Privacy & payment safety
Orientation-friendly answers about data, cards, and who can see what.
Parent orientation
Three things to know first
- Your child’s card number is never typed into Asset Pilot and never saved in the school’s database.
- Parents only see their own linked students — not the whole school roster.
- School staff use role-based access for day-to-day work; nobody can promise a system is “unhackable.”
Common questions
1.What information can I see as a parent?
After your account is linked to your child(ren), you can see their device status, repair progress, school messages meant for your family, forms and agreements, and payment balances related to those students.
You do not get a full school directory. Search when linking a student is limited so parents are not browsing every student’s record.
2.How do I connect my kids to my account?
On first use, the parent portal asks you to find and link your student(s) by name (and optionally grade). You need at least one linked student before the full dashboard opens.
The school office can also link students for you ahead of time. If a name is already linked to another parent, ask the office — they can sort out guardianship.
3.What about student photos?
Photos help staff and parents recognize the right student on device and account screens. They are stored on the student record and shown in places like the parent dashboard and student detail pages.
Photos are for school operations in this app — not a public social feed. If you have a concern about a photo, contact the school office.
4.Does Asset Pilot store my credit card number?
No. When online card pay is turned on, you pay on Stripe’s secure checkout pages. Your card number and security code stay with Stripe — they are not saved in Asset Pilot’s database.
Asset Pilot keeps business records only: amount, status, dates, and a Stripe session reference — never the full card number or CVV.
5.What’s the difference between paying online and paying at the office?
Online pay (when the school enables it): you click Pay Now, finish on Stripe’s site, and the school’s system marks the charge paid after Stripe confirms it.
Pay at school office (common during a pilot): you pay the school the usual way; office staff mark the charge paid in Asset Pilot. No card details enter the app on that path.
6.What is “Add Money” on my parent wallet?
Add Money credits a family balance (a ledger) that can be applied to repair charges later. It is an account credit in the school’s system — not the same thing as typing a card into Asset Pilot.
When the school takes card payments online, that still goes through Stripe Checkout, not a card form built into the school app.
7.Who can see our family’s information?
Parents see only students linked to their account. Teachers and admins see what their school role allows for their jobs (for example, tech staff managing devices and repairs).
Access is role-based: not every staff member has every permission. Passwords are stored as secure hashes, not as plain text.
8.Is information protected when we use the site?
Yes — the live site uses HTTPS, so data is encrypted in transit between your browser and the service.
The database is hosted with industry-standard protections (including encryption at rest from the hosting provider). That reduces risk; it does not mean any system is immune to every threat.
9.Can you guarantee nobody will ever hack this?
No honest company can. Good security means reducing risk, watching for problems, and responding quickly — not claiming to be unhackable.
What we can say clearly: we do not keep your card number in the school app; we use strong password storage and role-based access; and online cards go through Stripe’s checkout when that option is live.
10.What if something looks wrong?
If you see a charge you don’t recognize, a student who isn’t yours, or anything that feels off: stop and contact the school office or technology team right away. Use Support in the parent portal if you already have access.
For suspected account misuse, change your password and tell the school so they can review access. For card fraud on a Stripe payment, also contact your card issuer — Stripe handles the card side.
11.How do I get help or ask a privacy question?
Day-to-day questions: school office or the Support area in the parent portal.
Platform privacy or security questions: privacy@assetpilotedu.com or security@assetpilotedu.com. School record requests still go through your school’s administration.
Need a person?
Start with your school office or the Support area in the parent portal. For platform privacy or security questions: privacy@assetpilotedu.com or security@assetpilotedu.com.