Privacy Policy
WeaverKeep is software that surgical technology programs use to track accreditation outcomes, run graduate and employer surveys, and manage program operations. Soulwire Studio builds and operates it.
Who this covers
This policy explains what we do with personal information. It covers two different groups of people, and the difference matters:
- Staff at a college that uses WeaverKeep. Program directors and faculty who sign in and use the software.
- Students, graduates, and employer contacts whose information appears in the software because a college put it there.
Our role
For student records, the college is in charge and we are not. A college hires us to perform a function it would otherwise do itself, and under the Family Educational Rights and Privacy Act it designates us a school official acting under its direct control. We use those records only to provide the service that college is paying for, and we act on that college's instructions.
Practically, that means if you are a student or graduate, your college decides what goes into WeaverKeep, how long it stays, and who can see it. We do not make those decisions independently.
What we collect
From college staff who use the software
Name, work email address, role, and sign-in events. Authentication happens through the college's own Microsoft or Google account. We never see or store a password.
A staff member may paste a link to a document the college keeps in its own storage, beside the form it is a copy of. We store the address. The document behind it is never retrieved, previewed, or stored.
About students and graduates, as entered by the college
First and last name, personal email address, enrollment date, anticipated and actual graduation date, enrollment status, whether the national certification exam was attempted and the first-attempt result, employment category, employer name and contact, hire date, and responses to graduate surveys.
About employer contacts
Name, job title, email address, employer name, and responses to employer surveys.
Signatures on completed surveys
The accrediting body's graduate and employer survey forms carry a signature line, so a person filling one in online draws their signature on the screen. We store that drawing as an image alongside their answers, and we use it for exactly one thing: printing it onto the signature line of that same form when the program generates it.
It is never used to identify anyone, never compared against another signature, never shared, and never used for any other document. If you would rather not sign on screen, ask the program office for the paper form instead.
We do not collect grades, grade point averages, transcripts, clinical or preceptor evaluations, uploaded documents, Social Security numbers, dates of birth, or home addresses.
Why we collect it
Only to run the service the college is paying for: calculating the outcomes their accrediting body requires, generating the reports they have to file, sending survey invitations through the program director's own email, and keeping track of program operations.
What we will never do
We do not sell, rent, or trade personal information. We do not use it for advertising, marketing, or profiling. We do not use it to train, fine-tune, or improve artificial intelligence models. We do not use one college's data to build features for another, and we do not combine it with data from any other source.
Who else touches the data
Two service providers, both in the United States:
| Provider | What they do |
|---|---|
| Supabase, Inc. | Hosts the database |
| Cloudflare, Inc. | Hosts the application |
That is the whole list. We use no email delivery service, no file storage service, no advertising network, and no analytics or tracking vendor. Documents are generated in your browser and saved to your own computer. Survey invitations are sent from the program director's own mailbox, not from us.
We give colleges at least thirty days' notice before adding or changing a service provider.
Where the data lives
In the United States. We do not store or access it from outside the United States.
How long we keep it
For as long as the college's agreement with us is active, plus sixty days afterward so they can export their records. Then we delete it permanently and confirm the deletion in writing. Copies inside encrypted backups are purged on the normal backup rotation, which does not exceed thirty-five days.
How we protect it
Encrypted in transit and at rest. Each college's records are separated from every other college's by the database itself, not by application code alone. Sign-in happens only through the college's own Microsoft or Google account, so multi-factor authentication follows their policy and we issue no passwords. Access to production systems is limited, logged, and protected by multi-factor authentication. Personal information is kept out of our application logs.
No system is perfectly secure. If a breach affects a college's data, we notify that college within forty-eight hours of confirming it and support whatever notification they decide to make.
Cookies
We use a session cookie to keep you signed in. We use no advertising cookies, no tracking pixels, and no third-party analytics.
Your rights
If you are a student, graduate, or employer contact: contact the college, not us. They control the record. If you contact us directly, we will refer you to them and help them respond, but we will not change or release a record without their instruction.
If you are staff at a college that uses WeaverKeep: contact us at the address below to see, correct, or delete the information we hold about you as a user.
Depending on where you live, state law may give you additional rights over your personal information. We honor those requests through your college where the record belongs to them, and directly where it does not.
Children
WeaverKeep is used by postsecondary programs and is not directed at children under 13. We do not knowingly collect information from them.
Changes
If we change this policy in a way that materially affects how we handle personal information, we will update the date above and notify the colleges we work with before the change takes effect.
Contact
Ayanna McClintic, Soulwire Studio · support@weaverkeep.com
5900 Balcones Drive, STE 100, Austin, TX 78731