ArchSoftware

ArchClient Privacy Policy

Effective date: September 23, 2026

Who we are and who your school is

ArchClient (the "app") is made and operated by ArchSoftware LLC, a Texas company ("ArchSoftware", "we", "us"). Schools and studios license the app from us to communicate with the families and students they teach. Your school is the one that gave you your account.

Who "you" and "your student" mean in this policy. You are the account holder: either a parent or guardian of one or more students, or an adult student (18 or older) taking lessons yourself. When we say "your student", we mean the student whose lessons you see in the app — your child, or you, if you are the student. Everything in this policy applies to adult students in the same way it applies to parents, except where we say otherwise.

Two organizations are involved in your information, and they have different jobs:

• Your school collects your information and your student's information as part of enrolling and teaching. Your school decides what is collected, who on its staff can see it, and how long it is kept. Your relationship — lessons, billing, questions about your student — is with your school.
• ArchSoftware builds and runs the software. We store and process information on your school's behalf and under its instructions. We do not use it for our own purposes beyond providing the contracted services to your school, maintaining and securing the service, troubleshooting, and complying with the law. De-identified/anonymized data may be used for product analytics for product development.

If you have a question about your or your student's information, contact your school first (its contact details are in the app under School Info). Contact ArchSoftware for questions about how the app itself works or about this policy — see "Contact us" at the end.

Who can use the app

Accounts are for adults: a parent or guardian, or a student who is 18 or older. Your school creates your account after you enroll; you cannot sign up on your own. You receive an invitation email and set your own password. Children do not have accounts and cannot log in.

Information about students, including children

Although children do not use the app, the app holds information about them. When you enroll a child, your school records the child's name and date of birth in its scheduling system, and the app shows that child's lessons, attendance, homework, progress and teacher notes to you as the parent or guardian. Teachers may add photos, audio recordings, video or documents from a lesson so you can see what was covered. Only you (as the child's parent or guardian), the child's teacher, and your school's staff can view these records.

We do not knowingly collect personal information directly from a child, and the app has no way for a child to send us information. Information about a child comes from the parent or guardian or from the school. If you believe a child's information has been recorded without a parent or guardian's involvement, contact your school and it will be corrected or removed.

If you are an adult student, the same lesson records are kept about you and shown to you directly.

Information we collect

Information your school provides about you. Your name, email address and phone number; for parents and guardians, the names and dates of birth of the students you are responsible for and the link between you and those students; for adult students, your own date of birth. This comes from your school's scheduling and billing system when your account is created.

Information you provide in the app.

• The password you set (stored only in scrambled form; we cannot read it).
• Messages you send to your school's front desk.
• Lesson cancellation requests and similar requests you make.
• Questions you type into the in-app Help assistant.
• Problem reports you send us, including any screenshots or photos you choose to attach and a description of your device (type, operating system, browser, screen size and app version).

Information created while you use the app.

• Lesson records for your student: schedule, attendance, teacher lesson notes, homework, progress, and any lesson attachments (photos, audio, video, documents) added by the teacher.
• Make-up credits and cancellations.
• Billing information — your invoices, payments and balance — shown to you from your school's scheduling and billing system. The app displays this; it does not take payment (see "Payments").
• Sign-in records: when you last signed in, failed sign-in attempts, and a description of the device or browser used, so we can keep your account secure. Sign-in sessions expire after 90 days of inactivity.
• A push-notification token for your device, if you turn notifications on.
• De-identified usage data — which screens are opened and which buttons are used — through an analytics service. This data is not tied to your name or account, text you type is masked, and screen recording is off. The analytics service may record the network address your device connects from and derive an approximate (city-level) location from it.

Information we do not collect. The app does not access your contacts, precise location, or health data. It does not read or access your phone's calendar (if you add a lesson to your calendar, the app only creates a calendar file that you add yourself — see "Your choices and rights"). The app does not use advertising networks, does not show ads, and does not track you across other apps or websites. We do not sell or share your information with data brokers. The app does use a product-analytics service, described above under "Information created while you use the app". The camera or photo library is opened only if you choose to attach a picture to a problem report, and only with your permission. The app does not use the microphone.

Features that run entirely on your phone. Some things the app does never send anything to us or to your school: Face ID / fingerprint unlock, adding lessons to your calendar, practice reminders, and sharing. Each is described in the section where it belongs below.

How we use information

• To run the app: show you your or your student's lessons, notes and billing, deliver your messages to the school, and send you notifications.
• To keep your account secure and prevent misuse.
• To answer your Help questions and fix problems you report.
• To understand how the app is used so we can improve it, using the de-identified usage data described above.
• To meet legal obligations.

Your school uses the information in the app to teach its students, communicate with you, and run its business. It may also use the platform to send you emails or text messages about its programs; you can opt out of marketing messages using the link or reply instructions in the message, or by contacting your school.

Notifications

If you allow notifications, the app can alert you to new messages and account updates. Notifications are delivered through the push services run by Apple and Google, which receive your device token and the notification text. The notification text is generic (for example, "New message received"); it does not include your student's name or the content of the message.

You can also set practice reminders for yourself or your student. These are scheduled by your phone itself; the days and times you choose stay on your device and are not sent to us or to your school.

The in-app Help assistant

The Help assistant answers questions about using the app. When you ask a question, we record the question, the screen you were on and your role (parent or student) so your school's staff can improve the help content. To generate an answer, the question, the screen name and our help articles are sent to an AI assistant provider. Your or your student's records are not sent — unless you type them into the question yourself, so please do not include personal details (names, phone numbers, health information) in a Help question. The app reminds you of this where you type your question.

Per our agreement with the AI assistant provider, the information transmitted when you use the in-app Help assistant is not used to train the AI provider's models, and the prompts are used only to generate your answer.

AI tools your school's staff use

Your school's staff tools on the platform may use an AI assistant provider to help staff analyze enrollment and plan communication with families. Before anything is sent to the provider, names, contact details and other identifying details are replaced with de-identified parameters, so the provider does not receive your name, your student's name, or your contact information. Your school's staff see the real names on their own screens; the AI provider does not. The provider does not use this information to train its models.

Who we share information with

We do not sell your personal information, and we do not share it for advertising.

We share information only with:

• Your school — its staff see the information they need to teach your student and serve you.
• Service providers that help us run the app, who may only use the information to provide their service to us:
  • your school's scheduling and billing system (the source of enrollment, schedule and billing data);
  • a cloud hosting and database provider;
  • a cloud file-storage provider, for lesson attachments and uploaded images;
  • an email delivery provider, for account emails and messages your school sends you;
  • a text-message delivery provider, for texts your school sends you;
  • Apple's and Google's push-notification services;
  • an analytics provider, for the de-identified usage data described above;
  • an AI assistant provider, for the Help assistant and the anonymized staff tools described above.
• Authorities or others when required by law, or to protect the rights, property or safety of ArchSoftware, your school, its students and staff.

Sharing you do yourself. When you use the Share button, you choose what to share (for example a lesson note or event details) and which app to send it to (Messages, Mail and so on). The content is handed to the app you pick, and what happens to it after that is governed by that app; we do not see where it goes and do not keep a record of what you shared.

Payments and tickets

The app does not take payments. Your invoices, payments and balance are shown for your information, and the amounts you see come from your school's scheduling and billing system. Payments are made directly with your school.

Event tickets are purchased on your school's website in your phone's browser, not inside the app; the app does not collect payment information. Your school's website has its own privacy policy that covers ticket purchases.

Where information is stored and how it is protected

Information is stored in the United States. It is encrypted in transit, passwords are stored only as one-way hashes, and access by your school's staff is limited by role. Lesson attachments are stored with a secure cloud file-storage provider, with authentication access, encryption in transit, role-based access and credential protection. No system is perfectly secure, and we cannot guarantee absolute security, but we work to protect your information and will notify you and your school as required by law if a breach affects you.

How long we keep information

ArchSoftware implements your school's retention instructions as defined in their license agreement. While your school's license agreement is active, your information is kept in accordance with your school's records-retention policy or as long as the law requires, whichever is longer.

Some records we keep for a fixed period regardless: sign-in sessions expire after 90 days, and account-invitation and password-reset links expire within days.

De-identified usage data is kept according to our analytics provider's retention settings and is not tied to you.

Your choices and rights

• Review and correct. You can see your own and your student's information in the app. To correct it, contact your school, which holds the master record.
• Notifications and reminders. Turn notifications off any time in your device settings. Practice reminders are edited or turned off in the app; they live only on your phone.
• Face ID, Touch ID or fingerprint unlock. If you turn this on, your phone checks your face or fingerprint itself; the app only learns whether the check passed and never receives or stores your biometric data. While it is on, your sign-in token is kept in your phone's secure storage (the Keychain on iPhone, the Keystore on Android) instead of ordinary app storage. Turning it off in My Account removes the saved sign-in from your phone.
• Add lessons to your calendar. The app creates a calendar file that you add to your phone's calendar yourself. That makes a copy on your phone; the app does not read or access your calendar and cannot see or change what is in it.
• Marketing. Opt out of your school's marketing emails and texts using the instructions in the message or by contacting your school.
• Delete my account. You can ask us to delete your account at any time — see "Deleting your account" below.
• Other requests. If you live somewhere that gives you additional privacy rights, you can exercise them by contacting your school or us.

Deleting your account

You can ask us to delete your account at any time, and there is no charge for it.

How to ask. In the app, open the avatar menu → Delete my account and confirm. If you cannot get into the app, email your school. If your school does not respond within a reasonable period of time, write to support@archsoftware.co from the email address on your account, with the subject "Delete my account" and your school's name. Both routes are also set out on our deletion page at https://www.archsoftware.co/delete-account.

What happens. Your school confirms the request. We then delete your app account within 30 days, and we email you at that address to confirm when it is done.

Two different sets of records are involved, and it matters which is which.

What is deleted

These are the parts of your account that ArchSoftware holds so you can use the app. We delete all of them:

• your sign-in itself — the email address and password held to let you log in;
• every sign-in session, on every device you have used;
• your push-notification tokens, so notifications stop;
• any sign-in token saved in your phone's secure storage for Face ID, Touch ID or fingerprint unlock;
• the identifier our analytics service uses for your installation of the app;
• your profile and settings inside the app;
• the content your family created in the app — your messages to the front desk and the requests you made — unless your school has to keep a particular item as part of a student record;
• your name and identity on any problem report you sent. The report itself is kept for the school's records, so a fault you told us about can still be fixed, but it no longer shows who sent it.

After this you can no longer sign in, and we cannot restore the account. If you want to use the app again later, your school can invite you again and you set a new password.

What your school keeps

These are your student's educational and financial records. They are your school's records, not ours. We hold them on your school's instruction, and your school keeps them under its own retention policy and under the law:

• lesson history, attendance, teacher notes, homework and progress;
• invoices, payments and balances;
• the enrollment information your school holds about you and your student.

Your school keeps these for good reasons: business and tax records have to be kept for a period; your school needs them to answer a question or a claim later; and if your student returns, their history is still intact. Deleting your app account does not delete these records, and it does not withdraw your student from the school. If you want a school record corrected or removed, ask your school. If you want to stop lessons, that is a separate conversation with your school.

Your school's scheduling and billing system is a separate system. The app reads your lessons and your invoices from the system your school uses to run its business. Deleting your app account removes your access to the app; it changes nothing in that system, which your school manages under its own policies.

What happens to your school's data if its license ends

If your school stops using the platform, its data — including your account and your student's records — belongs to the school. ArchSoftware will make it available to the school for export on request. Within 180 days after the license ends, we remove the school's data from the live platform and place it in offline archive storage that no one can access through the app. That archived data is retained for a maximum of three years, or for as long as the law requires, whichever is later, only so that it can be returned to the school if the school later needs it, apart from backups that are overwritten in the normal course. ArchSoftware will not keep using or sharing a former school's data for any purpose.

Changes to this policy

We may update this policy from time to time. The effective date at the top shows when it was last revised. If a change materially affects how your information is used, we or your school will notify you in the app or by email before it takes effect.

Contact us

About your or your student's information: contact your school (School Info screen in the app).

About the app or this policy: ArchSoftware LLC
1717 N Akard St. #270, Dallas, TX 75201
hello@archsoftware.co
https://www.archsoftware.co/support

Our Terms of Use are at https://www.archsoftware.co/terms.

This policy is governed by the laws of the State of Texas.