Who we are
Rook is a student opportunities platform built and run by rediZOO, LLC ("rediZOO", "we", "us"). This policy covers our website at rook.work and the Rook service that schools use at their own addresses, such as yourschool.rook.work.
When a college or university uses Rook, the school decides what information goes into Rook and why. We handle that information on the school's behalf and follow its instructions. If your school has a signed agreement with us, that agreement controls where it differs from this policy.
Information we collect
When you visit rook.work
- What you send us. If you email us, we get your message and address. If you email help@rook.work, Rook uses your address, name and message only to send an automated answer: it checks whether your address belongs to a school on Rook and quotes your message in the reply. It keeps only a record that the email was answered (see below). If you use the "Start a conversation" form, we get your name, work email, school, and your message.
- Technical data. Our servers log your IP address, browser type, and the pages you request on rook.work and on school sites, so we can keep Rook secure and working. These logs are kept for 30 days.
- Analytics, only if you opt in. See Cookie preferences.
When your school uses Rook
- Staff: name, school email address, department, role, and sign-in activity; the postings you create; the emails you send to Rook (Rook deletes the email as sent once it has handled it, normally within minutes, and keeps a copy with student details removed as part of the conversation); and whether you get the Monday digest. For school billing contacts, billing details. Card numbers go straight to Stripe, and we never see them. For the people Rook works with at your school, their name, role, email address and phone number, and Rook staff's notes about the school's account. These are deleted with the school's other data.
- Students: your name, school email address and, if your school's sign-in provides it, your student ID number, and what you share in your profile or when you apply: your availability, the hours you want, your major, your skills, whether you have a work-study award, and why you're interested. Rook compares these with each job's requirements, using fixed rules in its own code, to show you and the department how well you fit. We also keep each application's status, staff messages about it, and any interview times offered or booked. If you answer "Is this your first on-campus job?", staff never see your answer next to your name in reports. Reports show only whole-school totals of students, for months that have ended, with small groups hidden, and only campus admins see them (not departments, and not Rook support). Campus admins can see one student's answer only in that student's record export, which is logged.
- Reach counts: how many times each job was listed or opened, per day and per place it appeared (the job board, a QR code, an embed on a school page, a feed). These are counts only, with no cookies, IP addresses or anything that identifies who looked. When you apply, we note which of those places your link came from, so your school knows which ones work.
- Reports and exports: staff see totals by department and placement. Your school's campus admins can also download spreadsheets of applications and of hires, with each student's name and email and, for hires, their student ID and whether they have a work-study award, for their own records and onboarding. Every such download is recorded in Rook's security log for your school (ask us for a copy).
- Security records: sign-ins, changes to settings and postings, downloads of student-level exports, and the IP addresses they came from, so we can protect accounts and look into problems.
How we use information
We use information to:
- run Rook for your school: publish postings, send applications to the right staff, and send the notifications you expect;
- sign people in and keep accounts and each school's data secure;
- answer support requests;
- bill schools for their subscriptions;
- keep Rook reliable and understand, in aggregate, which features get used; and
- meet our legal obligations.
We don't sell personal information, use it for advertising, or profile students for anything beyond their school's use of Rook.
Student records and FERPA
Some information in Rook, such as a student's applications, may be part of that student's education records under the Family Educational Rights and Privacy Act (FERPA). For schools covered by FERPA, we act as a "school official" with a legitimate educational interest, under the school's direct control, as FERPA allows (34 CFR § 99.31(a)(1)(i)(B)).
That means we use education records only to provide Rook to the school. We don't disclose them to anyone else unless the school directs it or the law requires it. We help the school respond when students ask to see or correct their records. Students should send those requests to their school.
AI-assisted features
Rook uses Anthropic's Claude to understand the instructions staff send by email (for example, "post a front-desk job for 10 hours a week") and to draft posting text. We send what the staff member wrote and their earlier messages in that email thread, the job posting it's about, your school's department names (and which ones are the sender's), today's date, and a short note of what Rook did earlier in the conversation. We never send student records, such as applications, profiles or who applied, to Claude or any other AI service. Before a staff email is sent, Rook replaces each student's email address and student ID in it with a placeholder, and their full name too. A one-word name, or a name that's also the name of a department or a job-title phrase, isn't replaced as a name, but that student's email address and ID still are. An automated test, run before every release, fails if student data from its test cases reaches the model.
Staff review AI drafts before anything is published. Anthropic's commercial terms don't allow it to train its models on what we send.
Service providers
We use a small number of companies to run Rook. Each gets only what it needs to do its job.
- Microsoft Azure hosts Rook and its database in the United States.
- Postmark sends Rook's emails and receives the emails staff send to Rook.
- Formspree receives the "Start a conversation" form on rook.work and forwards it to us. Formspree keeps submissions under its own privacy policy.
- Stripe handles subscription billing. It receives school billing contacts and payment details, never student information.
- Anthropic interprets what staff write and drafts posting text. It never receives student records, and students' full names, email addresses and IDs are removed from staff messages first (see AI-assisted features).
- Unsplash serves the photos on rook.work. Your browser loads them from Unsplash's servers, so Unsplash receives your IP address and browser details. No Unsplash photos appear on school sites.
- Google Analytics, loaded through Google Tag Manager, measures visits to rook.work, and only if you opt in. It records the pages you view and a few actions, such as pressing “Get started”, sending the “Start a conversation” form (not what you wrote), or following a link to another site. rediZOO uses one Google Tag Manager and Analytics setup across its websites (such as redizoo.com, inclusivecms.com and tocko.app), so visits you allow on more than one of them can be linked. It's never used on school sites.
We'll update this list before we add a provider that handles student information.
How long we keep information
- We keep a school's information while it subscribes to Rook. A student's profile and applications, including each application's history and interview times, stay for as long as the school uses Rook, unless the school deletes them sooner.
- If a school is switched off, its subscription ends, or it never subscribes, we keep its information for 90 days, so the school can ask us for an export or come back. The 90 days start when its subscription ends or when it's switched off; if both have happened, whichever was later. A school that never subscribes is due 90 days after Rook added it (or after it was switched off, if that was later). Then a member of Rook staff deletes all of it: its people, departments, jobs, applications and records. Deleting cancels the school's subscription first. The information leaves our routine backups within 35 days after that, and our long-term backup copies within 12 months. We keep only a short record of the deletion, with no end date: the school's web address (which can't be registered again for 180 days), its former id in Rook, its Stripe billing references, when its subscription ended, who deleted it and when, and how many records of each kind were deleted; and entries in Rook's own security log, kept for one year.
- A school can ask us to delete its information sooner, and we will.
- A school's campus admins can download everything Rook holds about one student, or delete that student's information, at any time, so the school can answer a student's request under FERPA. The download includes the student's own answer to "Is this your first on-campus job?", because it's for giving the student their record, and the date and subject of each email they sent Rook, with the message itself for any Rook hasn't handled yet (Rook doesn't keep the message once it has handled it); every download is recorded in Rook's security log for the school (ask us for a copy). Deleting removes the student's name, email address, student ID, sign-in links and profile; from each of their applications the reason for applying, major, availability, skills, work-study award, first-job answer, where they found the job, interview times and staff notes; their department and digest records; the emails they sent Rook; and the addresses and details in their security-log entries. Each application stays only as a record of which job it was for, its status, its dates and the hours asked for, with nothing that says who applied, so the school's application counts don't change; any still being considered are withdrawn. Their first-job answer survives only as one count in the totals for the month they first applied. Email waiting to be sent (including a reply to staff that hasn't gone yet) is deleted if it's to the student or has their email address in it, or has their full name in it when that name is at least two words and five characters long. Rook looks through the school's most recent 5,000 replies and 5,000 other emails waiting to be sent, far more than a school ever has waiting.
Rook also deletes these records on its own, every day:
- emailed sign-in links, 7 days after they're used or expire;
- sign-in sessions, 30 days after they end or you sign out;
- the Publish and Close buttons in Rook's email replies, 30 days after they're used or expire;
- the details your school's single sign-on sends when you sign in (which can include your student ID), after one day;
- the record of each email staff send to Rook (who sent it, when, and its subject with student details removed), 30 days after Rook handles it (the message itself is deleted as soon as it's handled, and Rook keeps a short copy of the conversation with student details removed);
- those email conversations, one year after the last message;
- the record of which weekly summary emails went out, after 400 days;
- the record that an email to help@rook.work was delivered and answered, after 7 days;
- emails from Rook that couldn't be delivered after repeated tries, 7 days after the last try (emails that are delivered aren't kept);
- security records, after one year; and
- server and database logs, after 30 days.
We keep billing records for as long as tax law requires.
Support access
To help a school set up, a member of Rook staff can sign in to its site as its campus admin, for up to an hour at a time. A banner on every page says so while they're there, and every such sign-in is recorded in the school's security log. With support access, Rook staff can read the school's postings, departments, settings, website embeds, automatic email templates, single sign-on and billing status, and its reports as totals, and can create and edit draft postings and embeds, and add departments, to help set them up.
Support access can't publish, close, reopen, extend or delete a posting, approve anything, see applicants or any student's information (including first campus job answers), make or change hiring decisions, offer interviews, rename or switch off a department, change settings, people, single sign-on or billing, download any report or export, or open student records.
Security
Rook encrypts information in transit and at rest. Each school's information is kept separate in the database, and every request is checked against the school it belongs to. People sign in with their school's single sign-on or single-use email links, so Rook doesn't store passwords for them. Access to production systems is limited to the few rediZOO staff who need it. Rook staff reach a school's own site only through the limited, logged support access described above. From Rook's own console, Rook staff can also see each school's campus admins (their names, email addresses and last sign-in), its contacts, and counts of its records.
No system is perfectly secure. If a breach affects your information, we'll tell the affected schools promptly and do what the law requires.
Your rights and choices
You can ask to see, correct, export, or delete your personal information.
- Students and staff: your school controls your Rook information, so start with your school, and we'll help it respond. You can also contact us and we'll pass your request along.
- Visitors and school contacts: email privacy@redizoo.com.
Depending on where you live, state privacy laws (such as California's) may give you more rights. We don't sell personal information or share it for cross-context behavioral advertising. If your browser sends a Global Privacy Control signal, analytics on rook.work stays off unless you turn it on yourself. We won't treat you differently for using any of these rights.
Children
Rook is for colleges and universities, their staff, and their students. It isn't directed to children under 13, and we don't knowingly collect their information. If you believe a child has given us information, contact us and we'll delete it.
Changes to this policy
We'll post changes here and update the date at the top. If a change affects how we handle student information, we'll tell subscribing schools before it takes effect.
Contact us
Questions or requests: privacy@redizoo.com. rediZOO, LLC, Texas, United States.