Smarter Psych Reports Privacy Policy

Last Updated: June 24, 2026

This Privacy Policy explains how the Smarter Psych Reports add-on (“Add-on”) handles information. We designed the Add-on so your settings and files stay securely within your Google account.

Information We Collect and Store

The Add-on stores only the settings and files you choose to save, using Google’s PropertiesService. These remain in your Google account; we (the developers) do not receive, view, or access your content.

Saved items may include:

A. User account settings (User Properties)
Stored in your Google account and available across documents you create with the Add-on:

  • User Information: Your name, credentials, supervisor’s name/credentials.
  • Custom Content: School list, custom report heading, custom introductory text.
  • Image URLs: Publicly accessible Google Drive links to images for your logo, signature, or other report graphics.
  • Other Add-on preferences: Setup acknowledgements, snippet libraries, interpretation settings, and similar configuration data.

B. Per-document rating scale data (Document Properties)
When you use the Rating Scales feature (for example, BASC-3, ABAS-3, ASRS, Conners-4, or BASC-3 SRP), the Add-on may temporarily store minimal structured data in that specific Google Doc to support adding raters one at a time and rebuilding the results table. This data is saved using Document Properties (not User Properties), so it stays attached to the individual document file.

Depending on how you use the feature, this per-document data may include:

  • Measure name (for example, BASC-3 or ABAS-3)
  • Rater information: Rater type, optional rater name, and administration date
  • Numeric scores you entered for scales/composites
  • Formatting preference: Whether “shade concerns” was enabled for that measure
  • Timestamp: When the data was last saved (used for automatic expiration)

The Add-on does not store a student’s name in this per-document rating scale metadata. Student or client identifying information may still appear in the document body if you type it there, but it is not written into this metadata by the Rating Scales feature.

How We Use Information

Your saved information is used only to generate and format reports inside Google Docs as you direct (for example, to populate headers, signature blocks, insert saved images, or build and update rating scale tables).

Per-document rating scale metadata is used only to:

  • Insert or update rating scale tables in the document
  • Add additional rater columns when you click Add
  • Restore table structure when rebuilding a table after edits

We do not transmit or share your data outside Google Workspace services. Processing occurs entirely within your Google account; nothing is sent to non-Google servers.

To insert images, the Add-on uses Google’s UrlFetchApp service to retrieve image files from web URLs. This includes both the Google Drive links you provide in the settings and pre-configured default images hosted at wholemindsinitiative.com. This is the only time the Add-on connects to external services, and no document content or user data is transmitted externally.

Scopes, Access, and Google’s “Limited Use”

We request only the minimum OAuth scopes required for visible, user-facing features (listed in the Add-on popups/About page and on our website), including access needed to read and write document properties for the active document.

We do not sell data, serve ads, allow human reading of your content, or use data to train generalized AI or machine learning models. We adhere fully to Google’s API “Limited Use” and Workspace user-data policies.

Data Storage and Retention

User Properties (settings)
All saved settings remain in your Google account until you remove them. You can delete at any time by:

  • Deleting the “Smarter Psych Reports Add-on Files” folder in Google Drive
  • Using the Add-on’s Delete Settings action (or manually clearing User Properties values)
  • Revoking access in your Google Account permissions, if desired

Document Properties (rating scale metadata)
Per-document rating scale data remains in the Google Doc file until it is removed or expires. You can manage it by:

  • Clicking Clear saved data in the Rating Scales sidebar (removes stored rating scale metadata for that document)
  • Deleting the rating scale table or the entire document
  • Making a copy of a document (document properties generally copy with the file; review copies before sharing)

Automatic expiration: Rating scale metadata automatically expires after 60 days from the last save. After expiration, the Add-on treats the document as if no saved rater data exists and may create a new table if you continue using Add.

Data Sharing and Security

Information stored in Google’s PropertiesService (both User Properties and Document Properties) remains confined to your Google account and the Workspace environment. It is not transmitted to, stored on, or accessed by our servers or any third-party systems.

All data is protected by Google’s standard Workspace encryption and authentication mechanisms. You can revoke the Add-on’s access at any time in your Google Account settings.

Sharing caution: Document Properties are not visible in the normal Google Docs editing screen, but they are part of the document file. Anyone with edit access to the document may be able to access them through Apps Script or related APIs. Treat shared reports accordingly.

Professional Responsibility

The Add-on is a productivity and formatting tool only. It does not perform or substitute for professional judgment, clinical interpretation, or legal compliance review.

Users are solely responsible for:

  • Ensuring they are properly licensed, qualified, and authorized to generate and use any reports or materials created through the Add-on
  • Maintaining compliance with all applicable confidentiality, privacy, and professional regulations (including FERPA, HIPAA, and state laws)
  • Understanding that rating scale scores and rater information stored in Document Properties are part of the document record and should be handled like other confidential report content

We are not responsible for any misuse of the Add-on by individuals who are not licensed or otherwise qualified to create psychoeducational or clinical reports.

Security and Logging

We don’t log report content. Any operational logs (if present) are limited to non-content metadata (e.g., timestamps or error codes) used solely for reliability and debugging.

Support communications: Never email live student or client data. If you share materials for troubleshooting, please de-identify them first.

Regulatory Notes (FERPA, HIPAA, COPPA, GDPR, CPRA)

We do not receive or store student or client data on our servers; schools and professionals remain responsible for compliance with FERPA, HIPAA, COPPA, and other laws within their own environments.

Rating scale metadata (scores, rater types/names, dates) that you enter may constitute education or health-related information under applicable laws when tied to a student report. That information is stored only within your Google Workspace account (in Document Properties and in the document itself). You are responsible for access controls, retention, and lawful use.

HIPAA users: Compliance depends on your Google Workspace configuration and your Business Associate Agreement (BAA) with Google. Apps Script and Workspace can be configured for HIPAA compliance under Google’s HIPAA program. We are not your Business Associate and do not process PHI on our systems.

COPPA: The Add-on is not directed toward children under 13, and we do not knowingly collect personal information from children. If we learn that we have inadvertently collected such data, we will delete it immediately.

GDPR/CPRA: Users may request clarification of how data is handled or request deletion guidance at any time. We act as a “data processor” only to the extent that operations occur within your own Google Workspace account.

Third-Party Services

The Add-on operates solely within Google Docs, Google Drive, and Apps Script. Your use of Google services is also governed by Google’s Privacy Policy.

Incident Notification

If we become aware of a security event in our systems that could affect the Add-on’s integrity or authorization, we will notify affected users promptly and provide next steps.

Changes

We may update this policy periodically and will post the new effective date at the top of this page.

Contact

Smarter School Psych LLC
Operated in the United States
smarterschoolpsych@gmail.com