K12First Meeting is operated by SafelyEmail LLC under the K12First brand. This policy explains how the product handles information for website visitors, customer users, and people viewing customer Meeting Hub pages.
Website and service information
We process contact information submitted through forms or email, application activity, public-page requests, security logs, and operational data needed to provide and protect K12First Meeting. We use this information for customer support, security, service operation, public access, audit history, and records-management evidence.
Google Sign-In
K12First Meeting uses Google Sign-In to authenticate users and verify their Google Workspace domain. We receive the Google account stable identifier, verified email address, name, profile image, and hosted domain. We use those fields to create or resume onboarding, link the user to the correct customer workspace, maintain a signed-in session, and enforce roles. Sign-In access and ID tokens complete the callback and are not retained as application records. Before a customer workspace exists, a one-way SHA-256 hash of the verified account stable identifier, together with the verified email, name, and domain, is retained in global identity and onboarding records that are not tenant-scoped. After provisioning, customer membership and sign-in records are tenant-scoped.
Google Workspace Directory
With customer administrator authorization, K12First Meeting reads the Workspace customer identifier and administrator status needed to verify setup. For configured directory synchronization, it reads eligible users’ stable identifiers, primary email addresses, names, organizational-unit paths, and suspended status. We store those fields in tenant-scoped user, connection, synchronization, and audit records so the customer can manage access for eligible users.
Google Drive and Google Docs
When an authorized user selects a file, or when a customer administrator enables a delegated meeting workflow, K12First Meeting accesses the Drive identity, file identifiers, names, types, folder relationships, capabilities, revisions, and content needed for that workflow. The product can create meeting folders, copy selected files, create or update Google Docs from customer templates, export supported documents or PDFs for packets, and verify a cited source. Selecting a source does not modify that source; the requested workflow may create a managed copy.
Drive and document storage
K12First Meeting stores Google file identifiers, links, names, types, workflow state, and audit references in its tenant-scoped database. Managed copies remain in the authorized customer Google Drive. When a customer includes content in a meeting record, the product may also retain protected tenant-scoped attachment versions, packet artifacts, and recovery or audit evidence. Short-lived Google Picker tokens are used only to complete the requested selection or copy and are not stored as application records. Temporary export files are removed after processing.
Gmail sending
K12First Meeting uses the Gmail send permission only to send meeting reminders configured or initiated by authorized customer users. It does not read Gmail inboxes, existing messages, contacts, or mail history. The application retains an actor reference, recipient address, subject, up to 500 bytes of body preview, delivery status, and Gmail provider message ID in a tenant-scoped delivery record. The delivery record retains no body content beyond that bounded preview. The intended recipient receives the message.
Customer data and public sharing
Customers control the content they provide and the users authorized to work with it. K12First Meeting does not sell Google user data or customer data, use it for advertising or credit decisions, or use raw or derived Google data to develop, improve, or train generalized artificial-intelligence or machine-learning models. An authorized administrator must enable Meeting Hub before its public site appears. Meeting schedules are exposed only through their separate publication control; packet, minute, and record content is made public only through authorized publication of approved material. Enabling an empty Hub does not publish private meeting content.
Other sharing and human access
Google user data is disclosed only as needed to provide customer-authorized product features, to the intended recipient of a customer-initiated message, to service providers that operate the product under confidentiality and data-protection obligations, for security or abuse investigation, or when legally required. K12First personnel do not read Google file or message content unless the customer affirmatively requests support for specific content, access is necessary for security, or disclosure is legally required.
Retention and deletion
Account, directory, file-reference, and delivery records are retained while needed for the customer service and its records obligations. Source materials may have customer-configured retention schedules, initially three years, but automatic purge is currently disabled. Final packets, official or publication records, legal-hold material, and audit evidence may be retained as permanent records. Revoking Google authorization stops new Google API access but does not automatically erase customer meeting records or managed Google Drive files. An authorized customer may request correction, export, or deletion through K12First support; public-records duties, legal holds, security needs, or applicable law may require preservation.
Google API Limited Use
K12First Meeting’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Contact
Privacy questions and authorized data requests can be sent to [email protected].