Privacy Policy
Effective Date: March 29, 2026
1. Overview
This Privacy Policy explains how YPA-Group Inc. ("Company," "we," "us") collects, uses, and protects information through the FieldProof platform, including the mobile application (iOS and Android), the web-based admin dashboard, and parent-facing notifications and tracking features (collectively, the "Service").
We collect only the information necessary to support operational workflows, compliance verification, and communication between operators, drivers, schools, and parents.
2. Who Uses the Service
The Service is used by:
- Drivers and aides — adult employees of authorized school bus transportation companies, via the mobile app
- Operators and office staff — authorized administrators, via the web dashboard
- School and district personnel — authorized administrators, via the web dashboard
- Parents and guardians — via SMS notifications and web-based tracking links (no app install or account required)
The mobile app is used exclusively by adult employees of authorized organizations. Children do not use the app, and we do not knowingly collect data directly from children.
3. Information We Collect
A. Account Information
- Name or identifier provided by employer
- Role (e.g., driver, aide, dispatcher, administrator)
- Organization and route assignment
- Email address (for admin/dashboard users)
B. Location Data
When a driver or aide begins an active route using the mobile app, we collect real-time GPS location data. This data is used to:
- Provide turn-by-turn navigation to each stop
- Display live bus location to operators, schools, and parents
- Record route adherence for compliance verification
- Generate on-time performance reports
Location data is collected only while the app is open and actively being used. We do not track users in the background, outside of working hours, or when the app is closed. Location collection stops when the app is closed or no longer in active use.
Drivers are informed when location tracking is active through an in-app indicator.
C. Operational Workflow Data
- Vehicle inspection confirmations and associated photos
- Route start and completion confirmations
- Student boarding and drop-off confirmations (by authorized staff)
- Shift confirmations
- Timestamps and GPS coordinates of activity
D. Student Information
Operators upload student roster data directly through the secure web dashboard. We do not receive student data via email, shared drives, file links, or any other channel. The web dashboard is the only method for providing student information to the platform.
All uploaded data is encrypted in transit (HTTPS/TLS) and at rest in our cloud databases. The operator is the Data Controller for this information; we act solely as a Data Processor and process it only to provide the Service.
Student data uploaded by the operator may include:
- Student names
- Pickup and drop-off addresses
- Route assignments
- Boarding status
- School assignments
- Parent or guardian names and phone numbers
Student addresses are used to configure route stops and provide GPS turn-by-turn navigation to drivers. This data is accessible only to authorized personnel and route-assigned drivers within the app.
The operator is fully responsible for the accuracy, completeness, and legality of all data they upload. We do not collect student information directly from students, parents, or any source other than the operator's authorized uploads. We do not sell, monetize, or use student data for marketing, advertising, or any purpose outside the transportation service.
The operator is solely responsible for ensuring that all necessary parental, school district, and regulatory consents have been secured before uploading data to the platform.
E. Parent Communication Data
- Parent phone numbers (provided by the operator for SMS notifications)
- Ride confirmation responses
Parents receive notifications via SMS and can view bus location through a web link. No app installation, account creation, or login is required for parents.
F. Technical Data
- Device identifier and type
- Operating system version
- App usage logs and connectivity status
- Offline activity stored temporarily on device
G. Web Dashboard Data
When operators, school staff, or district administrators use the web dashboard, we may collect:
- Browser type and version
- IP address
- Session data (via cookies necessary for authentication and functionality)
4. What We Do NOT Collect
- GPS tracking outside of active routes
- Audio or video recordings
- Personal messages
- Health data
- Biometric data for consumer profiling
- Advertising identifiers
- Social Security numbers or financial information of drivers or parents
We do not use data for marketing, advertising, or sale to third parties.
5. Cookies
The web dashboard uses cookies strictly for authentication, session management, and platform functionality. We do not use advertising cookies, third-party tracking cookies, or analytics cookies that profile individual users.
6. Offline Functionality
The mobile app may store workflow data locally on the device when connectivity is unavailable. Data is automatically synchronized once a secure connection is restored.
7. How Information Is Used
Information is used only to:
- Provide turn-by-turn navigation and route guidance
- Display live bus tracking to operators, schools, and parents
- Display task assignments and workflow steps
- Record compliance confirmations (inspections, check-ins, boarding)
- Send notifications and reminders to drivers and parents
- Provide structured reports to authorized administrators
- Generate audit-ready records for operators, schools, and regulators
- Maintain and improve the Service
8. Data Sharing
We do not sell personal data.
Data may be accessible to:
- The user's employer (the bus operator) — as part of normal operations
- Authorized school or district administrators — compliance reports, bus tracking, and student check-in data relevant to their students and routes
- Parents and guardians — live bus location and ETA for their child's route only
- Government or regulatory agencies — when required by the employer or applicable law
We may use third-party infrastructure providers (cloud hosting, SMS delivery) to operate the Service. These providers process data on our behalf and are contractually prohibited from using it for other purposes.
9. Student Data and FERPA
Student roster information is provided to us by school bus operators or school districts to facilitate transportation services. The operator or school district is the Data Controller; we act solely as a Data Processor and process student data only for the purposes of providing transportation-related services as described in our agreement with the operator.
We do not determine the purposes of processing student data. We do not disclose student information except as directed by the operator or school district, or as required by law. We do not sell, monetize, or use student data for marketing, advertising, or any purpose outside the Service.
Operators and school districts are responsible for ensuring that their collection and sharing of student data with us complies with applicable laws, including the Family Educational Rights and Privacy Act (FERPA), the Children's Online Privacy Protection Act (COPPA), and applicable state law. Operators warrant that they have obtained all necessary parental and regulatory consents before providing student data to the platform.
Access to student contact information within the platform is restricted to authorized personnel and route-assigned drivers only.
10. Fraud Prevention & Integrity
To help prevent fraud and false reporting, the system may associate records with timestamps, GPS coordinates, device identifiers, and role-based access controls.
We do not use biometric profiling or consumer tracking.
11. Data Security
We implement administrative and technical safeguards including:
- Encryption in transit (HTTPS/TLS)
- Encrypted cloud storage
- Role-based access controls
- Limited internal access
- Secure authentication for dashboard access
12. Data Retention
Data is retained according to employer requirements and applicable law. Operational records (inspections, route logs, compliance data) may be retained for the period required by the operator's regulatory obligations.
Users may request account deletion (see our Account Deletion page). Note that certain records may be retained by the employer for compliance purposes even after individual account deletion.
13. User Rights
Users may:
- Request access to their data
- Request correction of inaccurate data
- Request account deletion
California residents may have additional rights under the CCPA, including the right to know what personal information is collected, the right to request deletion, and the right to opt out of the sale of personal information. We do not sell personal information.
To exercise any of these rights, contact us at contact@ypa.group.
14. Children's Privacy
The mobile app and web dashboard are intended for use by authorized adults only. We do not knowingly collect personal information directly from children under 13. Student roster data is provided by operators or school districts, not collected directly from children.
15. Changes to This Policy
We may update this Privacy Policy periodically. Changes will be posted on this page with a revised effective date. Continued use of the Service after changes are posted constitutes acceptance.