Privacy Policy
Your privacy is critically important to us. Here's a detailed breakdown of how we collect, use, retain, and safeguard your data at WhiteBoardZone.
Last updated: October 13, 2026
1. Account Information
Information collected when registering and managing your account profile.
When you create an account on WhiteBoardZone, we collect personal identifiers including your full name, email address, password hash, profile avatar, billing details (processed through secure PCI-DSS compliant payment gateways), and workspace preferences. This information is essential for authentication, role authorization, and service delivery.
2. Student & Teacher Information
Protection and handling of educational roles, rosters, and minor privacy.
We differentiate roles between educators/tutors and students. For educators, we store institutional affiliations, subject specialties, and class schedules. For students, we collect enrollment records, class attendance, and assigned classroom rosters. We adhere strictly to applicable student privacy standards (such as FERPA and COPPA principles), ensuring student data is used exclusively for educational purposes and never monetized or sold to third-party advertisers.
3. Session Data
Real-time classroom session metadata, connectivity, and attendance logs.
During live classroom sessions, we log session timestamps, unique room IDs, join and leave events, participant status, device technical specifications, and network diagnostics (latency, packet loss, bandwidth). This metadata is processed to ensure smooth real-time synchronization, maintain classroom stability, and generate accurate attendance reports.
4. Whiteboard & Canvas Data
Drawings, strokes, annotations, uploads, and collaborative assets.
All whiteboard activity—including freehand drawings, geometric shapes, equations, text annotations, sticky notes, imported PDFs/images, and saved whiteboard snapshots—is stored securely in encrypted cloud databases. Whiteboard workspaces remain private to the room host and authorized participants unless explicitly shared or exported.
5. Audio & Video Data
Real-time streaming media and optional cloud classroom recordings.
Our real-time communication infrastructure facilitates peer-to-peer and SFU-relayed audio/video communication. Camera and microphone access is requested only with explicit user permission during active rooms. If cloud recording is initiated by the host/educator, participants are clearly notified. Recordings are stored in encrypted buckets and accessible only by authorized hosts and students.
6. Cookies & Local Storage
Session persistence, authentication tokens, and canvas tool preferences.
We utilize essential cookies and browser local storage to maintain authenticated user sessions, prevent CSRF attacks, and remember user preferences such as whiteboard toolbar settings, grid configurations, and theme mode (dark/light). You may configure your browser to reject cookies, though certain interactive features of the platform may not function as intended.
7. Analytics & Performance
Aggregated telemetry, rendering benchmarks, and feature usage.
We collect aggregated and pseudonymized diagnostic data to monitor platform uptime, render performance (FPS), canvas latency, error crash reports, and feature utilization. This analytical data enables our engineering team to optimize canvas performance, resolve bugs, and scale our infrastructure reliably.
8. API Usage & Developer Telemetry
API keys, developer endpoints, rate limits, and webhook logs.
For developers and institutions integrating WhiteBoardZone via REST APIs or SDKs, we monitor API token usage, request endpoints, response statuses, rate-limiting thresholds, and webhook delivery attempts. API telemetry is collected to prevent abuse, enforce security quotas, and verify service level agreements (SLAs).
9. Data Retention
Retention schedules for accounts, canvas boards, and server logs.
We retain personal and educational data only as long as necessary to fulfill the purposes described in this policy. Active whiteboard projects and user accounts are retained until deleted by the user. Session telemetry logs and transient media buffers are automatically pruned within 30 to 90 days, while financial transaction logs are retained as required by statutory financial regulations.
10. Third-Party Services
Vetted sub-processors for infrastructure, media streaming, and payments.
We partner with trusted third-party infrastructure providers for essential platform operations, including cloud hosting providers, WebRTC media servers (LiveKit), transactional email services, and payment processors. All sub-processors are bound by strict Data Processing Agreements (DPAs) and confidentiality obligations matching our privacy standards.
11. Data Deletion & User Rights
GDPR/CCPA rights, data portability, and permanent account removal.
You possess full rights regarding your personal information, including the right to access, export, correct, or permanently delete your account, session logs, and whiteboard workspaces. You can initiate data deletion through your account settings or by submitting a formal request to our Data Protection Officer. Upon request, data will be permanently expunged within 30 days.
12. Contact Information & DPO
Direct communication channels for privacy inquiries and legal requests.
If you have any questions, concerns, or requests regarding this Privacy Policy or our data management practices, you may reach out directly to our Data Protection Officer and Privacy Team at whiteboardzone26@gmail.com or via the contact details provided below.
Data Protection & Privacy Officer
For any questions regarding this policy, data access requests, GDPR compliance, or account deletion, our dedicated privacy team is ready to assist you.