Privacy policy

AdmitCentral ("we," "us," or "the platform") provides practice-management software that independent college counseling practices subscribe to and run their own business on. This policy explains what information we collect, how we use it, and the choices you have.

It applies to two different relationships. If you're a counselor or practice owner with a AdmitCentral account, we're the company you have a direct relationship with — this policy describes what we collect about you and your practice. If you're a student or parent working with one of our customer practices, that practice is who you have a relationship with; we process your information on their behalf, as described below, and their own privacy notice — not this one — governs that relationship. Contact your counselor directly with questions about your family's data.

From counselors and practice owners who sign up: name, email, practice name, phone number, and anything submitted through our sales/support contact form.

On behalf of subscribing practices, our software stores the information they enter to run their business: their students' names, grad years, academic information (GPA, test scores, activities, transcripts), essay drafts, meeting notes, messages, and billing records. We store and process this data as instructed by the practice — it is their data about their clients, not ours.

Most of the student data that flows through the platform belongs to minors. We have no direct relationship with those students — the subscribing practice does, and is responsible for the consent and disclosures appropriate to their own clients.

What we're responsible for is keeping one practice's data walled off from every other practice's. Every practice's students, applications, essays, and billing records are technically isolated from every other practice on the platform — no cross-practice visibility, by design.

We use practice-owner information to run their subscription: account access, billing, product updates, and support. We use the client data a practice stores in our software only to provide the software to that practice — running reminders, sending the emails they've configured, and keeping their workspace working. We do not use any practice's or family's data for advertising, and we do not sell it, to anyone.

We share information only where necessary to run the platform — for example, our hosting provider, our email provider (to send account and reminder emails), and, once a practice connects it, Google (to create and share essay documents) or a payments provider (to process that practice's own invoices to their families). Each of these only receives what it needs to perform its function, and none of them is permitted to use the data for their own purposes.

We never share one practice's data — or its families' data — with another practice, and we don't share application materials, grades, or essays with any college, vendor, or third party without the appropriate permission.

Data is stored with a hosting provider that encrypts data in transit and at rest. Access is scoped so that a counselor can only reach their own practice's data — students, packages, templates, and everything else — never another practice's. Passwords are never stored in plain text.

Practice owners can ask to see, export, or delete the information we hold about their account at any time by emailing us. If you're a student or parent and want to see, correct, or delete your family's data, please contact your counselor's practice directly — they control that data, and we act on their instructions.

The marketing website may use basic, privacy-respecting analytics to understand which pages are useful — no third-party advertising trackers are used. The product application uses only the cookies required to keep you signed in.

We keep a practice's data for as long as their subscription is active, and for a reasonable period after cancellation in case they resubscribe. A practice can request export or deletion of their data on cancellation; sales/support enquiries that never become a customer are deleted after 12 months.

If this policy changes in a material way, we'll post the update here and change the date at the top of this page.

Questions about this policy can be sent to [email protected].