Priority Software® Application Privacy Policy
1. Introduction
This Application Privacy Policy (“Policy”) describes how Priority Software, Inc. (“we,” “us,” or “our”) collects, uses, shares, and safeguards personal information collected from users (“you” or “users”) of our software application (“Application”). Application is only inclusive of the following Priority Software applications and add-on modules:
- Priority Software® API
- Priority Software® BA
- Priority Software® FBS and all add-on modules
- Priority Software® GL
Please contact us for the Application Privacy Policy for any other Priority Software® applications which you have licensed.
By accessing or using our Application, you consent to the practices described in this Policy.
2. Information We Collect
2.1 Required Personal Information
We collect and store the following personal information:
- Full name
- Email address
- Unique identifier (UID) provided by your institution
- IP address
2.2 Optional Information
We may collect the following optional information if you choose to provide it:
- Mobile phone number (for text notifications only if you opt-in)
- Any information you voluntarily submit in comments, notes, or other free-text fields
2.3 Information We Do Not Collect and Limited Educational Data
We do not intentionally collect sensitive personal information such as:
- Government identification numbers
- Financial account information
- Health information
- Student grades or academic performance data
- Other sensitive data
We may receive and store limited educational data such as:
- Student classification (e.g., freshman, sophomore, post-graduate, etc.)
- Course enrollment information when provided by your institution for educational uses of our Application
This limited educational data is used solely to provide appropriate access and functionality within our Application, to categorize users for reporting purposes, and to enable educational activities as directed by your institution.
2.4 Priority Software® Application Information
Our BA application collects and processes limited financial information related to university employees, including:
- Salary information as it relates to funding sources and accounts
- Allocation of funds across different funding sources
- Financial forecasting data
This information is collected and processed solely for legitimate business purposes such as:
- Managing account funding sources
- Tracking financial distributions
- Creating burn rate forecasts
- Providing financial reporting to authorized university personnel
We do not collect or store bank account details, benefits information, or other sensitive financial data in this module.
Please be aware that if you include any sensitive information in optional free-text fields, it will be processed according to this Policy.
3. How We Use Your Information
We use the collected information for the following purposes:
- To provide and maintain our Application services
- To manage user accounts, permissions, and roles
- To communicate with you regarding service usage, alerts, and critical information
- To fulfill requested services and process transactions
- To audit system usage and ensure security
- To comply with legal obligations
4. Data Retention and Security
We retain your personal information for as long as necessary to fulfill the purposes outlined in this Policy, unless a longer retention period is required by law. We implement appropriate technical and organizational measures to protect your personal information.
5. Third-Party Sharing
We may share your personal information only under the following limited circumstances:
- With your educational institution, solely to support authorized educational activities and ensure the proper functioning of the Application. The shared information is limited to what is already accessible to you within the Application, specifically:
- Your full name
- Email address
- UID (unique identifier)
- Student classification (e.g., freshman, post-graduate, etc.)
- Optional mobile phone number (if provided)
- Course enrollment data (only if your institution has supplied it)
- With service providers who assist us in delivering and maintaining the Application (e.g., cloud infrastructure, analytics, support). These providers are contractually obligated to handle your information securely and only for the purposes we specify.
- With government authorities or third parties when required to do so by law or regulation or to prevent fraud, abuse, or security threats.
We do not sell, rent, or provide your personal information to third parties for advertising or marketing purposes.
6. Cookies and Tracking
Our Application uses session cookies to maintain state information during your browsing session. These cookies are temporary and are deleted when you close your browser. We may also use cookies for authentication, security, and functionality purposes. We do not use third-party cross-site tracking cookies in our Application.
7. FERPA Compliance
7.1 Academic Position Information
Our Application might receive and store information about your academic position (such as Student, Teaching Assistant, Professor, Staff) which may be provided by your institution through their Single Sign On (SSO) authentication systems. This information:
- Is used to assign appropriate permissions and roles within our system
- May be included in reporting functionality
- Is shared across facilities within the same area
- Helps identify requestors within the system
7.2 Students with FERPA Blocks
If you are a student who has placed a FERPA block on your educational records:
- Your institution may still provide us with your personal information when you use our Application
- By using our Application, you consent to our collection and use of your information as described in this Policy
- This consent applies only to our Application and does not affect your FERPA rights for other purposes
- Without this consent, you may not be able to fully utilize our Application’s features
7.3 Course Enrollment Data
When universities use our Application for classroom activities:
- Limited course enrollment information may be provided to our Application
- This information is used solely to enable educational activities such as equipment scheduling or job submission
- We do not collect grades, academic performance data, or student educational level information
7.4 Institutional Responsibility
Educational institutions are responsible for:
- Informing students with FERPA blocks about data sharing with our Application
- Obtaining appropriate consent before sharing student information
- Ensuring compliance with FERPA regulations
- Providing only necessary educational data required for our Application’s functionality
8. International Users and Compliance
8.1 California Residents (CCPA/CPRA)
If you are a California resident, you have specific rights regarding your personal information under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including:
- The right to know what personal information we collect
- The right to delete your personal information (with certain exceptions)
- The right to opt-out of the sale of your personal information (though we do not sell your information)
- The right to non-discrimination for exercising your rights
8.2 European Users (GDPR)
If you are in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR), including:
- The right to access your personal data
- The right to rectification of inaccurate personal data
- The right to erasure of your personal data
- The right to restrict the processing of your personal data
- The right to data portability
- The right to object to the processing of your personal data
- Rights regarding automated decision-making and profiling
Our legal basis for processing your personal data includes: consent, contractual necessity, and legitimate interests as described below:
| Personal Data | Description / Purpose | Legal Basis Under GDPR |
| UID (from institution SSO) | Used to uniquely identify users and manage system access | Contractual necessity to deliver core functionality of the Application |
| First Name / Last Name | Used to personalize the user experience, identify accounts, and support communication | Contractual necessity and Legitimate interest to operate the service and ensure appropriate identification |
| Email Address | Used for login, notifications, service updates, and security alerts | Contractual necessity required to fulfill service obligations |
| Mobile Phone Number (optional) | Used only if the user opts in for text alerts | Consent explicitly provided by the user |
| IP Address (Institutional IP or provided contact) | Used for system security, access logging, and compliance auditing | Legitimate interest securing systems, and compliance with institutional requirements |
| Student Classification (e.g., freshman, grad) | Used to enable educational features and reporting by institution | Legitimate interest and Contractual necessity based on institutional usage of the Application |
| Course Enrollment Info (limited) | Used only if provided by the institution for class-related activities | Contractual necessity to enable educational use as requested by the institution |
| Salary + Fringe Funding (BA Only) | Used for financial management, burn rate forecasting, and allocation tracking across funding sources | Legitimate interest and Contractual necessity to deliver core functionality of the Application, and for financial planning and management purposes |
| Employee Affiliation | Used to assign appropriate access, permissions, and role-based features within the application | Legitimate interest and Contractual necessity – supports role management and system integrity |
| Academic Title (e.g., Professor, TA) | Used for permissions, visibility in reports, and identification in academic workflows | Legitimate interest – facilitates educational operations and appropriate feature access |
8.3 Data Storage and Transfers
Our Application data is stored in AWS data centers located in Virginia and Oregon, United States. If you are outside the United States, your information may be transferred to, stored, and processed in a country with different data protection laws.
9. Communication Preferences
9.1 Email Communications
By using our Application, you consent to receive email communications relating to:
- Account notifications
- Service announcements
- System alerts
- Critical safety information
9.2 Text Message Communications
We will only send text messages to your mobile phone if:
- You have provided your mobile phone number
- You have explicitly opted-in to receive text messages
- You understand that standard message and data rates may apply
You may opt-out of text messages at any time through your Application settings.
10. Your Choices and Rights
You may have the right to:
- Access and update your personal information
- Request pseudonymization of your personal information
- Opt-out of certain communications
- Withdraw consent (where processing is based on consent)
10.1 Data Deletion and Audit Trail Requirements
When you request deletion of your personal information, we will take appropriate steps to remove your identifiable information from our active systems while maintaining our audit trail requirements:
- For completed transactions, activities, or submissions in our system, we may pseudonymize your information (replacing identifiable details with non-identifiable placeholders) rather than completely deleting it
- This approach maintains the integrity of our audit trail for security, legal, and operational purposes. We retain minimal pseudonymized data necessary for these legitimate purposes in accordance with exemptions provided under applicable privacy laws.
For legal and security reasons, we may need to retain certain information about your account and activities in our systems in pseudonymized form. This serves legitimate business and security interests related to maintaining system integrity, security, and audit trails as permitted under GDPR Article 17(3) and CCPA exemptions.
To exercise these rights, please contact us using the information provided below.
11. Changes to This Policy
We may update this Policy to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes through the Application or via email.
12. Contact Us
If you have questions, concerns, or requests regarding this Policy or our privacy practices, please contact us at: