PRIVACY STATEMENT

Last Modified: August 31, 2021

Welcome to Scout, an attestation and symptom- and contact-reporting desktop and mobile application. Scout is provided and controlled by Ben Fry LLC d/b/a Fathom Information Design LLC (“Fathom,” “we,” or “us”). This Privacy Statement explains what information Fathom collects about you through the Scout website (the “Site,” which includes all pages within the scout.sentinel.network web domain) and the Scout mobile application (the “App”) (together, “Scout”), how we use that information, and when and with whom we share it.

HOW DOES SCOUT WORK?

We work with your school, college, university, employer, or affiliated entity (the “Institution”) to help it respond to the COVID-19 (coronavirus) pandemic. We provide access to Scout to students, faculty, employees, contractors, and/or other people (collectively, the “Users”) affiliated with the Institution or from its surrounding communities. Scout provides each User with a separate account (a “User Account”) and enables Users to report information, which may include symptoms, contacts, and other data (the “Services”). In turn, we provide this information to your Institution for it to access and use as it determines necessary to protect the health and safety of its own and the surrounding communities.

WHAT INFORMATION DO WE COLLECT ABOUT YOU?

Information You Provide Through Scout

Depending on your Institution, you can either set up your own User Account or access it using your Institution-issued email address. If you set up your own User Account, we may ask you to provide your name, email address, phone number, account credentials (user id and passwords), and/or other information that can be used to identify you personally (“Personally Identifiable Information”). Thereafter, when you log into your User Account, we will request information from you in order to provide the Services. Your Institution may require you to respond to some or all of our information requests. If your Institution does not require you to respond to our request, you may nevertheless choose to provide information to us. Examples of information we may request from you may include, but are not limited to, attestations that you have not tested positive for COVID-19 in the past 14 days and specific symptoms you are experiencing. In some version of Scout, we may allow you to change your settings for reporting certain information to your Institution. For example, in some versions of Scout, you can change your settings to decide whether or not your daily symptom information is shared with your Institution. Any information you provide to us upon request, either by directly responding to information requests or by changing your information settings, is User Information under this Privacy Statement.

Information Other Users Provide Through Scout

In some versions of Scout, other Users may provide certain information about you to us. For example, a User may report coming into contact with you and provide us with information about you, such as your name, phone number, and email address. Any information a User provides to us about you is User Information under this Privacy Statement.

Information Your Institution Provides

Your Institution may provide certain information about you to us. For example, your Institution may provide identifying information about you so that we can set up your User Account. Your Institution may also provide information about your participation in a COVID-19 testing program. Any information your Institution provides to us about you is Institution-Provided Information under this Privacy Statement.

Other Information We Collect

When you use Scout or visit the Site, we may collect information about your use of the App, which pages of the Site were visited, the order in which they were visited, when they were visited, and which hyperlinks and other user interface controls were used. We also may collect a variety of other information, including IP address, operating system, unique IDs of cookies, unique IDs sent from mobile devices, network carriers or data providers, device types, browser types, version and language, Internet Service Provider (ISP) information, referring and exit websites and applications, attributes of computer or device usage, date/time stamps, clickthrough URLs, information contained in HTTP headers or other internet transfer protocol signals, clickstream data, and other similar data. We may be able to determine your geographic location (or the location of your device or ISP) with such data. You may be able to change the settings on your computer or mobile device to prevent it from providing us with any location information.

Most browsers and mobile devices offer instructions on how to disable cookies (typically in “Preferences” or “Settings”). If you disable the Site’s cookies, some of its functions and conveniences of our Site may not work properly or at all. We will attempt to honor your privacy preferences, but we may not be able to honor all of them, including, for example, Do Not Track signals sent by your browser.

We also may obtain information about you when you contact our technical support team, send email to us or receive email from us, or otherwise communicate with us through Scout.

WHAT DO WE DO WITH THE INFORMATION WE COLLECT ABOUT YOU?

We will not sell personal information to third parties without your prior express consent. We use and disclose the information we collect as needed to provide Scout, the Services, and the pages within the sentinel.network web domain (“Sentinel”). Most notably, we disclose your User Information to your Institution and store Institution-Provided Information about you, for your Institution to access and use as it determines necessary to protect the health and safety of its own and the surrounding communities during the period of the public health emergency occasioned by the COVID-19 (coronavirus) pandemic. Note, however, that in versions of Scout that allow Users to change their symptom reporting setting, we will disclose a Users’ symptom information only when permitted by their settings.

It is important to note that this Privacy Statement describes only what we do with the information we collect about you. If you have questions about your Institution’s information practices, you should contact your Institution. See the Contact Your Institution section.

We may also use, process, store, and share information about you, including in some cases Personally Identifiable Information, in the following ways and for the following purposes:

  • To authenticate your identity.
  • To respond to a specific inquiry from you or provide you with access to the Services.
  • To provide, administer, maintain, improve, individualize, and evaluate Scout, the Services, or Sentinel. This may include sharing information with members of our team, administrators, and others who are involved in performing these functions for us, as well as with other third parties in some circumstances. For example, we use Google Analytics to understand how visitors engage with the Site. You can review how Google uses this information and how you can control information collected by Google Analytics here. If you don’t want Google Analytics to be used in your browser, you can install the “Google Analytics Opt-Out Browser Add-On” provided by Google.
  • To enable service providers or contractors, such Amazon Web Services, to perform certain functions on our behalf. You can read more about Amazon Web Services’ data privacy policies here.
  • To maintain and improve the functioning and security of Scout, the Services, Sentinel, and our software, systems, and network.
  • To respond to subpoenas, court orders, or other legal process; in response to a request for cooperation from law enforcement or another government agency; to investigate, prevent, or take action regarding actual or suspected violations of our Terms of Service, illegal activities, fraud, security or technical issues, misuse of Scout, the Services, Sentinel, or other misconduct, or to enforce our Terms of Service; as otherwise may be required by applicable law; or to protect our rights, property, or safety or those of others.
  • To share aggregated information with the public and with third parties.
  • To share Personally Identifiable Information with researchers to conduct research that has been approved by an institutional review board.
  • To achieve any purpose described elsewhere in this Privacy Statement.
  • To achieve any purpose to which you have consented at the point of collection of information or at another time.

We may use information that is no longer Personally Identifiable because it has been aggregated or anonymized for product development, research, analytics, public health, and other purposes, including for the purpose of analyzing, improving, or marketing Scout, the Services, or Sentinel. We also may share aggregated information with the public and with third parties, including but not limited to researchers and partners. And we may share anonymized information with researchers and partners for the purpose of researching or responding to the COVID-19 pandemic or other public health emergencies.

Use of Certain Third-Party Applications and Websites

Scout may contain links to third-party sites, applications, or resources. Those websites, applications, and resources are not under our control, and we are not responsible for the collection and use of your information by them or for their content. We encourage you to review the privacy policies and terms of use of each website, application, and resource you visit or use.

In addition, we are not responsible for what your Institution or any third party does with information about you that it receives from us. If you have questions about your Institution’s information policies, you should contact your Institution. See the Contact Your Institution section.

Disclosure in the Event of Transfer of Scout

In the event that Scout is transferred to another organization, information about you, including Personally Identifiable Information, may be transferred or disclosed to our successor and others involved in the transaction.

Security

The security of your Personally Identifiable Information is important to us, and we endeavor to protect Personally Identifiable Information in our possession or control. This includes a variety of privacy and security policies, processes and procedures, including administrative, physical, and technical measures. Nonetheless, no method of collection, storage, or transmission is entirely secure, and we cannot guarantee that our security measures will be effective.

Data Retention

We may retain Personally Identifiable Information for as long as necessary for the purposes set out in this Privacy Statement.

FOR USE ONLY IN THE UNITED STATES

Scout is designed for use only in the United States. Any information we collect, including Personally Identifiable Information, may be transferred to and processed in the U.S. If you are located outside the U.S., please be advised that the U.S. does not offer safeguards to protect personal information that are as stringent as some other jurisdictions in the world. For example, the European Union does not consider U.S. privacy safeguards to be adequate to protect personal information.

ACCESSING AND DELETING INFORMATION

Each Institution sets its own policies concerning your rights to access or correct Institution-Provided Information. For inquiries and requests regarding Institution-Provided Information, you should contact your Institution directly. See the Contact Your Institution section.

For inquiries and requests regarding your rights to access or correct the information you submitted through Scout, you may send an email to privacy at sentinel.network with subject line “Info Request.” Users affiliated with Colorado Mesa University may also request that we delete that information by sending an email to privacy at sentinel.network with subject line “Delete My Data.” For any request or inquiry, please provide sufficient information (such as your name and email) so that we can address your request.

We may retain certain information, including a record of your request to delete information, in order to prevent fraud, troubleshoot problems, assist with any investigations, enforce our Terms of Service and other policies, and to comply with internal policies or legal requirements. We may also retain your information in an aggregated form, anonymized form, or both.

PROTECTING CHILDREN’S PRIVACY ONLINE

We do not direct Scout to children under 13 years of age, and those children should not use or provide personal information through Scout. We do not knowingly gather personal information (as defined by the Children’s Online Privacy Protection Act, or COPPA) in a manner not permitted by COPPA. If you are a parent or guardian and you believe we have collected information from your child in a manner not permitted by law, contact us at privacy at sentinel.network with the subject line “Child Privacy.” We will remove the information to the extent required by applicable laws.

CHANGING OUR PRIVACY STATEMENT

We may make changes to this Privacy Statement at any time. We will post notice of changes to the Privacy Statement on this webpage. By accessing Scout after the modifications to this Privacy Statement have been posted, you agree to be bound by the modified Privacy Statement. Accordingly, you should periodically revisit this page to review the then-current Privacy Statement.

CONTACT US

If you have any questions or requests about this Privacy Statement or our handling of your information, you may contact us at privacy at sentinel.network.

CONTACT YOUR INSTITUTION

You may contact your Institution at the corresponding email address below:

  • Colorado Mesa University: safety@coloradomesa.edu
  • Sarasota Military Academy: todd.brown@oursma.org
  • SpaceX: michael.loesche@spacex.com