Privacy Policy

Who operates Sundial

Sundial by Mr H Codes is operated by Jonathan Halbrook under the Mr H Codes business brand, in California, United States. For privacy questions or requests, email [email protected].

What this policy covers

This policy covers public Walkthrough and Quote inquiries, related manual follow-up, optional marketing website analytics, and the website security processing described below. It is not a comprehensive policy for school-managed information, authenticated school administration, school app devices or notifications, subscriptions, established Sales customers, contracts or financial records. Those activities require separate notices and retention review. Contact us before providing information for a use outside this scope.

Do not include student information, sensitive personal information or confidential school records in an inquiry. No Sundial account is required to make a request.

Information we collect and why

The inquiry form collects your name, work email address, school or district name, and whether you want a Walkthrough or Quote. A message and number of schools are optional. We use these details to review your request and arrange manual follow-up about Sundial. If you contact us by email, your correspondence may include additional information you choose to provide.

The system also creates server timestamps, review status, retry receipts, keyed request fingerprints and minimal administrative audit evidence. These support durable saving, duplicate prevention, abuse protection and accountable management. Security fingerprints are not the inquiry’s message or a plaintext copy of your IP address. Hosting and security providers may separately process connection and request information.

Submitting a request does not create an account, school, customer or contract, automatically enroll you in marketing, or subscribe you to ongoing notifications. When inquiry email is enabled, we send an automated visitor email confirming receipt and an administrator notification through Resend. Manual sales follow-up is subject to explicit operator approval. A successful on-screen confirmation means the inquiry was saved; it does not schedule a walkthrough or issue a quote.

Optional marketing website analytics

Google Analytics 4 is optional and, when enabled, is used only on Sundial’s public marketing website to understand visits and improve the website. Consent is our basis for optional analytics processing. We load the Google Analytics tag only after you choose Accept analytics. Reject analytics is offered alongside acceptance, and refusing does not affect website access or inquiry submissions. When analytics is available, you can change or withdraw your choice using Analytics preferences at the bottom of marketing pages. We keep analytics off when your browser sends Global Privacy Control or Do Not Track.

After acceptance, Google receives technical and usage information, including marketing pages visited, cookie identifiers, browser and device information, approximate location and connection information such as your IP address. Google describes different regional handling of IP-address information in its privacy documentation.

Our application supplies fixed marketing page addresses and titles, excluding query strings, URL fragments and referring-page addresses from its analytics parameters. We do not intentionally include inquiry form contents, contact details, school or district names, student records, or administrator or customer identifiers in Analytics events. This marketing integration does not run on school websites, school PWAs, kiosks, demos or SuperAdmin routes. It is not used for advertising personalization or Google Signals.

Analytics cookies are limited to the current marketing hostname and configured to expire within 180 days without extending their lifetime on each visit. Your browser stores your analytics choice for up to 180 days. Withdrawing consent stops subsequent tracking and removes this integration’s analytics cookies; it does not retract information already sent to Google or affect the lawfulness of earlier consented processing.

The reviewed Google Analytics retention settings are 2 months for event data and 14 months for user data. The user-data retention period resets with new activity. These settings do not govern standard aggregated reports. Cookie lifetime and browser-stored consent preferences have separate limits.

Google may process information outside your country, including in the United States. Google describes reliance on the EU-US Data Privacy Framework and UK Extension where applicable, and standard contractual clauses for certain other transfers. Before enabling analytics, Sundial will confirm the applicable recipient, processing terms and EEA/UK transfer arrangements. See Google’s privacy policy at https://policies.google.com/privacy, partner-site explanation at https://policies.google.com/technologies/partner-sites, and international-transfer information at https://business.safety.google/adsdatatransfers/.

For analytics privacy questions or applicable access, correction, deletion, restriction or portability requests, email [email protected]. You may also complain to your applicable data protection authority.

Infrastructure and verification

Sundial uses Supabase for private inquiry storage and administrative authentication, Vercel for application hosting, Cloudflare for edge security and Turnstile verification, and Resend for inquiry confirmation and administrator notification emails. Resend processes recipient addresses, sender details and minimal message content; the administrator notification links to the private inquiry workspace rather than copying your submitted message. These providers process information needed to operate their services. Their own privacy notices describe their processing. This policy does not assert a particular processing location or provider log-retention period.

When online requests are available, Cloudflare Turnstile processes technical browser and connection information to help prevent automated abuse. Sundial verifies its token before saving an inquiry; inquiry contact details and messages are not included in Sundial’s verification request.

Each accepted inquiry has a private conversation in Sundial. An administrator may save reply drafts and explicitly approve individual replies through the connected Google Gmail mailbox. Gmail processes the approved recipient, subject, message and email headers. Sundial stores matched correspondence and any retained original-message or attachment files privately. Saving an inquiry or draft does not itself send a Gmail reply.

Online submission requires successful server-side Turnstile verification as well as request validation and durable abuse controls. Turnstile credentials and verification tokens are not included in stored inquiry contact or message fields. If verification or online submission is unavailable, you may use the direct email contact instead.

Inquiry retention rules and current cleanup status

Unassociated inquiries: 90 days from submission. Closed inquiries associated with existing Sales records: 180 days after the latest actual transition into Closed. Editing an association while Closed does not restart that period. Reopening clears the closure deadline; open associated inquiries require a continuing-need review every 90 days. A review is not automatic deletion.

Inquiry-specific administrative audit evidence: 24 months from each applicable event. Retry receipts: 90 days. Related email delivery records and matched delivery events are removed from active Sundial storage when the inquiry is deleted. This does not retract emails or delete copies retained by recipients or Resend; late delivery events may arrive after deletion. Expired limiter records become eligible for cleanup after their existing two-day eligibility period. Minimal deletion evidence may remain for reconciliation without retaining unnecessary inquiry message contents.

These are approved retention rules. Bounded database cleanup capabilities exist, but daily cleanup scheduling and monitored operation have not yet been activated and verified. Records may remain pending authorized cleanup; these periods are not a promise of automatic deletion on an exact date. Manual deletion is available through authorized inquiry-management controls.

For inquiries that never become customers, authorized inquiry deletion also removes linked correspondence, drafts and send history from active Sundial database storage and queues its retained message and attachment files for deletion. File deletion is separately retried until confirmed. Unresolved sends or active mailbox work block deletion. This cannot retract messages or delete copies held by Gmail, recipients or other providers.

Inquiry deletion does not delete established Sales customers, cases, quotes, contracts, invoices, financial history or unrelated Sales audits. The inquiry periods do not define retention for those records, customer-associated correspondence, downloads or exports; their applicable retention must be reviewed separately.

Backups and deletion limitations

Deleting information from active records does not immediately erase historical backups. Sundial uses its existing Supabase Pro scheduled-backup configuration; the actual configured backup-retention window has not yet been verified. This policy does not specify an unverified number of days or promise individual erasure from historical backups.

A restoration may reintroduce deleted records or omit newer deletion evidence. Access must remain restricted while available deletion evidence and expiry rules are reconciled before inquiry intake resumes. Database backup handling does not establish deletion or retention of separate email correspondence, exported copies or other provider records.

Privacy requests and manual deletion

Email [email protected] to request access, correction or deletion of your inquiry, or to ask a privacy question. Please provide only enough information to locate the request; do not send passwords, student records or identity documents unless an appropriate verification method is agreed.

The operator will verify the request using the minimum necessary information, review applicable retention needs, and use authorized controls to handle the inquiry. Minimal audit, deletion and retry evidence may remain for the periods above. Separately retained Sales, financial or correspondence records require separate review. This policy does not promise a fixed legal response deadline or a regulatory-compliance certification.

Access, security and updates

Inquiries are private. Public visitors cannot browse or manage them; inquiry review, association and deletion are restricted to authorized SuperAdmins. Access controls, private storage, server validation and abuse protections reduce risk, but no system can guarantee absolute security.

The application does not intentionally log inquiry messages or credentials. Provider log contents and retention, manual exports and correspondence copies still require operational review; this policy does not claim they contain no personal information. Material changes to this policy will be reflected in its published text and effective date.