Summary: SeniorTripHQ collects information needed to operate a senior trip planning platform for high schools. We take the privacy of students — including minors — seriously. We do not sell your data. We comply with FERPA. Read on for the full details.
1. Who We Are
SeniorTripHQ ("we," "us," or "our") operates the senior trip planning platform available at seniortriphq.com and app.seniortriphq.com. We provide software tools to help high schools plan, manage, and execute senior trips.
For questions about this policy, contact us at: hello@seniortriphq.com
2. Information We Collect
2.1 Information You Provide Directly
- Account information: Name, email address, password, and role (student, parent, or administrator)
- School information: School name, location, trip dates, and class year
- Payment information: Payments are processed by Stripe. We do not store credit card numbers. We receive confirmation of payment and the associated email address.
- Emergency contact information: Parent/guardian name and phone number, provided during student registration
- Health information: Dietary restrictions, medical notes, allergies, physician information, and insurance details — provided voluntarily through our Health Screening Form
- Documents: Electronic signatures on permission waivers, code of conduct agreements, and media release forms
- Photos: Images uploaded by students to the Photo Wall feature
- Trip preferences: Destination votes, roommate selections, and other trip planning inputs
2.2 Information Collected Automatically
- Browser type and device information
- IP address and approximate location
- Pages visited and features used within the platform
- Cookies necessary for the platform to function
3. How We Use Your Information
We use the information we collect to:
- Operate and provide the SeniorTripHQ platform
- Process payments and manage subscriptions
- Send automated notifications about payments, documents, and trip updates
- Enable trip coordinators and chaperones to manage student logistics safely
- Improve and troubleshoot the platform
- Respond to support requests
- Send subscription renewal reminders to school administrators
- Search for live travel pricing using AI (destination names and home city only — no personal student data is sent to AI services)
4. FERPA Compliance
The Family Educational Rights and Privacy Act (FERPA) protects the privacy of student education records. When SeniorTripHQ is used by a school or school-authorized administrator, we act as a "school official" under FERPA with a "legitimate educational interest" in the data necessary to operate the platform.
We comply with FERPA by:
- Using student data only for the purposes for which it was provided
- Not disclosing student education records to third parties without appropriate authorization
- Allowing school administrators to access, correct, and delete student data
- Not selling student data under any circumstances
- Maintaining appropriate security measures to protect student records
5. Health and Medical Information
Health information collected through our Health Screening Form is particularly sensitive. We treat this information with heightened protection:
- Health information is accessible only to school administrators and designated chaperones
- Health data is never shared with third-party services
- Health information is used solely for trip safety and emergency preparedness
- Students may update or request deletion of health information at any time
6. How We Share Information
We do not sell your personal information. We share information only in the following circumstances:
- Within your school: Trip administrators and approved chaperones can access student information relevant to their role
- Stripe: Payment processing. Stripe's privacy policy applies to payment data. See stripe.com/privacy
- Supabase: Database hosting. Data is stored securely in Supabase's infrastructure. See supabase.com/privacy
- Anthropic: We use Anthropic's Claude AI to search for travel pricing. Only destination names and home city are sent — no student personal data
- Make.com: Workflow automation for email notifications. Only necessary data (email addresses, payment status) is used
- Affiliate partners (Expedia, Viator, Travelpayouts): When a travel-booking link is clicked — on our marketing website or within the trip-planning application — affiliate links may pass standard referral information (such as the fact that a click originated from our site) to travel affiliate partners so we can earn a commission on bookings. No student data is shared. See "Affiliate Links and Disclosure" below.
- Legal requirements: We may disclose information if required by law, court order, or to protect the safety of users
7. Data Retention
We retain your data for as long as your school's subscription is active and for a reasonable period afterward to allow for record-keeping and dispute resolution.
- Active accounts: Data retained for the subscription period
- After subscription ends: Data retained for 90 days, then deleted upon request
- Payment records: Retained as required by applicable financial regulations
- You may request deletion of your data at any time by contacting hello@seniortriphq.com
8. Data Security
We implement industry-standard security measures including:
- HTTPS encryption for all data in transit
- Encrypted database storage via Supabase
- Access controls limiting data access to authorized personnel
- Regular security reviews
No method of transmission over the internet is 100% secure. We cannot guarantee absolute security but are committed to protecting your information using commercially reasonable means.
9. Children's Privacy
SeniorTripHQ is designed for use by high school students (typically ages 14-18) under the supervision of school administrators. We do not knowingly collect personal information from children under 13 without verified parental consent. If you believe a child under 13 has provided information without parental consent, please contact us at hello@seniortriphq.com and we will promptly delete the information.
10. Your Rights
Depending on your location, you may have the right to:
- Access the personal information we hold about you
- Correct inaccurate personal information
- Request deletion of your personal information
- Object to or restrict processing of your personal information
- Data portability — receive your data in a structured format
To exercise any of these rights, contact us at hello@seniortriphq.com.
11. Cookies and Tracking
Within the SeniorTripHQ application (app.seniortriphq.com), we use only essential cookies necessary for the platform to function, such as authentication session cookies. We do not place advertising cookies inside the application, and we never sell cookie data.
On our public marketing website (seniortriphq.com), we also use Google Analytics to understand how visitors find and use the site, and we participate in affiliate programs (see Section 12) whose partners may set cookies to attribute referrals. These analytics and affiliate cookies operate only on our public marketing pages — not within the student-facing application — and do not involve student data.
12. Affiliate Links and Disclosure
SeniorTripHQ participates in affiliate programs, including Expedia, Viator, and Travelpayouts. This means that when you click certain travel-related links — such as links to flights, hotels, vacation packages, transportation, or activities — and make a booking, we may earn a commission at no additional cost to you. These affiliate links appear both on our public marketing website and within the trip-planning application (for example, the booking links shown on the Destinations page).
These affiliate relationships do not influence which destinations, dates, or trip details you choose, and you are always free to book through any provider you prefer, including booking directly with travel suppliers. No student personal data is shared with affiliate partners; affiliate links pass only standard referral/click information needed to attribute a booking. Affiliate partners may use cookies or similar technologies to attribute referrals; please refer to their respective privacy policies for details.
13. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify school administrators of material changes by email. Continued use of the platform after changes are posted constitutes acceptance of the updated policy.
14. Contact Us
For privacy-related questions, requests, or concerns:
This Privacy Policy was last updated on June 1, 2026. This document does not constitute legal advice. SeniorTripHQ recommends consulting with a licensed attorney for legal compliance specific to your jurisdiction.