Customer portal privacy policy
What the Cenovel customer portal holds about you, why, who helps us run it, how long we keep it, and how to get a copy or have it deleted. Updated October 4, 2026.
Pending legal review. This is a draft. It becomes the portal's privacy policy when Cenovel's attorney has reviewed it.
Who this covers
The Cenovel customer portal, run by Cenovel for the staff of US school districts that use or are evaluating Cenovel, and for anyone who signs up for Cenovel email on the portal.
It doesn't cover the Cenovel appliance, which runs on your district's own servers and sends nothing to Cenovel, or the cenovel.com website, which has its own privacy page.
What the portal holds
- Your accountYour name and work email address; your job title and phone number if you add them; whether you sign in with Microsoft or Google; when you first and last signed in.
- Your districts and rolesThe districts you belong to and your role in each; your join requests (with the note you write) and invitations sent to you.
- DownloadsEach file you download from the portal, with the time and the district it was for.
- Support casesWhat you write in a case, the files you attach, and who follows the case.
- Email choicesWhich Cenovel email you get: release announcements, product news and license notices. Security advisories go to every member and aren't a choice.
- Cenovel email without an accountIf you sign up on the portal's email page: your address, the topics you chose, and when you confirmed or unsubscribed.
- Email we sendA copy of each email the portal sends, so it can be delivered and we can see that it went out.
- The activity logA record of sign-ins, downloads, join decisions, case changes, email choices and every change Cenovel staff make: who, what and when.
- ContactsCenovel staff may add a district contact (name, work email address, title and phone) from a sales or support call, before that person ever signs in.
What it doesn't hold
- PasswordsMicrosoft or Google signs you in. The portal never sees your password.
- Student dataOf any kind. See below.
- Payment detailsNo card or bank details. Purchasing happens outside the portal.
- Your IP addressThe portal doesn't store it. Cloudflare handles it to deliver each page (see who helps us run the portal).
No student data
The portal is for district staff. It doesn't ask for student information and isn't built to hold any. Only staff should have portal accounts: a district admin approves everyone who joins a district.
Please keep student information out of support cases and attachments. If some gets in, tell us at privacy@cenovel.com.
Why we hold it
- To sign you inAnd to know which district you belong to and what your role lets you see.
- To give your district what its access includesDownloads, license files, release notes and documents, and a record of who downloaded what, which the license terms and security need.
- To answer support casesAnd to email the people on a case when it changes.
- To send the email you chosePlus notices about your district's access: a district admin gets a notice before a trial or license ends.
- To keep the portal secureThe activity log shows who did what, so a mistake or misuse can be found and undone.
Who helps us run the portal
- ClerkSign-in. Clerk holds your name, email address, the Microsoft or Google account you sign in with, and your sign-in sessions.
- CloudflareHosting. The portal runs on Cloudflare Workers; its database is Cloudflare D1 and its files (downloads, license files and case attachments) are in Cloudflare R2. Cloudflare handles each request, including your IP address, to deliver the page and protect the portal.
- ResendEmail. Resend sends the portal's email, so it gets each email's recipient and content.
Cookies
The portal sets only the cookies it needs: Clerk's, to keep you signed in, and one that remembers which district you're looking at. Cenovel staff get one more while they view a district. There are no analytics, advertising or tracking cookies. The sign-in pages, and every page while you're signed in, load Clerk's script, which keeps you signed in.
How long we keep it
- Copies of email the portal sent90 days after sending. Email still waiting to go out is kept until it goes.Automatic
- Email sign-ups never confirmed30 days after the confirmation link expires.Automatic
- InvitationsThe address is removed 90 days after the invitation expires.Automatic
- Backups of the portal's databaseA copy each night, kept 35 days so the portal can be restored. A deletion request takes effect in the portal at once and leaves the backups as they age out.Automatic
- Your account and district rolesWhile you belong to a district. Proposed: deleted 12 months after you leave your last district, or after your district stops being a Cenovel customer.By hand for now
- Sign-ins that match no districtSomeone who signs in but never joins a district. Proposed: 90 days after the sign-in.By hand for now
- Contacts who never signed inProposed: 24 months after the last contact with them.By hand for now
- Download recordsProposed: while your district has access, plus 3 years.By hand for now
- Support cases and attachmentsProposed: 3 years after the case is closed.By hand for now
- Cenovel email subscriptionsUntil you unsubscribe. After that we keep your address and the date, so we don't email you again, unless you ask us to delete them.By hand for now
- The activity logProposed: 7 years. It is append-only: nobody, Cenovel included, can change or delete an entry.By hand for now
Seeing, correcting and deleting your data
Your profile page shows your name, title, phone, how you sign in, and your email choices. Change them there. Newsletter email has an unsubscribe link, and you can turn each topic, including license notices for district admins, on or off in your profile. Email about your own cases, invitations and join requests isn't optional, and neither are security advisories: they go to every member of an affected district as a service notice.
To get a copy of what the portal holds about you, or to have it deleted, email privacy@cenovel.com from that address. Your district admin can also remove you from your district on the Team page.
When we delete your portal data, your name, email address, title, phone, district roles, email choices, newsletter subscription and any email waiting for you are deleted, and we delete your Clerk account. Records that belong to your district or keep the portal secure stay, marked as a deleted person: your downloads, your messages and files in support cases, and the activity log. The activity log can't be changed, so an entry that recorded your email address when it was written keeps it.
Security
You sign in through Microsoft or Google. A download link works for five minutes, and only for the person it was made for. Every download and every change Cenovel staff make is in the activity log, which nobody can edit.
United States only
The portal is for US school districts and their staff, and isn't offered to people outside the United States. Cenovel and its providers are US companies; Cloudflare serves pages from data centers around the world. The portal isn't meant for children.
Changes and questions
When this policy changes, the date at the top changes too.
Questions, or a request about your data: privacy@cenovel.com.