FlexAppeal website and email privacy notice
Last updated: September 27, 2026
This notice covers the FlexAppeal LLC website, class bookings, payments and its private website-email connection.
Information the website stores
When you send an inquiry, the website stores your name, the email address or phone number you provide, your selected interests, your message, and its completion status. The private management area also stores student contact details imported by the FlexAppeal administrator and class scheduling information. Access to the management area is restricted to the FlexAppeal administrator’s authorized account.
The website uses Cloudflare for hosting, database storage, administrator sign-in, and protection against automated submissions. Cloudflare may process technical information such as IP addresses and browser information to provide these services. The contact form uses a temporary hashed identifier derived from an IP address to limit repeated submissions.
Registration and waivers
When you register, the website stores your name, email address, class registrations and cancellations. Email sign-in codes verify access to your email address; secure cookies keep you signed in during your browsing session. Temporary limits help prevent repeated sign-in requests.
For a waiver, the website stores the participant’s name, email address, the full waiver text and version, consent selections, drawn signature and signing time. If the participant is a minor, it also stores the parent or guardian name and consent. A copy of the completed waiver is emailed to the address provided.
Walk-in waivers do not require email verification. They are kept for the FlexAppeal administrator to review and link to an existing student or use to create a student record. Matching an email address alone does not automatically link a walk-in waiver.
Payments and refunds
Square processes online card payments on its hosted checkout page. Payment details you enter there are provided directly to Square. The FlexAppeal website does not receive or store your full card number or card security code. Square’s handling of payment information is explained in its privacy notice for customers.
To create checkout and reconcile payments, the website sends Square the class description, amount and a booking reference. The website stores payment and refund amounts, statuses, dates, Square transaction references, the associated student and booking, and the version and time of accepted payment terms. We use these records to confirm payment, handle cancellations and refunds, reconcile accounts and resolve payment questions.
The management area also records payments collected in person, their method and reference where applicable, refund and correction entries, and administrative notes. Attendance records help us manage classes and outstanding balances. These records are available to the authorized administrator and stored using Cloudflare. Payment-related messages are handled through the email system described below.
Gmail sending connection
Only the FlexAppeal administrator connects a Google account; students do not need to connect theirs. The email-sending connection requests the account’s email address to verify the sender and permission to send email on behalf of FlexAppeal. This sending connection does not request permission to read the Gmail inbox, search messages, or access Google contacts.
When email delivery is enabled, the website uses Gmail to send class-related messages and inquiry alerts. Message recipients, message content, and delivery status are recorded in the private Email activity area. Google processes outgoing messages to deliver them, and recipients receive the messages addressed to them.
The website stores the Google authorization token encrypted in its Cloudflare database. Its encryption key and Google client secret are stored in Cloudflare’s encrypted settings. The website does not collect or store the administrator’s Google password.
Google account data is used only to provide this email connection and its delivery features. It is not sold, used for advertising, or used to train AI models. Use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements: Google API Services User Data Policy
Managing information and access
The FlexAppeal administrator can revoke the integration’s access through Google Account → Third-party connections. Revoking access prevents further Gmail use by the website; it does not automatically delete existing website records or emails already sent.
We retain website records for administration, accounting, handling questions or disputes, and applicable recordkeeping obligations. The website does not automatically delete records after a fixed period. A deletion request may be subject to records we need to retain for those purposes. For questions or requests to correct or delete your information, use the Get in touch form on the FlexAppeal website. FlexAppeal may need to confirm your identity before acting on a request. Copies of delivered email are controlled by the recipient and their email provider.