Download the overview
Security & data handling overview (PDF)The policy details below are also available as accessible HTML.
Start with public content and business contact details
The initial Backlog Report request asks for a public district website URL and business contact information. Marketing forms accept enquiry details; they do not provide a document upload facility. Use public links, blank forms, or sanitized examples for the first discussion.
Do not include student records, passwords, completed forms containing personal information, or confidential district documents in the marketing forms or initial email. If a later engagement needs non-public material, establish the approved handling arrangement before sending it.
Customer document storage and assigned access
Customer documents are stored in Amazon S3 in the US East (N. Virginia) AWS Region, us-east-1. Access to customer files is restricted to staff assigned to the engagement for the work they need to perform. The transfer method and any website or CMS permissions are agreed before intake.
Delivery is based in Pune, India. US storage and access from India are distinct parts of the handling arrangement. Tell us about geographic, remote-access, or subcontracting restrictions during your review so the engagement can address them explicitly.
AI use and model training
Our policy prohibits using customer documents to train AI models. Customer content is not sent to external AI services as part of the standard workflow.
If AI assistance is proposed for an engagement, it must be agreed before use. Only de-identified content may be processed, through Amazon Bedrock configured for us-east-1. The selected model, routing, logging, and retention settings must support the agreed handling requirements before that processing is enabled.
Customer-file retention and deletion
Our policy is to delete source-file copies and working copies 30 days after the district’s written acceptance of final delivery or written project closure. Any longer retention needed for ongoing Care work is agreed in writing.
The handling agreement identifies the copies covered, any backup or version-retention arrangements, and the delivery handoff. This concerns the copies we hold for the engagement; the district remains responsible for its official records. Ask about deletion evidence and any retention requirements before intake.
How website enquiries are handled
When you submit an enquiry, the website validates the request and saves it in a Cloudflare D1 database. Postmark then sends a notification containing the enquiry to info@districtproof.io, using your email address as Reply-To. The saved request has a reference so it can be identified when you contact us.
The database record and email notification are separate copies. If notification sending fails, the saved enquiry remains available for follow-up. The application records notification status separately; provider acceptance alone does not establish inbox delivery.
| Service or system | Current website use |
|---|---|
| Cloudflare Workers and D1 | Hosts the website, processes form submissions, and stores enquiry records and temporary submission-limit records. |
| Postmark | Processes the email notification containing submitted enquiry details. |
| info@districtproof.io inbox | Receives enquiry notifications and supports correspondence with your team. |
| Calendly | Provides the embedded call scheduler and processes submitted booking details separately from the website enquiry database. Its cookie controls remain available inside the calendar. |
| Browser tools and analytics | The checklist and estimator run locally in the browser. Optional Google Analytics loads through Google Tag Manager only after you allow analytics. Use Cookie settings in the footer to change your choice. Enquiry contents and customer documents are not supplied as analytics data. |
Submission safeguards and information requests
The form system validates fields, limits request size, checks the submitting origin, limits repeated requests, and uses a request identifier to reduce duplicate submissions. Submission limits use a keyed, time-windowed hash of the connection address; the form system does not save raw connection addresses in the enquiry database. Hosting and email providers may process operational information through their own services.
Our enquiry retention policy is 12 months after our last interaction, covering the website database record and related enquiry emails. Removal is managed through review rather than an automatic timer in the form system. For optional update consent and correction or deletion requests, see the privacy notice. The website enquiry services listed above are separate from the S3 storage used for customer documents.
Agree on customer-file handling before intake
DistrictProof delivery is based in Pune, India. Tell us about geographic, remote-access, or subcontracting restrictions at the start of the review. The agreement needs to address both where files are stored and where the people processing them work.
A public website inventory, an unpublished board packet, and a document containing personal information have different handling needs. Identify the minimum information necessary for the task and whether a public or sanitized version can meet the need. The storage, assigned access, AI-use restrictions, and retention policies above provide the starting point; project-specific details are confirmed in the engagement.
| Review area | Details to settle in writing |
|---|---|
| Transfer and storage | Approved transfer channel, storage systems and regions, encryption requirements, and separation of district files. |
| People and access | Assigned roles, staff or contractor locations, access approval, authentication requirements, and removal of access. |
| Software and outside processing | Tools and service providers that receive files, any AI processing, training-use restrictions, and required district approvals. |
| Retention and deletion | Periods for source files, working copies, delivered files, evidence, email copies, and backups; deletion process and any record of completion. |
| Incident communication | Named contacts, escalation route, and the notification process that applies to the engagement. |
| Website or CMS access | Required permissions, testing environment, approval of changes, release owner, and credential-sharing method. |
Make security review part of the scope
Send your questionnaire and contractual requirements before a production start date is agreed. We can review the requested evidence, delivery model, file types, and access needs alongside the proposed statement of work. Confirm specific certifications or controls through that review rather than inferring them from a general service description.
Email security@districtproof.io for security questions or to report a suspected issue involving DistrictProof. Describe the concern without sending passwords or sensitive records. For general enquiries, use info@districtproof.io. For purchasing steps and required vendor documents, visit Procurement.