Privacy Policy

Student records

0processed

No individual student record enters this platform. It reads a district’s FINANCIAL system — appropriations, claims, payroll distributions — and there is no field in it for a child.

FERPA scope: none

District isolation

RLSevery table

Row-level security in the database itself, one policy per table and a trigger that refuses a write across the fence — not a WHERE clause in application code that somebody can forget.

enforced below the application

Sub-processors

4named

Every third party that touches district data is listed by name in section 05, with what it does and where it runs. Adding one is a change to this page.

all four in the United States

Sold or traded

Neverno exceptions

Not sold, not rented, not traded, not used to train anything for anybody else, and not used for advertising. There is no clause below that walks this back.

no advertising cookies either

If you leave

90days to export

A district that cancels keeps full export access for ninety days, and the data is then permanently deleted. Your books are yours and leaving with them is not a negotiation.

then deleted, permanently

A verified request

30days

Access, correction or deletion, fulfilled within thirty days of verifying who is asking — and the verification is the point, because the alternative is handing a district’s books to whoever asks.

section 08

We do not

Sell, rent or trade your data.

We do not

Collect individual student records.

We do not

Use any data for advertising.

Section 01

Introduction

WhiteOak.IO ("WhiteOak," "we," "us," or "our") provides a cloud-based budget intelligence platform for K-12 school districts and municipalities. This Privacy Policy explains how we collect, use, disclose, and protect information when you use our platform, website, and related services (the "Services").

Section 02

Information We Collect

Information you provide

Account information: Name, email address, role, and password.
District information: School district name, state, ERP system type, and fiscal year configuration.
Financial data: Budget figures, invoices, encumbrances, fund balances, and payroll information uploaded via SFTP or manual import. This data is provided by and owned by your district.

Information collected automatically

Usage data: Pages viewed, features used, login times, and session duration.
Device and browser information: IP address, browser type, operating system.
Error logs: JavaScript errors and performance data used to improve the platform (via Sentry).

Section 03

How We Use Your Information

To provide, operate, and improve the WhiteOak platform.
To authenticate users and enforce district-level data isolation.
To process and display financial data uploaded by your district.
To generate AI-powered insights, board packets, and exception reports.
To send service notifications, security alerts, and product updates.
To diagnose technical issues and monitor platform health.

Section 04

Data Isolation & Security

Each district's data is stored separately and access is enforced at the database level using Row-Level Security (RLS). No district can access another's data under any circumstances.

Security measures include TLS/SSL encryption for data in transit, AES-256 encryption at rest, SFTP with SSH key authentication, role-based access controls, automated backups with point-in-time recovery, and continuous error monitoring.

Row-Level Security is enforced by the database itself, not by the application in front of it. A query that asks for another district's rows does not get them even if the application asking has a defect.

Section 05

Data Sharing

We do not sell, rent, or trade your data. We share information only with infrastructure providers (Supabase, Netlify, Anthropic, Sentry) bound by data processing agreements, or when required by law.

Sub-processor	What it does	Bound by
Supabase	Database and authentication — where the ledger lives	DPA
Netlify	Static hosting and content delivery for the application	DPA
Anthropic	The AI that drafts insights, packets and exception reports	DPA
Sentry	Error and performance monitoring	DPA

Section 06

Student Data

WhiteOak does not collect or process individual student data. Our platform processes aggregate district financial information only. Enrollment figures, where present, are aggregate counts only. We do not use any data for advertising.

Section 07

Data Retention

We retain district financial data for the duration of your subscription plus 90 days following cancellation, during which you may request a full export. After 90 days, data is permanently deleted from all systems.

Section 08

Your Rights

District administrators may request access to, correction of, or deletion of their district's data at any time. We fulfill verified requests within 30 days.

Section 09

Cookies

We use session cookies for authentication only. No advertising or tracking cookies.

Section 10

Changes

We will notify district administrators by email of any material changes at least 30 days before they take effect.

Alongside this

Terms of Service

This policy says what we do with information. The Terms of Service say what each of us is agreeing to — who owns your district's financial data, what licence you grant us over it, the uptime we commit to, how long you have to export after you leave, and the limit on our liability. The two documents are read together and neither overrides the other.

You keep

Full ownership of every figure you upload.

Our licence

To run the Service, and nothing else.

If you leave

90 days to export, then deletion.

Read the Terms of Service →

Section 11

Contact

WhiteOak.IO
Email: privacy@whiteoakio.net

Introduction

Information We Collect

Information you provide

Information collected automatically

How We Use Your Information

Data Isolation & Security

Data Sharing

Student Data

Data Retention

Your Rights

Cookies

Changes

Terms of Service

Contact

Ask us anything in this policy.