Privacy Policy

WriteBoard, operated by Kree8 Hive Limited.

Effective date: October 1, 2026
Last updated: October 22, 2026
Version: 1.1
Applies to: The WriteBoard Contact mobile app (iOS and Android), the WriteBoard School platform, the WriteBoard Admin platform, and the public website at writeboard.app

1. Who we are

WriteBoard is operated by Kree8 Hive Limited ("Kree8 Hive", "we", "us", "our"), a company incorporated in Jamaica.

Legal entity	Kree8 Hive Limited
Registered address	1 Roehampton Drive, Kgn. 19
Company registration number	[to be confirmed]
Jurisdiction of incorporation	Jamaica
Privacy contact	privacy@writeboard.app

1.1 Our role — please read this, it determines who you contact

WriteBoard is sold to institutions (schools, and in future other institution types). The institution decides which of its members and contacts are enrolled, what messages are sent, and to whom. In data protection terms this makes the two of us responsible for different things:

Data	Who decides why and how it is used	Our role
Member (student) records, Contact (parent/guardian) records, message content, engagement records, group membership	The institution — your school	Kree8 Hive is a processor, acting on the institution's documented instructions
The institution's own account, subscription, billing and support records; platform security, abuse prevention and aggregate service statistics	Kree8 Hive	Kree8 Hive is a controller

If you are a parent or guardian

For most questions about the information held about you and your child — correcting it, deleting it, or removing yourself from a group — your school is the right first contact, because your school decides what is held and why. We will always help your school answer you, and you can still reach us directly using §21 if the school does not respond or if your question is about the app itself.

This Policy describes our processing in both roles. Where we act as a processor, the institution's own privacy notice governs, and this Policy explains what we do on its behalf.

2. Scope and audience

2.1 What this Policy covers

The WriteBoard Contact app for iOS and Android, used by parents, guardians and other designated Contacts.
The WriteBoard School platform, used by School Admins, Teachers and School Activity Leaders.
The WriteBoard Admin platform, used by Kree8 Hive staff to operate the service.
The public website at writeboard.app — the marketing pages, the registration form, and the cookies set there. These are covered at §3.9 and §11.1, and listed cookie by cookie in the Cookie Policy.

2.2 What it does not cover

Other Kree8 Hive products, which are covered by their own privacy notices.
Third-party services you reach from WriteBoard, including WhatsApp, your SMS carrier and your email provider. Once a message is delivered into one of those channels, that provider's privacy policy also applies to it (see §9.2).

2.3 Minimum age

You must be 18 or over to hold a WriteBoard Contact account. WriteBoard is a service for adults who are responsible for a member of an institution. It is not directed to children and children are not given accounts. See §18.

2.4 This Policy describes people who are not users

WriteBoard necessarily holds information about two groups who have not signed up for anything:

Members — in a school, the students. Students do not use WriteBoard, but their name, class and related records are held so messages about them can be routed to the right Contacts.
Invited Contacts — a person whose phone number or email has been supplied by another Contact so they can be invited to receive communication about the same member.

Section 5 is dedicated to both groups.

3. What we collect

The tables below are the master inventory of what WriteBoard holds: where it comes from, why we have it, who else sees it, and how long we keep it.

3.1 Institution and internal-user data

Data	Source	Purpose	Shared with	Retention
Institution name, type, address, size	Institution at sign-up	Provision the account, size the subscription tier	Hosting provider	Life of account; see §13
Internal user account — name, email, assigned role (School Admin, Teacher, School Activity Leader)	Institution	Authentication, permissions, audit of who sent and approved what	Hosting, transactional email provider	Life of account; see §13
Credentials (passwords stored hashed), session records	Directly from user	Authentication and session security	—	Life of account
Subscription state (Active, Cancelled, Expired, Inactive), package tier (Lite, Standard, Premium), renewal and billing records	Generated by us; payment provider	Billing, entitlement, statutory accounting	Payment processor, accountants	Statutory retention period
Customer funnel stage (Intended, Trial, Paid, Churned)	Generated by us	Account management and business reporting	—	Life of account

3.2 Member (student) data

Data	Source	Purpose	Shared with	Retention
Member name, identifier, group and class membership, institution	Institution	Route messages to the correct Contacts; organise groups	Hosting provider	Instructed by institution; see §13
Member date of birth, where the institution's enrolment or application process collects it	Institution, or the Contact who completes the application	Identify the member correctly and operate the institution's enrolment process	Institution's staff	Instructed by institution
Group membership history, including movement between groups at year change	Institution	Maintain correct message routing as members progress	Hosting provider	Instructed by institution
Pickup authorisation — which Contacts may collect the member, and the expiry of that authorisation	Institution and Contacts	Operate the pickup-permission feature	Institution's staff	Instructed by institution
Images of members appearing in Gallery Messages and image messages	Institution staff who capture and upload them	Share event photographs with Contacts	Hosting and media storage	Instructed by institution; see §13.1
Stars awarded in respect of a member's classroom work	Teacher, via an Allocation	Operate the parent-recognition feature	Institution's staff; the member's Contacts	Instructed by institution

Sensitive by nature

Member data is data about children. It is treated as sensitive throughout this Policy and under the Jamaica Data Protection Act. We do not use it for any purpose other than delivering the service to the institution. See §18.

3.3 Contact (parent and guardian) data

Data	Source	Purpose	Shared with	Retention
Name, relationship to member	Institution, or the inviting Contact, or the Contact	Identify the recipient; display to institution staff	Institution's staff	Life of account; see §13
Phone number	Institution, inviting Contact, or the Contact	Account identity, verification, message delivery by SMS or WhatsApp	SMS provider, WhatsApp channel	Life of account; see §5.3 and §14
Email address	As above	Account recovery, transactional email delivery	Transactional email provider	Life of account
Profile photograph, if provided	Contact	Display within the institution's interface	Hosting provider	Life of account
PIN used to authorise Permission Messages	Contact	Authenticate the Contact's response to a Permission Message	— (stored hashed; see §15)	Life of account
Which members the Contact is a contact for, and which groups this places them in	Institution and invite system	Route messages correctly	Institution's staff	Life of the relationship
Invite records — who invited whom, invitation status, acceptance timestamps	Generated by the invite system	Operate contact management; prevent abuse of invites	—	Life of the relationship

3.4 Message data

WriteBoard messages are typed, and the type determines what is collected in response. Message types currently in service:

Message type	What the response captures
Text Message	Read and acknowledgement events only
Image Message	Read and acknowledgement events only
Gallery Message	Read events; images of members, supplied by the institution
Permission Message	The permission decision, PIN authentication event, timestamp
Payment Message	Payment initiated, amount, status and reference — see §3.6
Volunteer Message	The option selected by the Contact, and timestamp
Conversation Message	Two-way message content between the institution and the Contact, for a defined period

Data	Source	Purpose	Shared with	Retention
Message title and body content	Institution staff	Deliver the communication	Hosting; and the delivery channel used (§9.2)	Removed from your view at expiry; retained on the institution's behalf — see §13.1
Attached images and media, and any transcoded or thumbnail copies	Institution staff	Deliver the communication	Hosting and media storage	As above — see §13.1
Message category — Normal, Urgent, Reminder, Urgent Reminder	Institution staff and automatic escalation	Prioritise delivery, trigger follow-ups where no response is received	—	With the message
Message state and workflow record — draft, pending, approved, rejected, cancelled, sent — with the identity of the author and the approver	Generated by the platform	Institutional oversight and accountability for what was sent	Institution's staff	Instructed by institution
Scheduling data, reminder schedules, expiration dates	Institution staff	Deliver at the right time; expire the message	—	With the message
Event and calendar data	Institution staff	Populate Contacts' calendars	Your device calendar, if you add the event to it	With the event
Conversation Message content	Both parties	Two-way communication on a defined topic for a defined period	Hosting	Closed to new replies at expiry; then as §13.1

3.5 Engagement, badges and stars

WriteBoard measures how Contacts engage with institutional communication. This is a core feature and is described plainly here because it is a form of profiling.

Data	Source	Purpose	Shared with	Retention
Per-message interaction events — delivered, read, acknowledged, responded, and how quickly	Generated by the platform	Compute the Engagement Score	Institution's staff	Instructed by institution
Engagement Score, shown as a percentage on the Engagement Meter	Derived	Show the institution which Contacts are engaging; show the Contact their own score	Institution's staff; the Contact	Instructed by institution
Whether a reminder had to be sent before a response was received	Derived	Weighted into the Engagement Score	Institution's staff	Instructed by institution
Badges awarded for behaviours such as giving or volunteering	Derived from message responses	Recognition feature	Institution's staff; the Contact	Instructed by institution
Stars awarded by a Teacher through an Allocation, in respect of a member's work, and the Teacher's Allocation history	Teacher	Recognition feature	Institution's staff; the Contact	Instructed by institution

What the score is not used for

The Engagement Score, badges and stars are not used to make automated decisions that produce legal or similarly significant effects about you. They are not shared outside your institution, are never used for advertising, and are not sold. See §13 and §17 for your right to object. Whether a score is visible to other parents within your institution is a setting your institution controls.

3.6 Payment data

Payment Messages let a Contact pay a stipulated fixed expense, such as extra-lessons or a trip.

Card payments are processed by our payment processor, DimePay. Card numbers, expiry dates and security codes are entered into the processor's own hosted flow, and we do not receive or store full card numbers. Our servers retain only the last four digits, the card type, the expiry month and year, and a payment token.
WriteBoard stores the transaction reference, amount, currency, status, date, the Payment Message it relates to, and the Contact and member it relates to.
Where an institution pays for its own subscription by card, the IP address the payment was submitted from is passed to the payment processor as part of its fraud checks. We do not store it.
Where your institution accepts a bank transfer, the proof-of-payment file you upload is stored privately and is reachable only through a short-lived link issued to authorised institution staff.
Payment records are retained for statutory accounting and chargeback purposes and survive account deletion — see §14.3.

3.7 Device and technical data

Data	Source	Purpose	Shared with	Retention
Device model, OS version, app version, locale	Device	Compatibility, support, defect diagnosis	Hosting provider	Life of the installation
Push notification token	Device	Deliver push notifications	Google (Firebase Cloud Messaging); Apple, for delivery to iOS devices	Life of the installation; removed when the token stops working or you remove the device
App-open events	App	Show your institution whether communication is being read	Institution's staff	Instructed by institution
Android only: Google Analytics for Firebase measurement data, including an app-instance identifier and the Android Advertising ID	Device	Included by the Firebase libraries the Android app is built on. WriteBoard serves no advertising and does not use this data to profile you — see §11	Google	Per Google's retention settings for Firebase
Server and access logs kept by our hosting and web-server infrastructure, which include IP addresses	Automatic	Security, abuse prevention, service reliability	Hosting provider	Indefinitely
Aggregate service statistics — message volumes, message-type popularity, active daily and weekly rates	Derived	Operate and improve the service; business reporting	—	Aggregated, non-identifying

The WriteBoard application keeps its own record of the IP addresses that requests come from for security puroses to protect the platform from malicious attacks like DDOS. In addition to this, the logs described above are those kept by the web server and hosting infrastructure the application runs on. The IP addresses are also passed on to the payment processor as described in §3.6.

3.8 Support and safety

Data	Source	Purpose	Shared with	Retention
Support requests and their contents	You	Answer your request	—	As long as needed to resolve the request and handle any follow-up
Abuse reports, including reported message content where the report surfaces it	Reporting user	Investigate and act on misuse	—	Retained after deletion — see §14.3
Block and ban records	Generated by us	Prevent re-registration by banned accounts	—	Retained after deletion — see §14.3

3.9 Public website visitors

This subsection covers writeboard.app only. Nothing here touches member records, messages or anything your institution holds, and nothing in the first three rows happens before you answer the cookie banner.

Data	Source	Purpose	Shared with	Retention
Your cookie choice — whether analytics and advertising are allowed, when you answered, and which version of the question you answered (cookie `wb_consent`)	You, via the banner	Remember your answer so we need not ask on every page. Strictly necessary; set without asking because it is the record of what you asked for	—	6 months, then we ask again
Only if you accept Analytics: Google Analytics measurement data, including the `_ga` and `_ga_CW3VTRVNNS` cookies, pages viewed, approximate location derived from IP, and how you arrived	Your browser, after you accept	See which pages schools read, how they find us, and where visitors give up	Google	Up to 2 years on your device; per our Google Analytics property's retention setting on Google's side
Only if you accept Advertising: advertising identifiers used to measure which adverts brought you here and to show WriteBoard adverts elsewhere	Your browser, after you accept	Advertising measurement for this website	Google	No advertising tag is live today, so nothing is currently set — see the Cookie Policy §3.3
Registration enquiry — first name, last name, email address, institution name, whether you are staff or a parent, and how you heard about us	You, via the “I’m interested” form	Answer your enquiry and email you the registration form	Transactional email provider	Until the enquiry is resolved and for a reasonable period afterwards as a record of it
IP address and browser user-agent, sent to Google when the page loads its typeface from Google Fonts	Automatic, on every page	Render the site in its own typeface. No cookie is set by this	Google	Per Google's own logs; not retained by us
Web server and access logs, including IP addresses	Automatic	Security, abuse prevention, reliability — as described at §3.7	Hosting provider	See §13

4. Where the data comes from

Directly from you — when you accept an invitation, complete your profile, respond to a message, or contact support.
Automatically from your device — the technical data in §3.7.
From your institution — your school supplies member records and the initial Contact record for each member. This is the primary source of data in WriteBoard, and it is why your school is the controller for it.
From another Contact — the invite system lets an existing Contact for a member invite additional Contacts by supplying a phone number or email address. Your details may therefore reach us from a relative before they reach us from you. See §5.
From our service providers — for example delivery status from the SMS, WhatsApp or email channel, and payment status from the payment processor.

5. People who are not users — members, children and invited contacts

5.1 We do not read your address book

WriteBoard does not upload your phone's address book, and does not perform contact discovery against your contacts. The app requests no contacts permission on either iOS or Android and contains no contact-synchronisation code. Contacts in WriteBoard are created deliberately — by the institution, or by an existing Contact using the invite system — and never harvested.

5.2 Members (students) have data here and no account

Your school supplies member records so that messages about a member reach the right people. Under-aged members do not have WriteBoard accounts, do not log in, and are not messaged by us. It is however possible, based on the institution type, for adult members to have accounts. Member data is held on the school's instruction and under the school's authority, and the school is the controller for it. Requests about a member's data should be made to the school; §21 remains available if the school does not respond.

The member data we hold is listed in §3.2. It includes photographs of children where the institution uses Gallery or Image Messages, dates of birth where the institution's enrolment process collects them, and stars awarded in respect of a child's classroom work. All are held solely to deliver the institution's communication.

Lawful basis. Where the Jamaica Data Protection Act applies, we process member data as a data processor on the documented instruction of the institution, which relies on its own lawful basis for doing so as an educational institution. Where the UK or EU GDPR applies, see Annex A.

5.3 Invited Contacts — data supplied about you by someone else

An existing Contact for a member can invite another person to become a Contact for the same member. To do that they supply that person's phone number or email address. This means we may hold a phone number for a person who has not yet agreed to anything.

We limit this as follows:

We use an invited person's contact details only to deliver the invitation and, if accepted, to operate the account.
We do not publish, sell, rent or disclose invited contact details beyond what the feature requires, and never to other institutions.
If you receive a WriteBoard invitation you did not want, you can decline it and ask us to delete your details permanently by writing to privacy@writeboard.app. You do not need a WriteBoard account to make this request, and we will not require you to create one.

5.4 Your contact details are not shared with other members

The expectation is for institution to staff communicate with members primarily through the platform. Teachers are able to see parents' provided contact information such phone numbers, however other parents do not see yours.

Two honest limits on that:

Your institution's records — held by the institution, not created by WriteBoard — may separately contain your contact details.
If your institution delivers messages to you over WhatsApp, SMS or email rather than in the app, then that channel necessarily uses your phone number or email address, and the provider of that channel processes it. See §9.2.

6. Encryption — what is and is not protected

WriteBoard is not an end-to-end encrypted messaging service, and we do not claim to be one. The table below is deliberately conservative.

Layer	Status
Data in transit between your device and our servers	Encrypted using HTTPS/TLS
Message bodies at rest on our servers	Not encrypted. In either case, not end-to-end encrypted — we hold the keys
Media and attachments	As above. Files attached to messages are stored with public-read access so they can be displayed in the app; proof-of-payment uploads are the exception and are stored privately
Group names, member lists, institution structure	Not end-to-end encrypted
Conversation Message content	Not end-to-end encrypted
Passwords	Stored hashed with bcrypt. Not recoverable, by us or anyone else
Contact PINs	Stored hashed with bcrypt. Not recoverable
Push notification payloads	Push notifications carry the message title and body. That content is visible to Google (Firebase Cloud Messaging) and, on iOS, to Apple in transit, and appears on your lock screen. It is not a content-free alert
Messages delivered over WhatsApp	Leave our system into the WhatsApp platform — see §9.2
Messages delivered over SMS	Not encrypted in transit over the mobile network. SMS is an inherently insecure channel, and the full message title and body are sent
Messages delivered over email	Protected only to the extent your email provider supports transport encryption
Device backups (iCloud, Google Drive)	Outside our control and outside any protection we apply

6.1 What we, the operator, can technically read

We can technically access message content, media and engagement records held on our servers. This is not incidental — the product requires it:

Institutional approval workflow. Messages move through draft, pending, approved and sent, so a School Admin can read and approve or reject a Teacher's message before it is dispatched. This is a deliberate oversight feature of the product.
Engagement scoring requires the platform to process interaction events.
Delivery over WhatsApp, SMS and email requires the platform to render message content into those channels.
Support and abuse investigation may require named staff to access content.

Access by Kree8 Hive staff is restricted to those who need it and is subject to role-based controls. We do not read message content except where necessary to operate, support or secure the service, to investigate abuse, or where required by law.

6.2 What encryption does not protect

Encryption in transit does not protect metadata — who messaged whom, when, and whether it was read — and does not protect anything on a device that has been lost, compromised, or backed up to a third-party cloud.

7. How we use the data

This list is closed. We do not use your data for purposes outside it.

Delivering the institution's communications to Contacts, across the app, push, WhatsApp, SMS and email channels.
Operating typed messages — such as, but not limited to, capturing permission decisions, volunteer selections, conversation replies and acknowledgements.
Processing payments initiated from Payment Messages.
Account creation, invitation and verification, including phone number or email verification.
Contact management — maintaining accurate, current Contact records for each member through the invite system, and managing group membership as members progress.
Scheduling, reminders and escalation — sending a message at its scheduled time and following up where an Urgent message receives no response.
Expiring messages from your view on their expiration date, so that only current communication is shown to you. Expiry changes what you see; it is not deletion — see §13.1.
Measuring engagement — computing the Engagement Score, badges and stars described in §3.5.
Institutional oversight — recording who drafted, approved, rejected or sent each message.
Safety, anti-abuse and fraud prevention.
Service reliability and defect diagnosis.
Support, when you contact us.
Aggregate service statistics for operating and improving WriteBoard — adoption, usage and engagement statistics, reported in aggregate and not used to profile individuals outside their institution.
Billing, subscription management and statutory accounting with institutions.
Legal compliance.

We do not use message content or Contact details for advertising. See §10.

8. Legal bases

8.1 Jamaica — Data Protection Act

Kree8 Hive Limited is established in Jamaica and the Jamaica Data Protection Act is the primary law governing this service. We process personal data in accordance with the data protection standards set out in that Act.

Where WriteBoard acts as a data processor for an institution, we process only on that institution's documented instructions, under a written agreement. Where we act as a controller — for institution accounts, billing, security and aggregate statistics — we process on the basis of the contract with the institution, our legitimate interests in operating and securing the service, and our legal obligations.

8.2 EEA and United Kingdom

If your institution or you are in the EEA or the United Kingdom, Annex A sets out the GDPR and UK GDPR legal bases, mapped purpose by purpose.

Relying on legitimate interests does not remove our obligation to disclose data collection prominently inside the app before we collect it. Those in-app disclosures are separate from this Policy and are not replaced by it.

9. Who we share data with

We name our providers. We do not use the phrase "trusted partners".

9.1 Infrastructure and operational providers

Provider	Function	Data received	Region
DigitalOcean	Server hosting and object storage — the primary WriteBoard environment	All platform data held at rest	United States (San Francisco)
Hostinger	Website hosting	Website visitor data	United States
DimePay	Payment processing for Payment Messages and institution subscriptions	Cardholder details entered directly into the processor's own flow; transaction amount and reference; the payer's IP address for subscription payments	Jamaica
SendGrid (default), and Amazon SES or Postmark where an institution's environment is configured to use them	Transactional email delivery	Recipient email address, email content	United States
Meta Platforms (WhatsApp Business Platform)	WhatsApp message delivery — see §9.2	Recipient phone number, message content, delivery metadata	Global
Google (Firebase Cloud Messaging)	Push notification delivery	Push token, and the notification payload, which contains the message title and body	Global
Apple (APNs)	Push notification delivery to iOS devices, reached through Firebase Cloud Messaging	Push token and notification payload	Global
Google (Google Analytics for Firebase)	App measurement — Android app only	App-instance identifier, Android Advertising ID, app usage events	Global
Google (Google Analytics)	Website measurement — the public website only, and only for visitors who accept the Analytics category	Cookie identifiers, pages viewed, referrer, approximate location derived from IP	United States
Google (Google Fonts)	Serves the site's typeface on every page of the public website. Sets no cookie	IP address, browser user-agent	Global

Each provider is bound by a written agreement to process data only on our instructions and to apply appropriate security.

9.2 The WhatsApp delivery channel — read this

Where your institution chooses to deliver messages over WhatsApp, WriteBoard sends the message into the WhatsApp platform for delivery to your WhatsApp number. We use the official WhatsApp Business Platform operated by Meta.

Once a message enters WhatsApp, WhatsApp's own terms and privacy policy apply to it. Meta processes your phone number, the message content and the delivery metadata.
Message content delivered this way sits on your device inside WhatsApp, outside WriteBoard's control, and is not affected by WriteBoard's message expiry (§13).
If you reply on WhatsApp, your reply is received by WriteBoard and is handled by your institution.

9.3 Others

Your institution. Institution staff see the Contact and member records, message responses and engagement records for their own institution. They do not see data from any other institution.
Professional advisers — accountants, auditors, lawyers and insurers, where reasonably necessary.
Legal and government requests — see §19.
Corporate transactions — in a merger, acquisition or reorganisation, subject to confidentiality safeguards and with notice to affected institutions.

10. What we do not do

We do not sell your personal data. "Sale" here means transferring personal data to a third party for monetary consideration. When a Contact forwards a message or file to someone else, that is a transfer the user chose to make — it is not a sale by us.
We do not use message content, member data, Contact details, or anything concerning a child for advertising — not for targeting, not for measurement, not ever. The Contact app, the School platform and the Admin platform carry no advertising of any kind and set no advertising identifier.
We do not share personal data for cross-context behavioural advertising, with one bounded exception that you control. On the public marketing website only, if you accept the Advertising category, Google may use advertising identifiers for that site's visitors — adults reading our marketing pages. It cannot happen anywhere else, it cannot happen without your consent, it reaches nothing listed in the bullet above, and withdrawing ends it. We say this rather than claiming a blanket “never”, because a blanket never would not be true.
We do not link persistent hardware identifiers — IMEI, IMSI, SIM serial — to personal data. The Android Advertising ID collected by the Firebase libraries in our Android app is a resettable identifier and is described in §11.
We do not sell or share data about children, and we do not profile children.
We contractually require our providers not to sell data originating from WriteBoard.

11. Identifiers

Identifier	Do we use it	Notes
Push tokens (Firebase Cloud Messaging, APNs)	Yes	Required to deliver notifications. Reset when the app is reinstalled
Firebase app-instance identifier	Yes, Android only	Created by Google Analytics for Firebase. Reset when the app is reinstalled or its data cleared
Android Advertising ID	Yes, Android only	Collected by the Google Analytics for Firebase library included in the Android build. WriteBoard serves no advertising and does not use it for advertising, ad measurement or profiling. You can reset or delete it in your Android privacy settings
Apple IDFA / App Tracking Transparency	No	The iOS app contains no advertising or tracking framework, does not collect the IDFA, and shows no App Tracking Transparency prompt. WriteBoard does not track users across apps or websites owned by other companies
Cookie-choice record (`wb_consent`)	Yes, public website only	Strictly necessary. Holds your answer to the cookie banner and nothing else — no identifier, nothing about you. Expires after 6 months
Website analytics cookies (`_ga`, `_ga_CW3VTRVNNS`)	Yes, public website only, and only after you accept	Set by Google Analytics on `writeboard.app`. Never set in the app or the school platform, and never set before you answer the banner — the tag is not downloaded until you do. Listed cookie by cookie in the Cookie Policy
Website advertising identifiers	Only if you accept — and none are in use today	Accepting Advertising permits Google to use advertising storage on the public website. No advertising tag is live, so nothing is set at present; anything added will be named in the Cookie Policy before it ships

11.1 Cookies on the public website

The website at writeboard.app sets no analytics or advertising cookie until you have agreed to it. The Google tag is not merely switched off beforehand — it is not downloaded at all, so a visitor who refuses, or who never answers, has nothing from Google on their device and sends nothing to it.

Every cookie the site can set is listed, cookie by cookie, in the Cookie Policy, which also explains how to change or withdraw your choice at any time using Cookie settings at the foot of any page. Withdrawing deletes the cookies it covers.

The apps and the school platform are a separate matter, and set none of this. Nothing on the website reads or touches member records, messages, or anything your institution holds.

12. Device permissions

Permission	Why we ask	Optional	If you decline
Notifications	To alert you when your institution sends a message, and to deliver reminders for Urgent messages	Yes	You still receive every message. You must open the app to see it, or your institution may reach you by SMS, WhatsApp or email
Camera	To take a photograph to attach to a message or set as your profile picture	Yes	Choose an existing photo instead, or use no photograph
Photos / storage	To choose an existing image to attach or to set as your profile picture, and to save files you download from a message	Yes	Use the camera, or skip the attachment
Face ID / fingerprint	To sign you in without typing your password. The biometric check happens entirely on your device — we never receive your face or fingerprint data	Yes	Sign in with your password as normal
Calendar	To add a school event to your device calendar when you choose to add it. Access is write-only where your operating system supports that — we do not read your existing calendar	Yes	Events remain visible in the app; they are simply not copied to your calendar
Contacts	Not requested. WriteBoard does not read your address book (§5.1)	—	—
Location	Not requested. The app collects no location data	—	—

13. Retention

Retention is per category, not a single blanket rule.

13.1 Messages — what expiry does, and what it does not do

Every WriteBoard message carries an expiration date set by your institution. Expiry is central to how the product works: it keeps your view to what is currently relevant, so that important communication is not buried under months of old messages.

Expiry is not deletion — please read this

When a message expires, it is removed from your view in the app. It is not deleted from our servers. The institution's copy of the message, its media and your responses to it remain stored on WriteBoard's infrastructure after expiry.

Expired message content is not deleted automatically. It is retained for as long as your institution's account is active, and is deleted when your institution instructs us to delete it, or at the end of your institution's engagement with WriteBoard.

We say this plainly because "expires" and "is deleted" mean different things, and it would be misleading to let the first imply the second.

Why the content is kept. Your institution is the controller of its message records (§1.1) and retains them as its own record of what it communicated, to whom, and when — including the approval trail at §3.4 showing who authorised each message. We hold that record on the institution's behalf and delete it on the institution's instruction.

Your options. You may ask your institution to delete a specific message record, and we will act on the institution's instruction. You may also exercise the rights at §17, including the right to erasure, through your institution. If your account is deleted, §14 explains what happens to messages sent to you.

Category	Retention
Message content and media	Removed from the Contact's view at the expiration date. Retained on our servers on the institution's behalf until the institution instructs deletion, or its engagement with WriteBoard ends
Conversation Message content	Closed to new replies at the end of the conversation period, then retained on the same basis
Message workflow records — author, approver, state changes	Retained for institutional accountability, on the same basis
Engagement events, Engagement Score, badges and stars	Retained on the institution's instruction. Star totals are archived into a season snapshot when an engagement season closes
Payment transaction records	Statutory accounting and chargeback period — at least 7 years
Contact account records	Life of the account, then §14 applies
Member records	On the institution's instruction; deleted or returned at the end of the institution's engagement
Push notification tokens	Removed automatically once the token is rejected by the notification service, or when you remove the device from your account
Server, access and IP logs	Kept by our hosting and web-server infrastructure — at least 7 years
Abuse reports and ban records	Retained after account deletion — see §14.3
Institution subscription and billing records	Statutory retention period
Website cookie-choice record (`wb_consent`)	6 months on your device, then the banner asks again. A choice made once should not bind you indefinitely
Website analytics cookies	Up to 2 years on your device if you accept; deleted as soon as you withdraw. See the Cookie Policy

13.2 Where we act as processor

For member data, Contact data and message content, we retain in accordance with the institution's instructions and delete or return it at the end of the institution's engagement, subject to the exceptions in §14.3.

14. Deleting your account

14.1 How to delete

You can delete your WriteBoard Contact account from inside the app: open Settings, scroll to Your Account and choose Close Account. You confirm with your password, and the screen sets out what is removed and what we have to keep before you do.

If you would rather not use the app, or you can no longer sign in, write to privacy@writeboard.app from the email address on your account, or from the phone number registered to it, and ask us to delete it. A written request is actioned in exactly the same way.

Either route starts a 7-day grace period. We stop sending you messages straight away, and your account is erased at the end of it. You can cancel at any point in those seven days by signing in and choosing Cancel Closure — only you can cancel, and we cannot do it on your behalf. When the erasure completes we email you a record of what was removed and what was kept, with a reference number.

Deletion is deletion. We do not offer deactivation or freezing as a substitute for a deletion request. The seven days are a window in which to change your mind, not a dormant state we are offering you instead of deletion.

Removing the app from your phone, or using Forget This Device in the app's settings, stops notifications reaching that handset. Neither deletes your account.

A step-by-step version of this section, written for the app stores, is at Delete your account.

14.2 What is deleted, and when

On deletion we remove your Contact profile and name, your phone number and email address, your password and your PIN, every device you are signed in on, your badges, your activity history and preferences, the details of anyone you authorised to collect a child or invited to join, and your identity on any WhatsApp assistant conversations — subject to §14.3. We action deletion requests within 20 business days, after confirmation of valid request, and purge the data from backups within 60 business days.

Two corrections to what this section used to say. First, your children keep their stars. Stars attach to the child who earned them rather than to a parent's account, so closing yours does not reduce any child's standing at their institution — and deleting them would have taken standing away from a co-parent as well. Engagement records are part of your institution's communication record and are covered by the paragraph below. Second, we have never held a profile photograph. The app has never uploaded one and we have never stored one, so there has never been anything of that kind for us to delete; the one photograph the app can take is of a child and it stays on your own phone.

Messages sent to you, and your responses to them, are a separate matter. Those form part of your institution's communication record, and your institution — not Kree8 Hive — decides whether they are deleted (§1.1, §13.1). Deleting your account removes your profile and stops further communication reaching you; it does not by itself erase the message history held on your institution's behalf. To have that erased, make the request to your institution and we will act on its instruction.

14.3 What survives deletion, and why

We are required to tell you this plainly:

Retained	Why	For how long
Payment and transaction records	Statutory accounting obligations and the chargeback period	at least 7 years
A record sufficient to prevent a banned account from re-registering	Safety and abuse prevention	As long as the ban stands
Abuse reports and their outcomes	Safety and the ability to investigate	As long as needed for that purpose
Message workflow and audit records held on the institution's behalf	The institution's accountability record for what it sent	On the institution's instruction
Aggregated, non-identifying service statistics	Service operation; these cannot be linked back to you	Indefinitely

14.4 What we cannot undo

Messages already delivered. A message already delivered to a Contact's device — particularly one delivered over WhatsApp, SMS or email — is on that device and outside our systems. We cannot recall it.
The institution's message record. As §13.1 and §14.2 explain, expired messages are retained on the institution's behalf. They are deleted on the institution's instruction — not on yours.
Your details in other people's records. If your institution holds your contact details in its own records, deleting your WriteBoard account does not delete the institution's copy. Ask your institution.
Member records. Deleting your Contact account does not delete the member records your institution holds. Those belong to the institution.

14.5 If your institution's subscription ends

If your institution stops using WriteBoard, its data is handled as §13.2 describes. Your Contact account is retained where you remain a Contact for a member at another institution that uses WriteBoard; otherwise you may ask us to delete it using §14.1.

15. Security

All data in transit between your device and our servers is protected with modern cryptography (HTTPS/TLS).
Passwords and Permission-Message PINs are stored hashed with bcrypt. Neither is recoverable in readable form, by us or by anyone else.
Access is role-based and follows least privilege. WriteBoard's own roles — School Admin, Teacher, School Activity Leader — limit what institution staff can see, and staff at one institution can never see another institution's data.
Administrative access by Kree8 Hive staff is restricted to staff who need it to operate, support or secure the service.
Our payment processor is responsible for card data, which does not touch our servers.
Files uploaded as proof of payment are stored privately and served only through short-lived links to authorised institution staff.
Breach notification. If a breach occurs that is likely to result in a risk to your rights, we will notify the Office of the Information Commissioner and affected institutions and individuals without undue delay, in accordance with the Jamaica Data Protection Act, and within 72 hours where the GDPR applies.

No service can guarantee absolute security, and we do not claim to. We can commit to the measures above and to telling you promptly if something goes wrong.

16. International transfers

WriteBoard's primary infrastructure — servers and stored files, including message content and media — is hosted with DigitalOcean in the United States. Although Kree8 Hive Limited is a Jamaican company and WriteBoard is sold to institutions in Jamaica and the Caribbean, your data is therefore stored outside Jamaica.

Other providers also process data outside Jamaica: our transactional email providers (United States), Google and Apple for push delivery, Meta for WhatsApp delivery, and Google for Android app measurement.

Where personal data is transferred outside Jamaica, we do so in accordance with the Jamaica Data Protection Act's requirements for transfers to other jurisdictions. The specific mechanism relied on is [to be confirmed].

Where data of individuals in the EEA, the United Kingdom or Switzerland is transferred, we rely on [to be confirmed]. See Annex A.

17. Your rights

Subject to the conditions and exemptions in the applicable law, you have the right to:

Be informed about how your data is used — this Policy.
Access the personal data we hold about you and receive a copy.
Have inaccurate data corrected.
Have your data erased, in the circumstances the law provides.
Restrict processing in certain circumstances.
Data portability — receive your data in a structured, commonly used, machine-readable format.
Object to processing, including to the engagement profiling described in §3.5.
Withdraw consent at any time, where we rely on consent, without affecting the lawfulness of what was done before. For website cookies this needs no request and no email: use Cookie settings at the foot of any page. Withdrawing is the same number of clicks as consenting was, and it deletes the cookies as well as stopping new ones.
Not be subject to a decision based solely on automated processing that produces legal or similarly significant effects. We do not make such decisions — see §3.5.
Complain to the Office of the Information Commissioner in Jamaica, or to your local supervisory authority if you are in the EEA or UK.

17.1 How to exercise them

Write to privacy@writeboard.app. We respond within one month, where the GDPR applies, extendable by two further months for complex requests. There is no charge, except for manifestly unfounded or excessive requests. We may need to verify your identity first.

Where we are a processor

If your request concerns member data, message content or engagement records, we will pass it to your institution, which is the controller, and assist them in answering you. We will tell you that we have done so and who to follow up with.

17.2 Non-users

If you are not a WriteBoard user and want your details removed — for example you were invited and do not wish to join — see §5.3. You do not need an account to make that request.

17.3 United States state privacy laws

We do not sell personal information. We do not share it for cross-context behavioural advertising, as that term is defined in US state privacy laws, other than on the public marketing website and only where you have accepted the Advertising category — which is also how you opt out, at the foot of any page. See Annex B.

18. Children and age

Contacts must be 18 or over. WriteBoard accounts are for adults responsible for a member of an institution. Accounts are created by invitation from an institution or an existing Contact, and we rely on the institution and the inviting Contact to invite adults.
WriteBoard is not directed to children and children do not hold accounts.
WriteBoard nonetheless holds data about children, supplied by the institution — names, dates of birth, class membership, photographs in Gallery Messages, pickup authorisations, and stars awarded for classroom work. This data is held on the institution's instruction and under its authority, is treated as sensitive, and is never used for advertising, profiling of the child, or any purpose beyond delivering the institution's communication.
If we learn that a person under 18 has created a Contact account, we will delete the account and its data promptly. Tell us at privacy@writeboard.app.
We do not use age-signal APIs to infer age. If we do in future, that data will be used solely to provide an age-appropriate experience and never for advertising, analytics, profiling or sharing.

19. Government and legal requests

We disclose personal data to law enforcement or government authorities only where we are satisfied that we have received valid legal process under applicable law, and we push back on requests that are overbroad or defective.
What we can produce is shaped by §6 and §13.1. Because WriteBoard is not end-to-end encrypted, and because expired messages are retained rather than deleted at expiry, message content and media held on our servers are technically within reach of a valid order — including messages that disappeared from your view in the app long ago. We state this plainly rather than implying a protection we do not provide.
Where we act as a processor, a request for an institution's data is referred to that institution unless we are legally prohibited from doing so.
We notify affected users and institutions of requests for their data before disclosing, unless legally prohibited, or where there is an emergency involving a risk to life.

20. Changes to this Policy

We update the Last updated date at the top and keep an archive of prior versions.
For material changes we give notice in the app and to institution administrators before the change takes effect. We do not make material changes by silent edit.
We update our Google Play Data safety declaration and Apple privacy nutrition labels in the same release, so that all three descriptions agree.
If we add a cookie category to the website, or change what one covers, we raise the version recorded in your cookie-choice record. Your previous answer is then treated as no answer and the banner asks again — a new category never inherits a permission you did not give for it.

21. Contact

Privacy contact	privacy@writeboard.app
Post	Kree8 Hive Limited, 1 Roehampton Drive, Kingston 19, Jamaica
Data Protection Officer	Ramon McLaren
EU representative (Art. 27 GDPR)	Ramon McLaren
UK representative	Ramon McLaren
Supervisory authority — Jamaica	Office of the Information Commissioner, Masonic Building, 2nd Floor, 45-47 Barbados Avenue, Kingston 5.

If you are a parent or guardian with a question about your child's records, please contact your school first — see §1.1.

Annex A — EEA and United Kingdom

This Annex applies if you or your institution are in the European Economic Area or the United Kingdom. The rights and legal bases below are in addition to everything set out above.

A.1 Legal bases (Article 6 GDPR)

Purpose (§7)	Legal basis
Delivering the institution's communications; operating typed messages; contact management; scheduling and expiry	Performance of a contract, Art. 6(1)(b) — with the institution, and with the Contact for their own account
Processing payments	Performance of a contract, Art. 6(1)(b); legal obligation, Art. 6(1)(c)
Account creation and verification	Performance of a contract, Art. 6(1)(b)
Processing an invited person's details before acceptance	Legitimate interests, Art. 6(1)(f) — with the decline-and-delete route at §5.3 as the safeguard
Safety, anti-abuse, fraud prevention, service security	Legitimate interests, Art. 6(1)(f)
Reliability and defect diagnosis	Legitimate interests, Art. 6(1)(f)
App measurement on Android (§3.7)	Consent, Art. 6(1)(a)
Website analytics and advertising cookies (§3.9, §11.1)	Consent, Art. 6(1)(a) — and, for placing the storage itself, the prior consent required by Art. 5(3) of the ePrivacy Directive as implemented in your country
Storing your cookie choice (`wb_consent`)	Strictly necessary, so no prior consent is required for the storage; legitimate interests, Art. 6(1)(f), for keeping the record
Support	Performance of a contract; legitimate interests
Statutory accounting and legal compliance	Legal obligation, Art. 6(1)(c)
Establishing or defending legal claims	Legitimate interests, Art. 6(1)(f)

Where we rely on legitimate interests, we have carried out a balancing assessment and you may request information about it.

A.2 Children's data (Article 8)

Member data concerns children. Kree8 Hive processes it as a processor on the institution's instruction. The institution is responsible for the lawful basis, including any parental consent required at the applicable national age threshold (13 to 16 depending on member state).

A.3 Transfers

See §16. WriteBoard's primary infrastructure is in the United States, so a transfer mechanism is required; the mechanism relied on is "Appropriate Safeguards".

A.4 Rights and complaints

The rights at §17 apply in full. You may complain to your local supervisory authority; in the UK this is the Information Commissioner's Office.

Annex B — United States state privacy laws

We do not sell personal information.

Sharing for cross-context behavioural advertising happens in one place and only with your permission: the public marketing website, if you accept the Advertising category described in our Cookie Policy. It involves no message content, no member or child data, and no Contact details. Nowhere else on the platform shares personal information for advertising.

How to opt out. Select Cookie settings at the foot of any page on the website and turn Advertising off. That is the opt-out mechanism — it takes effect immediately, deletes the cookies concerned, and costs you nothing on the site. You may also write to privacy@writeboard.app if you prefer, but you do not have to.

Subject to the applicable state law, you have the right to know, delete, correct, opt out of sale or sharing, limit the use of sensitive personal information, and not be discriminated against for exercising these rights. Authorised agents may submit requests on your behalf — write to privacy@writeboard.app.