Last updated: October 16, 2026. Earlier versions are on the legal document history page. If an organization used Podz before this date, the version posted at that time is the one linked there.
Podz is a web platform for program operations and responsibility management. Organizations use it for rosters, events, attendance (including badge and RFID check-in), communications, mandates, commitments, and tasks. This policy explains how Podz.ai LLC collects, uses, and shares personal data.
Podz.ai LLC is a California limited liability company based in Hollister, California. For personal data we process to run our website and our own accounts, Podz.ai LLC is the controller. When a school or other organization uses Podz, that organization decides what participant data to enter, and we process it on the organization’s instructions.
Podz.ai LLC is not the podcast company named Podz that Spotify acquired in 2021.
Privacy, education, and DPA requests: dpo@podz.ai. Security incidents: security@podz.ai.
We use this information to provide and secure the service, to communicate about the account, and to meet legal obligations. We do not sell personal data. We do not share it for third-party advertising.
SMS is optional. An organization must enable it. Entering a phone number does not opt anyone into marketing. Podz does not send promotional or advertising texts. When SMS is on, messages are limited to organizational notices, reminders, and messages that organization sends to its own members.
Members of an organization receive an initial consent text from the organization’s number. Replying YES allows further texts on that organization’s behalf. Reply STOP to opt out. Podz carries those messages for the organization and does not use them to market Podz.
Gmail and other Google Workspace connections are optional. Nothing is read from a mailbox unless the organization connects it. If connected, Podz may access the mailbox data needed for the feature the organization turned on, such as headers, subject, body, and send time, in order to send or file the messages that organization chose to automate.
Podz personnel do not browse customer email for our own purposes. Access is limited to what is required to operate the service, to handle a support request the customer makes, or to meet a legal or security obligation.
Use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Podz will not retain user data obtained through Workspace APIs to develop, improve, or train generalized AI or machine-learning models.
Cora, the optional AI assistant, sends prompts to OpenAI or Google Gemini only when someone in the organization uses that feature. Schools may leave AI assist disabled. We do not use customer data from education organizations to train generalized foundation models.
When a school, district, or classroom uses Podz, we will sign a Data Processing Agreement on request. The document posted at podz.ai/dpa.html is a general commercial template with a FERPA schedule. It is not the California Student Data Privacy Agreement (CA-NDPA). California K–12 agencies can request the CA-NDPA, which is the agreement that addresses SOPIPA and Education Code section 49073.1, from dpo@podz.ai. A signed agreement controls over the Terms where they conflict.
We do not sell student personal data. We do not use student personal data to deliver third-party advertising. Podz is not directed to children under 13, and we do not knowingly create accounts for children under 13. Schools that need under-13 use must contact dpo@podz.ai in writing before onboarding.
Podz does not connect to Aeries or any other student information system. A roster does not require a school ID number. Check-in can use an RFID tag or barcode the program assigns; that value is a school ID only if the program enters one. The recommended classroom record is name and school email. Leave birthday, personal phone, and student ID blank.
Recommended classroom configuration, and the current subprocessor list, are on our Security & trust page. We recommend leaving SMS, Slack, Gmail automation, and AI assist off until IT approves them.
We use service providers to host and operate Podz. They may process personal data only to provide
services to us. The current list, including hosting in Google Cloud us-central1, is
published on the Security & trust page. Optional providers (SMS, Slack,
Gmail, and AI assist) process data only when the organization enables them.
If we confirm a security incident that results in unauthorized access to, or acquisition of, customer data, we will notify the affected organization’s designated admin contacts without undue delay and within 72 hours of confirmation, or sooner when law requires it. The notice will describe, to the extent known, the nature of the incident, the categories of data involved, the approximate scope, the mitigation steps, and a contact for follow-up. Report a suspected incident to security@podz.ai.
Organization admins can remove people and work records in the product. Individuals and organizations may also request access or erasure at dpo@podz.ai.
Disconnecting an optional integration stops new sync. Copies already stored in Podz remain until they are deleted in the product or through a verified erasure request.
Depending on where you live, you may have the right to access, correct, delete, or export personal data, to object to or restrict certain processing, and to appeal a denial. California residents may also request information about collection and disclosure under the CCPA/CPRA. We do not sell or share personal data as those terms are defined by the CCPA. To make a request, email dpo@podz.ai. We may need to verify your identity, or that you are authorized to act for an organization, before we fulfill a request. We do not charge a fee for a reasonable request.
We use cookies that are required to sign in and to remember a cookie-consent choice. Analytics, including Google Analytics, load only after consent, with IP anonymization enabled. We do not use cookies to deliver third-party advertising. You can also block cookies in your browser. Blocking essential cookies may prevent sign-in.
Production application compute runs in the United States (Google Cloud region us-central1). Personal data may be processed in the United States and, where a service provider is located elsewhere, in that provider’s location.
We may update this policy by posting a new version on this page and changing the “Last updated” date. If a change is material, we will also give notice on the site or by email. The current version is always at podz.ai/privacy.html.
Podz.ai LLC
Hollister, California
dpo@podz.ai