Terms of Service

1. Acceptance of Terms

By creating an account, accessing, or using SmartPickup in any way, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service and our Privacy Policy, which is incorporated herein by reference.

If you are using SmartPickup on behalf of a school, school district, or other organization, you represent that you have the authority to bind that organization to these Terms. In such case, "you" and "your" shall refer to that organization.

You must be at least 18 years of age to create an account on SmartPickup. The Service is designed for use by schools, parents, guardians, and authorized pickup persons. Student-facing features are designed for viewing only and do not require account creation by minors.

2. Description of Service

SmartPickup is an intelligent traffic management and compliance system designed for school pickups. The Service provides:

• Smart Scheduling: Automated pickup time-slot assignments based on distance, grade level, and section to reduce traffic congestion during dismissal
• Live GPS Tracking: Real-time location tracking of parents and pickup persons during active pickup journeys, visible to school staff and students
• QR Code Verification: Secure identity verification at the point of pickup using unique QR codes assigned to each authorized person
• Carpooling: Tools to find, request, and manage carpool arrangements with nearby families attending the same school
• Family Management: Management of parents, guardians, and authorized pickup persons with role-based access and permissions
• Lane & Traffic Management: Organized pickup lanes, queue management, and traffic flow optimization for school staff
• Analytics & Reporting: Dismissal performance metrics, compliance tracking, and historical pickup data for school administrators
• Announcements: School-to-parent communication for schedule changes, early dismissals, and other important notices

We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time, with reasonable notice to active subscribers.

3. User Accounts

Account Creation

Accounts may be created in two ways:

• By schools: School administrators create accounts through the admin portal, including importing parent and student data via CSV
• By invitation: Parents and authorized pickup persons receive invitations (via email or SMS) to complete their account setup

Account Security

You are responsible for maintaining the security of your account credentials. You agree to:

• Keep your login information confidential
• Not share your QR code with unauthorized individuals
• Notify us immediately of any unauthorized use of your account
• Accept responsibility for all activity that occurs under your account

Account Types

SmartPickup supports the following account types, each with different permissions:

• School Administrator: Full access to school settings, student/parent management, scheduling, analytics, and staff management
• School Staff: Access to pickup queue, QR scanning, tracking, and day-to-day dismissal operations
• Parent / Guardian: Full app access including schedule viewing, GPS tracking, carpool management, QR code display, and authorized person management
• Authorized Pickup Person: Limited app access for QR code display and journey tracking during active pickups. No carpool management capabilities

4. School Responsibilities

Schools using SmartPickup agree to the following responsibilities:

• Accurate Data Entry: Schools are responsible for the accuracy of student and parent data entered into the system, whether manually or through CSV import. This includes student names, grade levels, sections, and parent/guardian associations
• Staff Training: Schools agree to train their staff on proper use of the SmartPickup system, including QR code scanning procedures, queue management, and emergency protocols
• Pickup Verification: Schools agree to use the QR verification system for all pickups and to follow established protocols if a QR scan fails or an unauthorized person attempts pickup
• Schedule Management: Schools are responsible for configuring their dismissal schedule, time windows, and lane assignments within the platform
• Parent Communication: Schools agree to inform parents about the SmartPickup system, help parents set up their accounts, and communicate schedule changes through the platform
• Data Protection: Schools agree to handle student and parent data in accordance with applicable laws and regulations, including FERPA and state privacy laws
• Subscription Maintenance: Schools agree to maintain an active subscription and ensure payment is current to avoid service interruptions

5. Parent Responsibilities

Parents and guardians using SmartPickup agree to the following:

• Accurate Information: You agree to provide and maintain accurate personal information, including your home address (used for distance-based scheduling), phone number, and email address
• Schedule Compliance: You agree to arrive during your assigned pickup time window. Consistent late arrivals or early arrivals may disrupt the schedule for other families
• QR Code Responsibility: Your QR code is personal to you and must not be shared with or used by anyone not registered as an authorized pickup person
• Journey Tracking: You agree to use the "Start Journey" feature when departing for pickup, which enables real-time tracking for the school and your student(s)
• Authorized Person Management: You are responsible for maintaining an accurate and up-to-date list of persons authorized to pick up your child. You agree to remove authorization from anyone who should no longer pick up your child
• Carpool Safety: If you participate in carpooling, you are responsible for ensuring that your vehicle meets safety requirements, including proper child restraints, valid insurance, and a valid driver's license
• App Updates: You agree to keep the SmartPickup app updated to the latest version to ensure access to security patches and new features

6. Authorized Pickups

SmartPickup's authorization system is a critical safety feature. The following rules apply:

• Authorization Required: Only persons registered and verified in the SmartPickup system may pick up a student. Schools will not release a student to anyone who cannot present a valid QR code
• Adding Authorized Persons: Primary guardians can add authorized pickup persons through the app. Authorized persons receive an invitation to set up their limited account
• Verification at Pickup: All pickup persons must present their QR code to school staff for scanning. Staff may also verify identity visually using the registered photo
• Immediate Revocation: Authorization can be revoked at any time by the parent/guardian. Revocation takes effect immediately across the entire system
• Emergency Pickups: In emergency situations where no authorized person is available, the school's existing emergency pickup protocols take precedence. SmartPickup does not replace school emergency procedures

7. Privacy

Your privacy is extremely important to us, especially given the sensitive nature of the data involved (children's information, location data, family details).

Our collection, use, and disclosure of your information is governed by our Privacy Policy, which covers:

• What data we collect and why
• How GPS and location data is handled (active journeys only, no background tracking)
• Children's privacy protections
• Data sharing practices
• Your rights regarding your data
• Security measures we implement

By using SmartPickup, you consent to the data practices described in our Privacy Policy. We encourage all users to read the Privacy Policy in full.

8. Limitation of Liability

To the maximum extent permitted by applicable law:

• Service Provided "As Is": SmartPickup is provided on an "as is" and "as available" basis. We make no warranties, express or implied, regarding the reliability, accuracy, availability, or fitness of the Service for any particular purpose
• No Guarantee of Uninterrupted Service: While we strive for high uptime, we do not guarantee that the Service will be available at all times. GPS tracking, real-time features, and notifications depend on network connectivity, device settings, and third-party services beyond our control
• School Responsibility: SmartPickup is a management and coordination tool. It does not replace the need for physical supervision by school staff. The school is ultimately responsible for the physical safety of students during dismissal
• Carpool Arrangements: SmartPickup facilitates carpool matching and coordination but is not a party to carpool arrangements. We are not responsible for the conduct, safety, driving ability, or insurance status of any carpool participant
• GPS Accuracy: GPS coordinates are subject to the inherent accuracy limitations of satellite-based positioning systems and the user's device. Estimated arrival times are approximations

In no event shall SmartPickup, its directors, employees, partners, or affiliates be liable for any indirect, incidental, special, consequential, or punitive damages, including without limitation, loss of profits, data, or other intangible losses, resulting from your use or inability to use the Service.

Our total cumulative liability to you for any and all claims arising from or related to the Service shall not exceed the amount you have paid to SmartPickup in the twelve (12) months immediately preceding the event giving rise to the claim.

9. Termination

By the School

Schools may terminate their SmartPickup subscription at any time by providing written notice. Upon termination:

• Access to the admin portal and all school-related features will be revoked
• Parent and student data associated with the school will be scheduled for deletion within 90 days
• The school may request an export of their data before the deletion period

By Parents

Parents may deactivate their account by contacting their school's administration or by reaching out to us at info@smartpickup.io. Note that as long as your child is enrolled at a participating school, the school may retain certain records as required by their data policies.

By SmartPickup

We reserve the right to suspend or terminate any account that:

• Violates these Terms of Service
• Is used to circumvent safety or verification procedures
• Is used for fraudulent or illegal activities
• Poses a risk to the safety of children, families, or school staff
• Is associated with a school whose subscription is delinquent for more than 30 days

We will provide reasonable notice before termination, except where immediate termination is necessary to protect safety or prevent fraud.

10. Changes to Terms

We may update these Terms from time to time. When we make material changes, we will:

• Update the "Last Updated" date at the top of this page
• Notify school administrators via email
• Display a notice within the app for all users
• Provide at least 30 days' notice before material changes take effect

Your continued use of SmartPickup after the effective date of any changes constitutes your acceptance of the updated Terms. If you do not agree to the updated Terms, you should discontinue use of the Service.

We encourage you to review these Terms periodically to stay informed of any updates.

11. Contact

If you have any questions about these Terms of Service, please contact us:

• Email: info@smartpickup.io
• Website: www.smartpickup.io
• Contact Page: smartpickup.io/contact

For urgent matters regarding student safety or unauthorized access, please email us directly and include "URGENT" in the subject line. We prioritize all safety-related communications.