Privacy Policy

Who we are

ICS SubHub is a scheduling and coverage tool operated for the school community it serves. Questions about this policy can be sent to support@icssubhub.com.

SMS / mobile messaging

This section describes the ICS SubHub SMS (text-message) notification program. It applies whenever you provide a mobile phone number and enable SMS notifications inside the app.

ICS SubHub is a private workforce scheduling system, so SMS consent is collected only after a user signs in. To make the call to action reviewable, we publish the full SMS opt-in workflow and required disclosures at https://icssubhub.com/sms-opt-in.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

• What we collect for SMS: your mobile phone number, your SMS opt-in status and consent timestamp, the text of messages we send you, and delivery metadata (message identifiers, timestamps, success or error codes) returned by our SMS carrier.
• How you opt in: sign in to ICS SubHub, add or confirm a mobile phone number in your profile, open Notification Preferences, tick the checkbox that reads "I agree to receive SMS notifications from ICS SubHub about my shifts, coverage assignments, and account activity. Message frequency varies. Message and data rates may apply. Reply STOP to unsubscribe, HELP for help.", and then enable the SMS toggle. SMS is off by default and cannot be turned on until the checkbox is checked. We store the timestamp of your consent and the exact consent text shown to you.
• How you opt out: reply STOPto any ICS SubHub SMS to unsubscribe immediately, or turn the SMS toggle off in Notification Preferences, or remove your phone number from your profile.
• Help: reply HELP to any message, or email support@icssubhub.com.
• Message frequency: varies based on shift, coverage, and account activity.
• Message and data rates may apply.
• Terms and privacy links are shown during opt-in: the checkbox disclosure links directly to this Privacy Policy and to the SMS Terms & Conditions before SMS can be enabled.
• Who processes SMS: messages are delivered through Twilio, our SMS provider, strictly for the purpose of delivering the message. Twilio is contractually prohibited from using your mobile information for any other purpose.

For full program terms including sample messages, supported carriers, and disclaimers, see our SMS Terms & Conditions.

Information we collect

• Account information — name, work email, assigned role, job title, campus, and employee identifier provided by an administrator when your account is created.
• Mobile phone number — provided by you in your profile if you choose to receive SMS notifications.
• SMS opt-in status — whether you have enabled SMS notifications, and any opt-out (STOP) events.
• Operational content — absences, coverage requests, shift assignments, leave balances, and related notes you or an administrator enter into the app.
• Message content and delivery metadata — the text of notifications we send you, timestamps, provider message identifiers, and success or error status returned by email or SMS carriers.
• Technical data — sign-in events, session tokens, browser and device information needed to keep the app secure and to troubleshoot issues.

How we use information

We use the information above only to operate ICS SubHub: to authenticate you, deliver operational notifications tied to your schedule and coverage duties, track leave balances, produce administrative reports for your school, and troubleshoot delivery issues. We do not use this information for advertising or profiling, and we do not sell it.

Mobile information sharing

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support of our services, such as our SMS provider Twilio, is permitted. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Service providers (subprocessors)

• Twilio — delivers SMS notifications on our behalf. Phone numbers and message content are transmitted to Twilio strictly to deliver the message.
• Lovable Cloud — hosts the application and the database (including authentication and file storage) on our behalf.
• Email delivery provider — sends transactional emails (password resets, notifications) on our behalf.

Each of these providers processes data only to perform the service and is contractually bound to confidentiality and security obligations.

Data retention

Account and operational data are retained for as long as your account is active and as required for the school's scheduling, payroll, and audit purposes. Your mobile phone number is retained until you remove it from your profile or your account is deactivated. SMS and email delivery logs are retained for operational troubleshooting and audit.

Your rights and controls

• Update or remove your mobile phone number at any time from your profile page inside ICS SubHub.
• Turn SMS or email notifications on or off at any time from the notification preferences page.
• Reply STOP to any SMS from us to unsubscribe from all further SMS immediately.
• Contact us at support@icssubhub.com to request access to, correction of, or deletion of the personal information we hold about you, subject to the school's recordkeeping requirements.

Children's privacy

ICS SubHub is intended for school employees and substitute teachers. It is not directed to children under 13, and we do not knowingly collect personal information from them.

Security

We use industry-standard safeguards including encrypted transport (HTTPS), authenticated access, role-based permissions, and row-level security in the database. No method of transmission or storage is perfectly secure, but we work to protect your information and to promptly address any issue we become aware of.

Changes to this policy

We may update this policy from time to time. Material changes will be reflected by updating the "Last updated" date above. Continued use of ICS SubHub after an update means you accept the revised policy.

Contact

For privacy questions or requests, contact support@icssubhub.com.