Privacy Policy

Last updated: July 20, 2026

Pontora ("we," "our," "us") provides a student enrollment and lead management platform for schools, studios, and educational programs. This Privacy Policy explains how we collect, use, store, and protect information when you visit our website (mypontora.com) or use our platform.

1. Information We Collect

a) Information provided by applicants and families

When a family submits an enrollment application through a school's Pontora-powered form, the following information may be collected:

• Student name, date of birth, and basic demographic details
• Parent or guardian name, email address, and phone number
• Program or class selections
• Any additional information the school has configured on their form

b) Information provided by schools (our customers)

• School or studio name and contact information
• Administrator user accounts (name, email, role)
• Authentication information for administrator accounts, such as login credentials and encrypted passwords
• Form configurations and enrollment criteria

c) Information provided by website visitors

When you browse mypontora.com, request a demo, submit our contact form, or email us, we may collect your name, email address, organization, the content of your message, and basic browser or device information. We use this information only as necessary to respond to your inquiry and improve our services.

d) Information collected automatically

When you visit mypontora.com, we may collect basic technical information such as browser type, device type, and pages visited. We may collect limited usage information to understand how our website and services are used and to improve the platform. If third-party analytics services are used, this Privacy Policy will be updated accordingly.

e) Cookies

We use cookies only where they are needed to run the platform. These include essential cookies required for the site to function, authentication and session cookies that keep administrators signed in, security cookies that help protect against fraud and abuse, and functional cookies that remember basic preferences. We do not use cookies for advertising.

2. How We Use Information

We use information collected through the platform to:

• Process student applications and enrollments on behalf of schools
• Provide schools with access to submissions, reports, and lead management tools
• Generate AI-powered application summaries and scoring (when enabled by the school)
• Enable communication between schools and applicants
• Operate, maintain, and improve the platform
• Respond to support requests and inquiries

3. Why We Process Information

We process information in order to:

• Provide the Services
• Fulfill our contractual obligations to schools
• Comply with our legal obligations
• Protect the security and integrity of the platform
• Operate and improve the Services

4. Who Has Access to Data

• Schools using Pontora can access data submitted through their own enrollment forms. Schools cannot access data belonging to other schools.
• Pontora staff may access data strictly to operate, support, troubleshoot, and maintain the platform.
• Service providers — we use a limited number of third-party services to operate the platform (such as cloud hosting and email delivery). These providers process data on our behalf and are contractually required to protect it.

We do not share data with third parties except as necessary to operate the service or as required by law.

5. Data Storage and Security

We take the security of your data seriously:

• Data is stored using encrypted, cloud-based infrastructure hosted in the United States
• Data in transit is encrypted via TLS (HTTPS), and data at rest is encrypted where appropriate
• Backups are maintained to protect against accidental loss
• Access to production systems is restricted to authorized personnel on a least-privilege basis, using role-based access controls
• Multi-factor authentication is used for administrative systems where applicable
• We conduct regular reviews of our security practices

No system is 100% secure. While we implement industry-standard protections, we cannot guarantee absolute security. In the event of a data breach that affects personal information, we will notify affected schools promptly and take appropriate remedial action.

6. Data Ownership

Schools may export their data at any time. If a school closes their account, they may request a full data export before deletion.

7. Data Retention

We retain data for as long as a school's account is active or as needed to provide services. When a school cancels their account:

• We will provide an export of all data upon request
• Data will be deleted from our systems generally within 90 days of account closure, allowing for backups and any longer retention period required by law

8. Children's Data

Pontora is used by schools that collect information about minors as part of the enrollment process. Important points:

• We process children's data solely on behalf of schools and at their direction
• We do not independently collect data from children
• We do not market to children or use children's data for any purpose other than providing the enrollment service to the school
• Schools are responsible for obtaining any required parental consent for data collection through their enrollment forms

If you are a parent or guardian and believe your child's data has been collected without proper consent, please contact us at privacy@mypontora.com and we will work with the relevant school to address your concern.

9. Your Rights

Depending on your location, you may have rights regarding your personal data.

For California residents (CCPA/CPRA)

If you are a California resident, you have the right to:

• Know what personal information we collect and how it is used
• Request deletion of your personal information
• Opt out of the sale of personal information (we do not sell personal data)
• Not be discriminated against for exercising your privacy rights

For all users

You may:

• Request access to the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data

If your data was submitted through a school's enrollment form, please contact that school directly in the first instance — they are the data controller and can action most requests immediately. You may also contact us at privacy@mypontora.com and we will assist.

10. Third-Party Services

We use a limited number of third-party services to operate the platform. These currently include:

• Render — application hosting and data storage
• Cloudflare — security and content delivery
• Resend — transactional email delivery
• OpenAI — AI-generated application summaries (when enabled by the school)

These providers only process data as necessary to provide the Services. They are selected for their security practices and are contractually bound to protect data processed on our behalf. We do not share data with any provider for purposes beyond operating the Pontora platform.

11. International Users

Pontora primarily provides services to schools and organizations within the United States, and information is stored and processed in the United States. If you access the platform from outside the United States, you understand that your information will be processed here.

12. Contact

For questions, concerns, or requests related to this Privacy Policy or your data, contact privacy@mypontora.com. For general inquiries, contact hello@mypontora.com.

We aim to respond to all privacy-related inquiries within 5 business days.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this page periodically.