. You can delete drafts, newsletters, and styles in the app at any time.
• Delete my account and data (in the account menu) permanently deletes everything your account stored and your sign-in. Our storage provider fully removes deleted files within about 7 days.
• We plan to delete accounts that haven't been used for 24 months. Until that's in place, your information stays until you delete it.
• Technical logs are kept for 30 days.
• An address from “Email me a link” is deleted 12 months after it was last used to ask, or sooner if you ask us.

To ask for a copy of your information, or for help deleting it, email privacy@k12newsletter.com.

Security

You sign in with Google, or with an email and password that our sign-in service (Google's Firebase) checks; the K12 Newsletter app itself never sees or stores your password. Information travels over encrypted connections (HTTPS) and is stored by Google Cloud, which encrypts it. Browsers can't reach the storage or database directly, and there are no public links to your files. Access to stored information is limited to the K12 Newsletter service and the person who runs it, who looks only when needed to run or fix the service, help you, look into a possible breach of our Terms of Use (for example, after a report), or comply with the law.

Changes

If we change how we handle your information, we'll update this page and its date. For changes that matter, we'll tell you in the app or by email before they take effect.