Privacy Policy

Last updated: June 24, 2026

Tamahagane, LLC (“TRIOPilot,” “we,” “us,” or “our”) operates the TRIOPilot platform — a cloud-based case-management and reporting service for Federal TRIO programs (the “Service”). This Privacy Policy explains what information we collect, how we use and share it, and the choices you have. By accessing or using the Service, you agree to this Privacy Policy.

TRIOPilot is provided to TRIO programs and their host institutions (our “Customers”). For student and participant records that a program enters into the Service, the program is the controller of that data and we process it on the program’s behalf and under its instructions, as described below.

Information we collect

Account information — name, email address, phone number, role, and the program or organization you belong to, for staff and administrators who use the Service.
Participant and program data— information that program staff enter or upload, such as participant demographics, eligibility, educational status, service contacts, documents, and APR outcome fields. This is processed on the program’s behalf.
Usage and device information — log data, IP address, browser type, and similar technical details, plus cookies and tokens used to keep you signed in and to operate the Service securely.
Communications — messages you send us, including support requests and email correspondence.

How we use information

To provide, operate, maintain, and improve the Service.
To authenticate users through passwordless magic-link or one-time-passcode sign-in.
To generate reports, including the Annual Performance Report (APR), for programs.
To communicate with you about service updates, security notices, and support.
To send text messages where a participant has opted in (see below).
To secure the Service, prevent abuse, and comply with our legal obligations.

Text messaging (SMS) and mobile information

Programs may use TRIOPilot to send text messages to participants who have provided their mobile number and opted in to receive them — for example, appointment reminders, program information, and outreach from their advisor.

No mobile information — including mobile phone numbers and SMS opt-in consent — is sold, rented, or shared with third parties or affiliates for marketing or promotional purposes.

Message frequency varies.
Message and data rates may apply.
Reply STOP at any time to opt out of further messages, or reply HELP for help.

Carriers are not liable for delayed or undelivered messages. We share mobile information only with service providers (such as our messaging provider) strictly to deliver the messages you or your program have requested, and never for their own marketing purposes.

How we share information

We do not sell your personal information. We share information only in the following limited circumstances:

Service providers — vendors who help us run the Service (such as cloud hosting, email delivery, and SMS messaging), under contracts that limit their use of the information to providing services to us.
With your program — participant and program data is made available to the program that owns it and its authorized staff.
Legal and safety — when required by law, or to protect the rights, safety, and security of users, the public, or TRIOPilot.
Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this Privacy Policy.

Education records and FERPA

Participant records in the Service may constitute “education records” under the Family Educational Rights and Privacy Act (FERPA). The program and its host institution are responsible for those records. We act as a service provider — a “school official” with a legitimate educational interest where applicable — processing the data only under the program’s direction, using it solely to provide the Service, and not redisclosing it except as permitted by the program and applicable law.

Data retention and security

We retain information for as long as needed to provide the Service, as instructed by the program, or as required to meet legal obligations. We protect information using encryption in transit and at rest, row-level security and role-based access controls, and audit logging of actions on participant records. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Your choices

Participants may request access to, or correction of, their records through the program that serves them. Program staff can update records directly in the Service.
You can opt out of text messages at any time by replying STOP.
You can manage cookies through your browser settings, though some features require them to function.
You can contact us to ask questions about your information at the address below.

Children’s privacy

The Service is intended for use by TRIO program staff and is not directed to children. Some program participants may be minors; their information is entered by authorized program staff under the program’s authority and consent practices. We do not knowingly collect personal information directly from children under 13. If you believe a child has provided us information directly, please contact us so we can address it.

Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above, and for material changes we will provide a more prominent notice. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.

Contact us

Questions about this Privacy Policy or your information can be sent to Tamahagane, LLC at hello@triopilot.com.