Last updated: January 2025
PlacementWatch is a wellbeing tracking and case management platform for exchange program agencies. We operate as a data processor on behalf of the agencies (data controllers) that use our service. This policy describes how we collect, use, and protect personal data.
We collect the following categories of personal data: (a) Account data including name, email address, and role; (b) Profile data including participant numbers, placement dates, and country of origin; (c) Wellbeing check-in responses including scores and free-text notes; (d) Incident report data including descriptions and categories; (e) Usage and access logs for security and audit purposes.
Personal data is used to: provide the PlacementWatch platform services; enable agencies to monitor participant wellbeing; generate risk assessments using rule-based scoring; send notifications and reminders; comply with legal obligations. We do not sell personal data. We do not use personal data for advertising.
Access to personal data is strictly limited by role. Participants can only see their own data. Host families cannot see participant check-in data. Agency staff can only see data within their organization. Internal agency notes are never visible to participants or host families.
We retain data for as long as an account is active and for a period thereafter as required by law or the agency's data retention policy. Users can request account deletion at any time through the settings page. Deletion requests are processed within 30 days.
We implement appropriate technical and organizational measures to protect personal data, including: encryption at rest and in transit; password hashing using bcrypt; session management with secure cookies; role-based access controls; audit logging of all significant actions.
Depending on your jurisdiction, you may have the right to: access your personal data; correct inaccurate data; request deletion of your data; object to processing; receive a copy of your data in a portable format. To exercise these rights, contact us at privacy@placementwatch.com or through your agency administrator.
PlacementWatch uses a single essential session cookie to maintain your login state. We do not use tracking cookies or third-party advertising cookies.
For privacy-related questions, contact us at privacy@placementwatch.com.