Privacy Policy

1. About this policy

PTO Repay ("the App") is a reimbursement request tool used by La Costa Meadows Parent Teacher Organization ("the PTO"). This policy explains what information the App collects, why, who can see it, and how long it is kept.

The App is maintained by Mark Horton and provided to the PTO for its use. Reimbursement decisions and financial records are handled by the PTO Treasurer and Board.

Questions about this policy can be sent to treasurer@lacostameadowspto.org.

2. Who uses the App

The App is intended for teachers, staff, and board members of La Costa Meadows Elementary School submitting reimbursement requests to the PTO. It is not intended for use by students or by the general public.

3. What we collect

When you submit a reimbursement request, the App collects:

• Your name
• Your email address
• A description of the purchase and its purpose
• The amount requested
• An image or file copy of your receipt
• Your preferred reimbursement method, and if you select electronic payment, the email address or phone number associated with that account
• The date and time of your submission

The App does not use advertising trackers, third-party analytics, or cookies for marketing purposes.

4. Why we collect it

This information is used for one purpose: processing and recording PTO reimbursements. Specifically, to verify the expense, issue payment to you, and maintain accurate financial records for the PTO's budget and any required reporting.

We do not use your information for any other purpose without asking you first.

5. Who can see your information

Submissions are visible only to the PTO Treasurer and members of the PTO Board who have a role in approving or recording reimbursements.

Your information is not sold, rented, shared with advertisers, or provided to any outside organization, except where required by law or where necessary to complete a payment you have requested (for example, an electronic payment service processing a transfer to you).

6. Where your information is stored

Submissions and receipt images are stored in Cloudflare R2 data storage, accessible only to accounts belonging to the Treasurer and authorized Board members. The App itself is hosted on Railway.

7. How long we keep it

Submissions and receipt images are retained through the end of the current PTO fiscal year, which ends June 30, 2027. After that point, records are either deleted or archived in the PTO's financial records as required for accounting and nonprofit reporting purposes.

If a record must be kept longer for tax or audit reasons, only the transaction details are retained — receipt images are deleted.

8. Payment information

The App does not process payments and does not collect or store bank account numbers, routing numbers, debit card numbers, or credit card numbers. If you choose electronic reimbursement, the App collects only the email address or phone number associated with your payment account so the Treasurer can send funds to you through PayPal or Zelle. That service has its own privacy policy governing how it handles your information.

Please do not enter full bank or card numbers into any field in this App.

9. Information about students

Please do not include student names, photographs, or other student information in your submission. Receipts should reflect the purchase only. If a receipt or note inadvertently contains student information, it will be removed or redacted when discovered.

10. Your choices

You may:

• Ask what information the App holds about you
• Ask for a correction to a submission you made
• Ask that a submission be deleted, provided it has not already been paid and recorded in the PTO's financial records

Send any of these requests to treasurer@lacostameadowspto.org.

Submitting a reimbursement request is voluntary. If you prefer not to use the App, contact the PTO Treasurer directly at treasurer@lacostameadowspto.org to arrange an alternative.

11. Security

Access to submissions is restricted to named accounts belonging to the Treasurer and authorized Board members. Data is transmitted over an encrypted connection (HTTPS).

No system is perfectly secure, and we cannot guarantee against every possible unauthorized access. If we become aware of a breach affecting your information, we will notify affected individuals promptly.

12. Changes to this policy

If this policy changes, the updated version will be posted at repay.lacostameadowspto.org/privacy with a revised "last updated" date. Material changes will be communicated by email to teachers, staff, and the Board.

13. Contact

Mark Horton, treasurer@lacostameadowspto.org, PTO Treasurer