Aphys Aphys

Aphys LLC Privacy Policy

Aphys LLC · Effective October 24, 2026

This policy explains what information Aphys LLC (“Aphys”, “we”) handles on this website, aphysllc.com, and in Alcove, our safety, incident and operations platform. This policy applies to Aphys LLC’s website and to Alcove, the school safety and incident management product Aphys LLC provides. Aphys LLC, 3438 Cloman Way East, Inver Grove Heights, MN 55076, info@aphysllc.com.

1. Information we collect on aphysllc.com

This website has no forms, no accounts, no cookies, no advertising and no tracking or analytics scripts. Like every website, our hosting provider’s servers keep short-lived technical logs of requests (the address of the device, the browser and the page asked for) to run and protect the service. If you email us, we receive what you choose to send.

2. How we use information

We use website logs only to keep the site running and secure, and emails only to answer you. In Alcove, we use information only to provide the service to the organization that uses it: showing it to the people that organization allows, sending the alerts it asks for, keeping its records, and supporting it when asked. We never sell information, never use it for advertising, and never build profiles for marketing.

3. Alcove and text messaging

Alcove can send text message (SMS) alerts about safety and operations: Standard Response Protocol alerts (Hold, Secure, Lockdown, Evacuate, Shelter), incident and event notifications, area alerts, search party call-outs, and messages from the person’s organization. Texts go to the mobile number on file in Alcove for people who work with or belong to an organization using Alcove (for example, school district staff), and only to people who signed up themselves by ticking the box on My account → Text alerts (shown in the Terms of Service). Each sign-up is recorded with its date and time and the words agreed to.

  • Message frequency varies with incidents and events at the buildings a person is assigned to.
  • Message and data rates may apply.
  • Reply STOP to stop receiving texts, and START to receive them again. Reply HELP for help, or email info@aphysllc.com.
  • Carriers are not liable for delayed or undelivered messages.
  • No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are not shared with any third parties. Phone numbers are passed only to our text message provider (Twilio) to deliver the texts.

4. Alcove data

An organization using Alcove (for example, a school district) owns what it puts in. This can include names, contact details, building assignments, incident records, photos, items and, when people choose to share it, their live location. Aphys handles this information on the organization’s behalf and only as it directs. Every sign-in is recorded with its address and browser, and changes are kept in an audit log. Live locations are shown only while sharing is on and are never stored; location trails are kept only when the person asks for one, and are erased automatically. Location and camera details are removed from photos before they are saved.

5. Sharing

We do not sell or rent information. Inside Alcove, each organization decides who may see what. Aphys staff see nothing inside an organization unless that organization grants time-limited support access (seven days at most), and everything done under it is recorded. We use a few service providers to run Alcove, only for that purpose: Hostinger (hosting and database), Twilio (text messages) and, when used, an email provider. The map uses OpenStreetMap services: map images are loaded from OpenStreetMap, building addresses typed by an administrator may be looked up there, and driving directions send only two points (a start and an end) to a routing service, never a name or an incident. We share information with authorities only when the law requires it.

6. Encryption and security

Alcove and this website are served over HTTPS, so information is encrypted in transit. Every Alcove account uses two-step sign-in. Passwords are stored only as one-way bcrypt hashes, and sign-in sessions as hashes too. Permissions are set by role and by building. An organization that leaves receives its data in one file encrypted with AES-256-GCM. We say “encrypted” only where it is true today; information stored in the database is protected by these controls and by our hosting provider’s security, and we do not claim more.

7. Data requests, export, and deletion

An organization’s administrators can download its data from Alcove at any time. If an organization cancels, it receives its data in one encrypted file, and after 90 days everything is deleted from Alcove. If you are a person whose information is in Alcove, please contact your organization first: it controls the record. You may also write to us, and we will pass your request to the organization or help where we can.

8. Students and children

Schools may keep information about students in Alcove. We handle it only on the school’s behalf, under the school’s direction and the laws that protect student records (such as FERPA), and never for advertising or profiling. Students do not use Alcove themselves. This website and Alcove are not directed to children, and we do not knowingly collect information directly from children under 13.

9. Your choices

Reply STOP to any Alcove text to stop texts. Location sharing in Alcove is off unless you turn it on, and you can turn it off at any time. For anything else about your record, contact your organization or write to us.

10. Changes

If we change this policy, we will post the new version here with a new effective date. Significant changes will be told to the organizations using Alcove before they take effect.

11. Contact

Aphys LLC, 3438 Cloman Way East, Inver Grove Heights, MN 55076
info@aphysllc.com