Privacy Policy

1. Who operates this application

Business Archive Reports ("the application") is operated by the Santa Cruz County Office of Education ("SCCOE", "we", "us"), 400 Encinal Street, Santa Cruz, California 95060. Questions about this policy may be sent to cbengisu@santacruzcoe.org.

2. What the application does

Business Archive Reports is an internal archive of historical payroll, personnel, and financial records migrated from SCCOE's retired HP 3000 (CECC) mainframe. County office and school district business staff use it to look up, view, and export archived records that predate their current business systems.

The application is invitation-only. It is not a consumer product and is not open to public registration. Accounts are created by SCCOE or district administrators, and sign-in is additionally restricted to a fixed list of county office and partner school district email domains.

3. Google sign-in and the Google user data we receive

The application uses Google as its only sign-in method, by way of Firebase Authentication. We do this so that account security — passwords, multi-factor authentication, account recovery — stays with the Google Workspace account your employer already manages.

The application requests only Google's basic sign-in scopes. Each is listed below with the reason it is requested:

The application requests no sensitive scopes and no restricted scopes. It does not request, receive, or have any ability to access your Gmail messages, Google Drive files, Calendar, Contacts, Photos, location history, or any other Google service data.

The application does not retain a Google OAuth access token. Sign-in produces a short-lived Firebase identity token, which the browser sends to our own backend to authorize each request. That token is held in browser session storage only and is discarded when you close the browser tab.

4. Limited Use of Google user data

Business Archive Reports' use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

We do not sell Google user data, do not use it for advertising, and do not transfer it to third parties except as needed to provide this application (see section 8). We do not allow humans to read Google user data except with your consent, for security purposes, to comply with applicable law, or where the data has been aggregated and anonymized.

5. Information the application stores about you

When you are invited and when you sign in, we store the following in a Google Cloud Firestore database located in the us-west1 (Oregon, United States) region:

• your Google account identifier;
• your email address, including a lowercased copy used for lookup;
• your display name;
• the access an administrator assigned you: your role, the report permissions granted, and the school districts whose records you may view;
• the state of your invitation, who issued it, and when it was issued and accepted;
• account lifecycle timestamps, including when your record was created, last updated, when you last signed in, when your access expires, and when it was last reviewed.

This database is not readable or writable by the browser. All access is mediated by our server-side functions, which run in the us-west1 region.

Security and operational logs

Server-side functions write audit events to Google Cloud Logging when access is granted, denied, or changed. These entries can include your account identifier, your email address, the action taken, and — for sign-in attempts rejected because of an unapproved email domain — the IP address of the attempt. We use these records to investigate access problems and security incidents, and to support periodic access reviews.

6. Archived records within the application

Separately from information about you as a user, the application provides access to historical employment and financial records of the county office and its partner districts. These records concern current and former district employees and vendors, and can include names, employee identifiers, position and assignment history, pay and deduction detail, retirement contribution history, and warrant and general ledger detail.

These records are the districts' own business records, retained under the districts' and county office's record retention obligations. They are not obtained from Google, and they are not disclosed to Google beyond their storage in our Google Cloud environment. Each user only sees records for the report categories and districts an administrator has explicitly granted, and every query runs through a server-side permission check.

If you are the subject of an archived record and want to know what is held about you, contact your district's business office or SCCOE at the address in section 12.

7. Cookies, analytics, and abuse prevention

The application uses the following browser-side services.

Google Analytics for Firebase

The production application initializes Google Analytics (measurement ID G-PFYK8D5W62). Analytics sets cookies or equivalent browser storage and collects usage information such as pages viewed, approximate location derived from IP address, and device and browser characteristics. We use this only to understand how the archive is used so we can prioritize which reports to maintain. We do not use it for advertising.

Firebase App Check with reCAPTCHA Enterprise

To keep our backend from being called by anything other than this application, the browser runs Google reCAPTCHA Enterprise, which collects device and browser signals and interaction data to assess whether the request comes from a genuine browser. Google's handling of that data is governed by the Google Privacy Policy.

Session storage

Your signed-in session is kept in browser session storage rather than a persistent cookie, and is cleared when you close the tab. The application also enforces an inactivity timeout and signs you out automatically.

8. Who else receives this information

We do not sell your information, and we do not share it with third parties for their own purposes.

The application runs entirely on Google Cloud Platform and Firebase, which act as our infrastructure providers for authentication, database, serverless functions, file storage, analytics, and abuse prevention. We may also disclose information where required by law, in response to valid legal process, or as necessary to investigate a security incident.

Administrators at SCCOE, and district administrators for their own district, can see the account information described in section 5 for the users within their scope, because that is what account administration requires.

9. Retention and deletion

We keep your account record for as long as you have access to the application. When an administrator revokes or disables your access, your account record is retained in a disabled state so that the access history remains auditable; you can no longer sign in.

When an administrator deletes your account, we delete your user record and any related invitation records from our database and delete your authentication account, which removes the identity information described in section 5.

10. Your choices

• You can disconnect this application from your Google account at any time at myaccount.google.com/permissions. Doing so ends your ability to sign in.
• You can ask an SCCOE administrator to correct your display name or email, to change your access, or to delete your account.
• You can request a copy of the account information we hold about you by writing to the contact address below.

11. Changes to this policy

If we change this policy, we will update the effective date at the top of this page. Material changes affecting how Google user data is handled will be communicated to account holders by email.

12. Contact

Santa Cruz County Office of Education
400 Encinal Street, Santa Cruz, California 95060
(831) 466-5600
cbengisu@santacruzcoe.org