Privacy Policy

Who this applies to

Events Coordinator is invitation-only. You can sign in only if an SCCOE administrator has added your Google account, and this policy covers the information handled when you do. The tool is not offered to the general public and is not intended for students.

What the tool collects

Events Coordinator handles four kinds of information.

• Your Google account identity. When you sign in with Google we receive your name, email address, profile picture, and the account identifier Google issues for you. We use these to recognize you, show who is signed in, and check your access level.
• The scheduling information you enter. Event names, categories, dates and times, scheduling notes, lead contact name and email, and which kinds of support an event needs. This is ordinary county event planning information that you choose to type in.
• Events on the SCCOE calendars the tool manages. The tool reads the specific Google Calendars it is configured to manage so it can show existing commitments, flag conflicts, and notice when someone has changed an event directly in Google Calendar.
• Operational records. A log of administrative actions — who invited or removed someone, and when — plus records of calendar synchronization runs and technical errors. These exist so problems can be diagnosed and access changes can be reviewed.

Events Coordinator does not use cookies or similar technology for advertising, tracking across sites, or analytics profiles. Your browser stores a Google sign-in session so you are not asked to sign in on every visit.

The Google Calendar permission we ask for

Events Coordinator asks for one Google permission beyond basic sign-in: the Google Calendar scope https://www.googleapis.com/auth/calendar.

We need it because publishing a schedule creates, updates, and deletes real Google Calendar events, and those events must be attributed to the person who scheduled them rather than to an anonymous robot account. When you publish, delete, or reschedule an event, the tool acts as you.

Google grants this permission across your calendars, but Events Coordinator only ever reads or writes the SCCOE calendars it has been configured to manage. It does not read, modify, or store the contents of your personal calendar.

The access token Google issues is held in your browser for the length of your working session and sent to our server only as part of a request you initiated, so that request can act on your behalf. We do not save it to our database, and we do not use it for background work: the routine calendar checks that run on a schedule use a dedicated service account with read-only access to the managed calendars, not your credentials.

Events Coordinator's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

The scheduling assistant

Events Coordinator includes an optional assistant that drafts a proposed schedule from a plain-language description. When you use it, what you type and a summary of the events already in the workspace are sent to Gemini through Vertex AI in SCCOE's Google Cloud project to generate that proposal.

Under the Google Cloud service terms for Vertex AI, Google does not use what you send to train or fine-tune AI models unless SCCOE gives prior permission or instruction.

Because that text leaves the tool, do not type student names, student records, health information, or anything else confidential into the assistant. It is built for scheduling logistics, and nothing about an event's date, room, or audience size needs personal information to work.

How the information is used

Information in Events Coordinator is used only to:

• keep the county event schedule and the SCCOE calendars in step;
• show conflicts and existing commitments while you plan;
• decide what you are allowed to see and change;
• let administrators review who has access; and
• diagnose problems and support the people using the tool.

We do not sell information, we do not share it with advertisers, and we do not use it to build profiles or to make automated decisions about anyone.

Where the information is stored

Events Coordinator runs on Google Cloud and Firebase in an SCCOE-owned project hosted in the United States, using Firebase Authentication, Cloud Firestore, Cloud Functions, and Firebase Hosting. Google processes this information as our infrastructure provider under its own security and privacy commitments.

Access is limited to people invited to the tool and to the SCCOE staff who administer it. As a California public agency, SCCOE may also be required to disclose records in response to a lawful request, such as a California Public Records Act request or a court order.

How long it is kept

Event records are kept for the academic year they belong to and remain available afterwards as scheduling history, because knowing when an event ran in previous years is part of planning the next one. Deleting an event in the tool removes its calendar entries and archives the record rather than erasing the history that it existed.

Account and administrative records are kept while your access is active and for as long as SCCOE's records retention rules require afterwards. Google Calendar access tokens are not retained at all.

Your choices

• Withdraw Calendar access at any time from your Google Account permissions page. Events Coordinator will stop being able to publish on your behalf; events already on the calendar stay where they are.
• Ask for your access to be removed. An SCCOE administrator can disable your account, which also removes any direct calendar sharing that was granted with it.
• Ask what is held about you, or ask for a correction. Write to the contact below and we will respond.

Students and children

Events Coordinator is a staff scheduling tool. It is not offered to students, and it is not designed to hold student records. Please do not enter information about individual students into it.

Changes to this policy

If this policy changes in substance we will update the date at the top of this page. Continuing to use Events Coordinator after a change means the current version applies to you.

Contact

Questions about this policy, or about information Events Coordinator holds, go to cbengisu@santacruzcoe.org at the Santa Cruz County Office of Education.

See also the Terms of Service.