My Award Tracker (“we”, “us”) helps students, families, and organizations record activities, hours, awards, and supporting evidence. This policy explains what we collect, why, and the choices you have. We do not sell your personal information and we do not show ads.
Information we collect
- Account details: your name, email address, and password. Your password is handled by Amazon Cognito and is never visible to us.
- What you record: student profiles, activities, hours, dates, categories, notes, award goals, and the evidence files you upload (photos, PDFs, certificates).
- Organization data: if you create or join an organization, your membership and role, invitations, clock-in/clock-out sessions, chat messages, and reports generated for that organization.
- Payments: handled by Stripe. We receive a payment confirmation and a Stripe customer reference. We never see or store your full card number.
- Messages to us: the name, email, and message you send through our contact form.
- Technical data: IP address, request logs, and error logs that our hosting provider records so we can keep the service secure and working, and which link or website you came from when you signed up (for example an ad or a social post). We do not use advertising trackers or pixels.
How we use it
- To run the service: store your records, show your progress, and generate the summaries and reports you ask for.
- To send account and service email: a welcome message, a few check-ins during your free Plus trial, a Sunday progress reminder, up to four news updates on your goals (links to public news sites), organization invites and a monthly progress report. If you add family email addresses on your Account page, they receive that monthly summary too. Every tip or report email has an unsubscribe link.
- To process payments and manage access to paid features.
- To answer your messages and provide support.
- If you ask someone to verify your hours, to email that person the activity's title, organization, date and hours, plus your name and optional note.
- To protect the service from abuse and fix problems.
Who can see your data
Your personal records are private to your account. If you join an organization, its owners and admins can see your membership, the activities and hours you share with that organization, your clock sessions, and messages you post in its channels, according to your role.
If you invite a parent or guardian under Family access, that person can see, read only, your upcoming deadlines, plan progress, hours, goals, GPA, test scores, college list and statuses, and how many financial aid steps and essays you have done. They cannot see your essay text, notes or files, and cannot change anything. You can stop sharing at any time from your Account page.
We use these service providers to operate My Award Tracker:
- Amazon Web Services (United States, us-east-1 region) for hosting, database, file storage, sign-in, and email delivery.
- Stripe for payments.
We share information beyond this only if the law requires it or to protect the safety of our users.
Phone notifications
If you turn on notifications, we store your device's push address (provided by Apple, Google or Mozilla) so we can send your Sunday pace, approved hours and confirmations. Messages are encrypted end to end. Turn them off any time from your account page; we delete the address right away.
AI writing help
If you use the Common App activities writer (a Plus feature), we send the activity details you logged (titles, organizations, dates, hours, descriptions and your reflections) to Anthropic's Claude model through Amazon Bedrock, inside our AWS account. Your name and email are not sent. Amazon Bedrock does not store these prompts or use them to train models. The suggestions are shown only to you, and you decide what to keep.
If you ask for essay feedback (a Plus feature), we send that essay's prompt, word limit and draft the same way, without your name or email. The feedback is saved with the essay so you can see it later, and is deleted with the essay.
How long we keep it
- Your account, profiles, activities, and evidence: until you delete them yourself, and for up to 3 years from your last payment (or from when you opened your account, if you never paid). After that we delete all of it. We email you 30 days before, with a link to download a copy. A payment by an organization that covers you counts as a payment.
- Organization chat messages: 30 days by default, or the retention period the organization sets.
- Raw clock-in/clock-out sessions: 90 days. Daily totals: about 2 years.
- Generated report files: 7 days.
- Notifications: 30 days. Activity history (audit log): 1 year.
- Contact-form messages: 1 year.
- Server logs: 14 days.
Security
Data is encrypted in transit and at rest. Evidence files are stored in a private bucket and are only reachable through short-lived links. Each account's records are isolated from other accounts.
Students and children
My Award Tracker is built for high school students. Children under 13 may not create their own account. A parent, guardian or organization leader may add a younger child as a profile on their own account; that adult controls the profile and can export or delete it at any time. Students under 18 should use the service with the knowledge and permission of a parent or guardian. If you believe a child under 13 has given us personal information directly, contact us and we will delete it. We collect only what is needed to keep the activity record and delete it on the schedule above.
Your choices
- You can view and edit your records at any time in your dashboard.
- You can download a copy of your data or delete your account at any time from Dashboard → Account → Your data. If you can't sign in, email team@myawardtracker.com and we'll help within 30 days.
- You can stop organization invites or reports by leaving the organization.
Changes
If we make material changes to this policy, we will update the date above and let account holders know by email or in the app.
Contact
Questions about privacy? Email team@myawardtracker.com or use our contact form.