Privacy Policy

What we collect

When you use Veramio, we collect:

• Account information: Name, email address, date of birth (students only), and password (hashed — we never see it in plaintext)
• Document text snapshots: Plain text content of your document at regular intervals while Veramio is active. No formatting, no metadata.
• Session metadata: Start time, end time, word counts, edit frequency patterns
• Phone number (optional): Mobile number provided by a parent or guardian in account settings, used solely to send SMS notifications described in this policy. Providing a phone number is optional and not required to use Veramio.
• Usage analytics: Page views and feature usage tracked via Umami (self-hosted). When you are logged in, analytics events are linked to your internal account ID — a random identifier, never your email, name, or any other personally identifiable information. Anonymous visitors are not identified.
• Error reports: Anonymous crash and error data via Sentry (no user content included)

How we use your data

• To generate your Writing Report and timeline playback
• To detect unusual writing patterns (e.g., large paste events) and notify parent accounts on eligible plans
• To verify the cryptographic integrity of your writing session
• To send transactional emails (account activation, parent approval requests) via Resend
• To send SMS notifications to parent accounts that have opted in — see SMS communications for full details
• To improve the product using anonymized analytics
• To monitor application errors and fix bugs via Sentry (no writing content is included)

We do not sell your data. We do not use your writing content to train AI models.

SMS communications

Veramio may send SMS (text message) notifications to parent or guardian accounts on eligible plans. This section explains how our SMS program works.

Message types

Veramio sends the following categories of SMS messages:

• Session alerts: A notification when a linked student starts a writing session (Family plan and above).
• Behavioral alerts: A notification when an unusual writing event is detected (e.g., a large paste that meets our paste-event threshold) during a session.
• Certification notifications: A notification when a student's document has been certified or when a certification is revoked.

We do not send marketing or promotional SMS messages. All messages are strictly transactional and directly related to activity on your linked student accounts.

Consent and opt-in

SMS notifications are off by default. To receive them, a parent or guardian must:

1. Navigate to Account → Notification Preferences in the Veramio dashboard.
2. Enter a valid mobile phone number.
3. Enable the specific notification types they wish to receive.

By saving a phone number and enabling SMS notifications, you expressly consent to receive text messages from Veramio at the number provided. You confirm that you are the account holder or have authority to provide consent for that number.

Message frequency

Message frequency varies based on your students' writing activity. Most parents receive fewer than 5 messages per week. You will not receive messages when no linked student is active.

Opt-out / STOP

You can stop receiving SMS messages at any time by any of the following methods:

• Reply STOP to any Veramio SMS message. You will receive a single confirmation message and no further messages will be sent to that number.
• Turn off SMS notifications in Account → Notification Preferences in the dashboard.
• Remove your phone number from your account settings entirely.

To re-enable messages after opting out, add your number again in Notification Preferences. Replying HELP to any message will return a brief description of the program and our support address.

Rates and carrier support

Message and data rates may apply depending on your mobile carrier plan. Veramio does not charge for messages, but your carrier's standard messaging rates apply. Veramio SMS is supported by major US carriers. Carrier support and message delivery are not guaranteed in all areas.

Phone number data handling

• Phone numbers are stored encrypted and associated only with the parent account that provided them.
• Phone numbers are never sold, rented, or shared with third parties for their own marketing or any purpose unrelated to delivering your Veramio notifications.
• No mobile information will be shared with third parties/affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.
• Phone numbers are transmitted to Telnyx (our SMS delivery provider) solely to send the messages you have opted into. Telnyx acts as a data processor on our behalf under a data processing agreement.
• Phone numbers are deleted when you remove them from your account or delete your account.

COPPA — Children under 13

For users under 13, a parent or guardian account is the primary account. We require explicit parental consent before collecting any data from a minor. Parents must:

• Create a parent account first
• Review and consent to our data collection practices
• Approve the child's account via email before the add-in becomes active

Parents can review, export, or delete their child's data at any time from the parent dashboard.

FERPA considerations

Veramio is not an educational institution and does not maintain "education records" as defined by FERPA. Writing session data belongs to the student and is shared only at the student's discretion. We do not share data with schools or teachers without the student's explicit action (generating a share link).

Data retention

Session data is retained according to your plan:

Data is permanently deleted at plan expiry or account deletion, whichever comes first.

Third-party services

• Veramio servers: Your account data and writing session records are stored on Veramio-operated infrastructure
• Resend: Transactional email delivery
• Umami: Page-view and usage analytics, self-hosted on Veramio infrastructure. Authenticated sessions are linked to your internal account ID (not your email or name).
• Sentry: Application error monitoring (no writing content; localhost events filtered)
• Telnyx: SMS delivery for opted-in parent notifications. Phone numbers are passed to Telnyx solely to deliver messages you have requested. Telnyx does not use your number for any other purpose.
• Stripe: Payment processing for paid plans (Veramio never stores card numbers)

Your rights

You can:

• Download all your writing session data from your account dashboard
• Delete your account and all associated data at any time
• Revoke access to any shared Writing Report link
• Request a copy of your data in machine-readable format

To exercise any of these rights, use the dashboard or contact us. We respond within 5 business days.

Contact

Privacy questions: privacy@veramio.com