Effective Date: July 1, 2019
This privacy notice discloses the privacy practices for SchoolOfficeApps, Inc. and encompasses both our website, www.schoolofficeapps.com as well as our suite of applications. It will notify you of the following:
1. What personally identifiable information is collected from you through the website, how it is used and with whom it may be shared.
2. The choices are available to you regarding the use of your data.
3. The security procedures in place to protect the misuse of your information.
4. How you can correct any inaccuracies in the information.
SchoolOfficeApps creates applications that connect to School Information Systems (SIS) and Learning Management Systems (LMS). All of the data accessed via those APIs are also governed by the privacy practices of the companies that provide the APIs and the educational entities that own the data.
When a customer’s privacy statement/policy governs
If you are an end-user (parent or student, or employee) of our customer (a school or school district) and you are using SchoolOfficeApps products and services through our customer (your school or school district), we are considered a “data processor.” In these cases, your school or school district’s privacy statement or privacy notice governs the use of any personal information. Our Privacy Statement does not supersede the terms of any agreements between us and your school or school district (our customer), nor does it affect the terms of any agreement between the student and the student’s school or school district.
Information Collection, Use, and Sharing
I. Our Website
We are the sole owners of the information collected on www.schoolofficeapps.com. We only have access to/collect information that you voluntarily give us via email or other direct contact from you. We will not sell or rent this information to anyone.
We will use your information to respond to you, regarding the reason you contacted us. We will not share your information with any third party outside of our organization, other than as necessary to fulfill your request, e.g. to install an order.
Your Access to and Control over Information
You may opt out of any future contacts from us at any time. You can do the following at any time by contacting us via the email address or phone number given on our website:
· See what data we have about you, if any.
· Change/correct any data we have about you.
· Have us delete any data we have about you.
· Express any concern you have about our use of your data.
II. Our Applications
Information provided to us by a school or school district:
The SchoolOfficeApps products and services integrate with our customer’s systems. The specific information that is collected from the school or school district depends upon the SchoolOfficeApps product or service, but in general, this information includes but is not limited to: name, , email address, student ID, account credentials, academic and student records, certain health information kept in student records, courses a student is enrolled in when we initially set up the products, and additional records as requested by the school or school district.. SchoolOfficeApps will receive regular updated information to keep account information accurate and up to date.
Directly from a parent or student:
Depending on the SchoolOfficeApps products and services your school (or your child’s school) uses, we will collect the following data categories directly: name, , email address, student ID, account credentials, academic and student records, certain health records, courses a student is enrolled in when we initially set up the products and services for your institution, and additional records as requested by the school or school district. SchoolOfficeApps will receive regular updated information to keep account information accurate and up to date.
Indirectly from a parent or student:
How We Use This Information:
We use your information on behalf of and under the instruction of your child’s school or school district, which is the data controller. We use the information in accordance with our agreement with your child’s school or school district to operate, maintain, and provide the features and functionality of the SchoolOfficeApps products and services. Your child’s school or school district determines how the personal information is used.
How We Share This Information:
We share student information in accordance with our agreement with your (or your child’s) school or school district. Generally, this includes the sharing of such information inside and outside SchoolOfficeApps under certain terms. Student information will be accessed inside SchoolOfficeApps only by those who have a need to know to provide the SchoolOfficeApps products and services and improve them. For example, our technical and client support teams may have access to personal information when the SchoolOfficeApps products and services are implemented for your school or school district or when software or other changes are required for support and maintenance purposes. We use vendors to help us provide the SchoolOfficeApps products and services to you (or to your child) on behalf of our school or school district customer.
We take precautions to protect your information. When you submit sensitive information via the website, your information is protected both online and offline.
Wherever we collect sensitive information (such as names, email addresses, student IDs), that information is encrypted and transmitted to us in a secure way. You can verify this by looking for a lock icon in the address bar and looking for "https" at the beginning of the address of the Web page.
While we use encryption to protect sensitive information transmitted online, we also protect your information offline. Only employees who need the information to perform a specific job (for example, customer service) are granted access to personally identifiable information. The computers/servers in which we store personally identifiable information are kept in a secure environment.
IV. Sharing with Vendors, Partners, and Other Disclosures
We engage directly with certain third-party companies to help us provide the SchoolOfficeApps products and services to our customers or to you or to perform work on our behalf (“Vendors”). Our vendors are required to abide by our privacy and security instructions and are contractually restricted from using any personal information they access or receive from us for any purposes other than as needed to perform such services. We may use vendors to help us conduct marketing campaigns or events and disclose customer contact information necessary for those activities.
Your institution may work with third-party companies to provide additional content and functionality which requires access to SchoolOfficeApps products and services (“Partners”) Only with your institution’s permissionwill we share information about you, such as your name, email, or student ID that is required to provide you with access to the products and services that have been requested by your institution. In these cases, these Partners will enter into an agreement directly with your institution regarding the processing of any data at the direction of your institution.
Other Types of Disclosures
We may also share your information where required under the following circumstances:
Where permitted by applicable law and by contracts with our customers, we may disclose your information in the course of a corporate transaction such as a merger, acquisition, sale of assets, or a financing, or pursuant to a bankruptcy, dissolution proceeding or reorganization.
We may need to disclose your information to comply with legal or regulatory requirements and to respond to lawful requests, court orders, and legal processes. Where such disclosures relate to personal data we hold as a data processor on behalf of our customers, we will refer such requests to our customers where permissible.
We may need to disclose your information to protect and defend the rights, property, or safety of SchoolOfficeApps, our customers, or third parties, including enforcing contracts or policies, or in connection with investigating and preventing fraud or other misuse of our systems.
We may utilize aggregated or de-identified (anonymized) information that is no longer associated with a person to enhance and promote the SchoolOfficeApps products and services. SchoolOfficeApps does not rent, sell, or otherwise provide access to student personal data to third parties for marketing or advertising purposes.
We conduct marketing to promote the SchoolOfficeApps products and services, but do not use or disclose information (whether personal information or otherwise) about students that we collect through the provision of SchoolOfficeApps products and services for targeting of advertisements to students. When we conduct (or sponsor) events, conferences, and webinars, we will collect information about attendees, such as the session they attend and their contact information to provide them follow-up material.
V. Data Retention
We keep website usage information for as long as necessary for the purposes described above. Account information is retained until you delete the account and for a limited period thereafter. Where you have provided information in forms, we retain the information as long as it is required, depending on the nature of the request. If you unsubscribe from receiving marketing communications from us, we will keep a record of this to ensure that you do not receive such communications in the future.
Customers (Schools and School Districts)
We keep information collected on behalf of our customers for as long as necessary and pursuant to contractual terms. We dispose of information that is not held pursuant to contractual terms in a commercially reasonable time period or at the request of a customer.
VI. Children’s Privacy
We do not knowingly collect any information from children under the age of 16 unless and until the SchoolOfficeApps customer (school or school district) has provided authorization for a student under 16 to use the SchoolOfficeApps products and services and for us to collect personal information from such student.