Privacy Policy
Your data, protected by design.
1. Who We Are
Silent Fox Group operates Obserion ("we," "us," or "our") — including obserion.app, our mobile applications, and related cloud services (collectively, the "Services"). This Privacy Policy explains what information we collect, how we use it, and how we protect it. By using the Services, you agree to the practices described in this document.
For information collected directly through Obserion — such as account registration and website analytics — Silent Fox Group is the data controller. Each subscribing organization ("tenant") is the data controller for information stored in its own database; Obserion acts solely as a data processor, securely hosting and maintaining that data on the tenant's behalf.
Questions about this policy? privacy@obserion.app
2. Information We Collect
A. Information You Provide
We collect personal information you voluntarily provide when you:
- Create an account or sign in (via email or Google)
- Contact us for support or inquiries
- Administer or use your organization's tenant environment
This may include:
- Name and email address
- Organization name
- Phone number or other contact details
- Driver's license or identification numbers (as required by your organization)
- Any other data you or your organization choose to upload
B. Information Collected Automatically
When you visit or use our Services, we may automatically collect:
- Log data (IP address, browser type, operating system, access times)
- Usage analytics (via secure third-party tools)
- Cookies or similar technologies for authentication and performance
We do not sell personal data or use tracking for advertising purposes.
3. How We Use Information
- Provide, maintain, and improve our Services
- Authenticate users and manage access
- Support multi-tenant environments and mobile operations
- Communicate important updates or support information
- Ensure compliance with applicable laws and regulations
For tenant data, Obserion processes information only as instructed by the tenant organization.
4. Data Hosting and Infrastructure
Obserion currently uses Supabase to host and manage databases and may use other secure providers of equivalent standard in the future. Each tenant's data is stored in a dedicated, isolated database separated from all others.
As the platform evolves, tenants may choose alternate hosting regions or self-managed infrastructure. All environments must maintain equivalent technical and organizational safeguards, including:
- Encryption in transit and at rest
- Access control and authentication
- Regular security monitoring and updates
5. Legal Basis for Processing (GDPR)
- Contractual necessity: to deliver the Services
- Legitimate interests: to maintain security and functionality
- Legal obligation: to comply with applicable laws
- Consent: when required for specific features or communications
6. Data Retention
We retain data only as long as necessary to provide our Services and fulfill the purposes described here. Tenant data is retained according to each tenant's configuration and deleted upon contract termination or verified request, in accordance with data-protection laws.
Parking module — graduated student profiles
For K–12 and college tenants that enable parking profile retention, Obserion can queue graduated student profiles for removal after a configurable grace period. Administrators may review each purge before it runs, depending on tenant settings.
- Removed on purge: personal contact fields and driver's license data stored on the student parking profile (for example personal email, phone, address, and license copies).
- May remain for reporting: operational records the school already uses — such as violations, vehicle plates, and permit fee status (paid or pending, method, and date). Obserion does not store student card numbers or bank account details.
- Permit fees: your organization sets amounts and payment policy. Obserion facilitates record-keeping only; it does not set fees or process district revenue.
See the Parking & student data FAQ for a plain-language summary.
8. International Data Transfers
Data may be stored in the United States or other regions selected by the tenant. When transferred internationally, we use appropriate safeguards (such as EU Standard Contractual Clauses) to ensure adequate protection.
9. Your Rights (GDPR and Other Jurisdictions)
Depending on your location, you may have rights to:
- Access a copy of your data
- Request correction or deletion
- Withdraw consent at any time
- Restrict or object to processing
- Request data portability
To exercise these rights, contact privacy@obserion.app. If your data is controlled by a tenant organization, please contact that organization first.
10. Student and Minor Data
Certain tenant organizations (such as schools) may enable features for managing student information, including parking permits and campus safety records.
- Each tenant organization is the data controller for its student records.
- Obserion acts only as a data processor, storing and securing that information on behalf of the tenant.
- For individuals under 16 years old, data is limited to identifying and routing details such as name and address, plus parent or guardian contact information for notification and safety purposes.
- Tenants are responsible for obtaining necessary parental consent and complying with FERPA, GDPR Article 8, and similar laws.
- Obserion enforces strict safeguards (encryption, access logging, tenant isolation).
- In the Parking module, permit fees are set by the tenant; Obserion records paid or pending status and does not store student card or bank details. See Parking & student data in our FAQ.
12. Data Security
Silent Fox Group maintains technical, organizational, and administrative measures to protect data against unauthorized access, alteration, disclosure, or destruction. We regularly assess our systems for vulnerabilities and follow best practices aligned with ISO 27001-style frameworks.
13. Children's Privacy
Our Services are not directed toward children under 16. We do not knowingly collect personal information from minors except as authorized by tenant organizations acting for lawful education or safety purposes. If we learn that unauthorized data has been collected, we will delete it promptly.
15. Policy Updates
We may update this Privacy Policy periodically. Any material changes will be posted on this page, and the "Last Updated" date will be revised accordingly. Continued use of the Services after updates indicates acceptance of the revised policy.