Privacy policy
Effective October 20, 2026
In short: we collect only what’s needed to prepare and run graduation ceremonies, we use it only for that, we never sell it, and we don’t track you with advertising cookies.
Who we are
GradCall is a service provided by dnode (“we”, “us”). This policy explains how we handle personal information when schools and production teams (“customers”) use GradCall, and when graduates use their name-check page. We follow Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and other privacy laws that apply to us.
Two kinds of information
Account information (we are responsible for it)
- For each crew member: name, email address, role, and a password stored only as a secure one-way hash.
- The organisation’s name and country, used to show prices in the right currency.
- Payment records (amount, date, ceremony). Card details are entered on Stripe’s secure page; we never see or store card numbers.
Ceremony information (we handle it for the school)
- Graduate details the school uploads: name, degree, program, honours and, if provided, email address.
- What graduates add on their name-check page: a confirmation, a phonetic spelling, or a recording of their own voice.
- Name recordings generated for the ceremony, and a log of card scans on the day (time, card code, scanner station).
For ceremony information, the school or customer decides what is collected and why; we process it on their behalf and following their instructions. Graduates with questions about their information should contact their school first.
How we use information
- To create and secure accounts, and send account emails such as email confirmation, password resets and team invitations.
- To generate name recordings, email graduates their name-check link when the school asks us to, and show names and play recordings during the ceremony.
- To process payments and keep the records the law requires.
- To keep the service working and secure, for example limiting repeated sign-in attempts.
We don’t sell personal information, share it for advertising, or use graduates’ voices or recordings for anything other than their ceremony.
Service providers
We use a small number of providers who process information only to deliver their part of the service:
- Cloudflare — hosting, database, file storage and sending email.
- ElevenLabs or OpenAI — turning graduate names into speech, depending on the voice the customer chooses. Only the text to be spoken is sent.
- Stripe — payments.
These providers may store or process information outside Canada, including in the United States, where it may be accessible to authorities under local law.
Cookies
GradCall uses one essential cookie to keep you signed in, and stores a few preferences (such as light or dark mode) in your browser. We don’t use advertising or cross-site tracking cookies.
How long we keep it
Account information is kept while the account is open. Ceremony information is kept until the customer deletes the ceremony or asks us to delete it. Payment records are kept as long as tax law requires. Backups are overwritten on a rolling basis.
Security
Information is encrypted in transit, passwords are hashed, sign-in links expire and work only once, and each customer’s data is kept separate from every other customer’s. No system is perfectly secure; if a breach affects you, we’ll tell you as the law requires.
Your choices and rights
You can ask to see, correct or delete personal information we hold about you, and withdraw consent where we rely on it. Graduates can change or withdraw a recording through their name-check link while it’s open, or ask their school. We’ll answer within 30 days.
Changes
If we change this policy, we’ll update the date above and, for significant changes, tell account owners by email.
Contact
If you’re a GradCall customer, contact the dnode team member who set up your account, or reply to any email you’ve received from GradCall.