Privacy Policy

Effective date: August 15, 2026

1. Who we are

This site is operated by Earlville Media LLC, New York, USA. Contact: hello@iepfieldmanual.com, 200 West Main Street, Earlville, NY 13332.

2. What we collect

When you subscribe: your email address and the service-use address you enter. We use that address to determine the correct sales-tax jurisdiction. For New York addresses, the full address you enter is sent to a geocoding service operated by the U.S. Census Bureau to resolve the exact local tax jurisdiction; for addresses outside New York, we determine the jurisdiction from the state you enter (we record the state and ZIP code as the basis for that determination) and the full street address is not sent to the geocoder. The Census Bureau handles what it receives under its own privacy policy (census.gov/privacy); its web logs may be retained by the government, so do not assume the geocoder discards what it processes. We retain the address you provided, the jurisdiction it resolved to, and a record of your consent to the itemized total (including the date, time, and the IP address the consent came from) as the record behind each charge. We are the seller of record, so we hold billing records directly and use them to operate your membership and honor refunds. Card payments are handled by our payment processor, Elavon, in its own secure hosted window: we never receive or store your full card number or card security code.
When you request the free chapter: your email address.
When you are a member: your email address (which is your sign-in), your plan and billing status, and your billing history (amounts, dates, and transaction references). Card payments are handled by Elavon in its hosted window; for renewals we store only a token reference to your card issued by the processor, plus the card brand and last four digits so you can recognize it, never the card number. We also keep a ledger of the editable letters you download (which letter, when), because each download is watermarked to your account; we store the tools you save with your account; and we record the date you last used the app so your dashboard can show what changed since your last visit. The state you pin and your reading position are stored only in cookies on your device, not on our servers.
When you search inside the member app: we do not write your search terms to your account or our application database, and we do not create search-history profiles. Search terms are processed only to return results. Do not enter a child's name, school, diagnosis, or records; general terms find the same tools.
When you visit: standard server logs (IP address, page requested, timestamp) retained for 30 days, and cookieless, aggregate analytics that do not identify you or follow you across sites. To limit abuse, we also keep short-lived rate counters: per-IP counters on sign-in and form submissions (the route class, your IP address, a request count, and a one-minute window), and, for signed-in members, a per-account hourly count of how many pages you have opened (tied to your account email, a bare number, never which pages). Both are normally removed by an automatic daily sweep.
When you use a protected form: we use Cloudflare Turnstile to protect sign-in and email forms from automated abuse. Turnstile processes security signals such as IP address, browser and device characteristics, site key and origin, and a short-lived verification token. Our server may send the token and IP address to Cloudflare for verification. Cloudflare handles those signals under its Turnstile Privacy Addendum.

What we deliberately do not collect: we never receive or store your full card number or card security code (our payment processor handles card entry), and we do not ask for, and ask you not to send, direct identifiers about your child: no names, ages, diagnoses, evaluations, or school records. We do not intentionally retain child identifiers; be aware that your own choices, such as which letters you download, which tools you save, or what you write in a support email, can reveal that a child-related topic concerns you, and those records are protected like all member data. If you include child information in an email to us, we will not retain it beyond answering your message except where a record must be kept for billing or legal reasons.

3. How we use information

To deliver your purchase, provide the free chapter, send edition updates you are entitled to, answer support requests, process refunds, and, only if you opt in, send occasional emails about the Manual. Every marketing email includes a working unsubscribe link, honored promptly.

For members, we additionally use your information to operate the membership itself: to email you one-time sign-in links (we use no passwords), to charge your card each billing period exactly as you consented at sign-up, to watermark your letter downloads and enforce the weekly download allotment, and to send the transactional notices the law requires for an auto-renewing subscription: your sign-up confirmation, renewal reminders before each charge, receipts, and failed-payment notices. These transactional emails are part of the service, are kept separate from marketing, and are sent regardless of marketing preferences while your membership is active.

4. Sharing

We share data only with the service providers needed to run this product: Elavon, our payment processor (to charge your card, under its own privacy policy); Resend, our email service (to deliver sign-in links, receipts, notices, updates, and the free chapter, under its own privacy policy); Cloudflare, which hosts this site and provides the Turnstile bot check described above; and the U.S. Census Bureau geocoding service (to resolve the sales-tax jurisdiction for New York service-use addresses, as described above). We calculate and remit sales tax ourselves from published rate tables; we do not use a third-party tax vendor. We do not sell or rent personal information, and we do not use advertising or social-media tracking pixels.

This product uses the Census Bureau Data API but is not endorsed or certified by the Census Bureau.

5. Cookies and analytics

This site does not use advertising cookies or cross-site tracking, and analytics are aggregate and cookieless. On the public site, one small first-party item may be stored on your device: a session-storage flag (not a cookie) that remembers whether you have dismissed the free-chapter dialog.

The member app sets three additional first-party cookies, all functional, none used for tracking: a signed session cookie that keeps you signed in (HttpOnly, so scripts cannot read it), a your-state cookie that remembers which state's page you pinned, and a resume-reading cookie that remembers the last page you were reading. The your-state and resume-reading cookies live only on your device and are never stored on our servers; only the session cookie corresponds to a record on our servers.

6. Retention

Billing records are kept as long as needed to honor refunds and legal obligations. Free-chapter emails are kept until you unsubscribe. Server logs are retained for 30 days and then deleted. Per-IP rate counters are normally removed by the next daily sweep.

Membership billing records (plans, charges, consents, and the download ledger) are kept while your membership is active and afterward as long as tax, accounting, and dispute obligations require. The consent record behind each charge (the exact accepted text, timestamp, account email, amount, tax, interval, and the IP address the consent came from) is kept separately from ordinary logs for the life of your membership plus six years, matching the period during which a billing or contract dispute may arise. Copies of the transactional emails we queue for delivery (confirmations, reminders, receipts, and failed-payment notices, including the recipient address and message text) are retained as billing records for the life of your membership plus six years. One-time sign-in links are stored only as expiring one-way hashes and become useless within minutes of issue. If you ask us to delete your account (Section 7), we delete or de-identify everything not legally required to be kept.

7. Your rights

Email hello@iepfieldmanual.com to access, correct, or delete your personal information, or to opt out of marketing. We honor access, correction, and deletion requests for all users regardless of where you live, subject to records we are legally required to keep (such as billing and tax records); where a legal exception applies, we will tell you.

8. Adults only

The site and member app are intended only for adults age 18 or older. We do not knowingly permit accounts for minors. Parents and caregivers may use the materials for their children, but children should not use the account.

9. Security

The site is served over HTTPS; card entry is handled entirely by our payment processor in its own hosted fields; access to order data is limited to those who need it to run the product.

10. Changes

If this policy changes, the new version will be posted here with a new effective date. Material changes affecting existing purchasers will be announced by email.