Transparency

Student Data Elements

Last updated September 28, 2026

What this page is for

Every piece of student information MinutesMet can store, with no exceptions and nothing summarised away.
A plain-language reason each one exists.
The single source of truth. Our privacy policy points here rather than repeating the list, so there is only one place for it to go out of date.

MinutesMet is used by one therapist at a time, working with their own caseload. Every field below is entered by that therapist. Nothing is imported from a student information system, and MinutesMet never receives data from a district directly.

What we do not collect

Worth stating plainly, because these are the fields districts ask about first:

No student ID numbers, state IDs or lunch numbers.
No dates of birth, addresses, phone numbers or email addresses for students.
No parent or guardian information of any kind.
No demographic data — no race, ethnicity, gender, language, disability category, or eligibility status.
No grades, test scores or evaluation results.
No photographs, video, audio or work samples.
No biometric, health, behavioural, disciplinary or attendance records beyond whether the student attended their own therapy session.
No location data for students.

Student identification

Field	What it is	Why it is collected
Name	Whatever the therapist types — often a first name or initials	So the therapist can tell one student from another on their own caseload
Class or group	A free-text label, e.g. "Rm 12" or "Morning group"	To sort the day by classroom and to print one sheet per teacher
School	A free-text building name	Therapists who travel between schools need the day grouped by building
Discipline	OT, PT, speech, counselling and so on	A provider covering more than one service needs to filter by it

Service requirements

Field	What it is	Why it is collected
Service minutes target	A number, e.g. 60	The amount of service the plan requires. The whole product exists to check delivery against this.
Target period	Per week, month or quarter	The window the target is measured over
Service type	Direct or consult	These are counted separately against separate targets
Default session length	A number of minutes	Saves retyping the usual length at every session

Schedule

Field	What it is	Why it is collected
Recurring session	Weekday, start time, length, and which students are in it	The therapist's weekly timetable, and what the minutes check measures against
Setting	Pull-out, push-in, group or consult	Appears on the schedule and printed sheets
Week or cycle pattern	e.g. 1st and 3rd Monday, or day B of a six-day rotation	Service is often written as "3rd Monday". Without this the minutes maths is wrong.
Session changes	A single date skipped or moved, with an optional reason	Keeps the weekly plan intact while recording what actually happened that week

Attendance and session records

Field	What it is	Why it is collected
Date and minutes	When the session happened and how long it ran	The record of service delivered
Attendance status	Seen, absent, or not available	Distinguishes delivered service from missed service
Reason missed	A category the therapist picks, e.g. student absent, therapist out, no school, testing	Districts differ on which reasons create minutes that must be made up. This decides whether time is owed.
Make-up flag	Yes or no	Marks a session as repaying previously owed minutes
Session note	Free text written by the therapist	What was worked on. Free text, so its content is entirely up to the therapist — see the note below.

Goals and progress

Field	What it is	Why it is collected
Goal text	Free text, written by the therapist — usually the goal as it reads in the student's plan	What progress is measured against
Present level	Optional free text describing where the student started	Context for the baseline number
Measure type	Percent, trials correct, a count, or a rating scale	Tells the graph what the numbers mean
Baseline, target, target date	Numbers and a date	The start point, the aim, and when it is due
Progress entries	A date and a number, optionally the trials correct out of trials attempted, and an optional note	The data points the progress graph is drawn from
Goal status	Active, met or discontinued	Keeps finished goals out of the daily view without deleting them

A word about free-text fields

Session notes, goal text, present levels and progress notes accept anything the therapist types. MinutesMet does not inspect, filter or restrict what goes into them. If a therapist enters information beyond what this page describes, it is stored the same as anything else — so these fields should be treated as capable of holding whatever the therapist chooses to put there. We recommend keeping them to service-delivery content.

Information about the therapist, not the student

For completeness, since districts ask. The account holder's name, email address, professional discipline and optionally their organisation; a password, which is stored only as a secure hash and which we never see; and, if they subscribe, a Stripe customer reference, plan, status and billing dates. Card details go directly to Stripe and never reach our systems.

Our hosting and database providers keep standard technical logs such as IP addresses and request times, for security and reliability. We use no analytics trackers, advertising cookies or social media pixels.

Where it lives and who can reach it

All data is stored in the United States with Supabase, with the application hosted by Vercel. Each caseload is restricted to the account that created it by database-level rules that are checked on every request, not merely hidden by the app's screens. Our security page describes how this is enforced and tested.

Keeping this page accurate

This list is checked against the live database schema, not written from memory. If a field is added to MinutesMet, this page is updated in the same change. If you find something stored that is not described here, please tell us at privacy@minutesmet.com — that is a defect, and we will treat it as one.