Embedded Files
Palo Verde Elementary District Data Privacy and Parent Communication Policy
Palo Verde Elementary District Data Privacy and Parent Communication Policy
Palo Verde Elementary District is committed to protecting the privacy and security of our students' and parents' personal information. This policy outlines how the district collects, uses, and protects data, as well as how we communicate with parents using our various systems, in compliance with applicable federal and Arizona state laws, including the Family Educational Rights and Privacy Act (FERPA) and Arizona's student data privacy laws.
1. Purpose
The purpose of this policy is to inform parents and guardians about the types of student and parent information collected by Palo Verde Elementary District, the reasons for collecting this information, how it is used and protected, and the rights parents have concerning their data and their child's educational records.
2. Applicability
This policy applies to all personally identifiable information (PII) of students and parents collected, maintained, used, and disclosed by Palo Verde Elementary District and its third-party service providers in the course of providing educational services and communicating with parents.
3. Data Collected
Palo Verde Elementary District collects necessary information to support student education, ensure safety, and facilitate communication with parents. This information may include, but is not limited to:
Student Information: Name, address, date of birth, student ID, enrollment information, attendance records, grades, disciplinary records, health information (as required), and other information contained within the student's educational record.
Parent/Guardian Information: Names, addresses, phone numbers, email addresses, emergency contact information, and communication preferences.
4. Purpose of Collection and Use
The data collected is used solely for legitimate educational purposes, including:
Student enrollment, registration, and academic management.
Tracking attendance and academic progress.
Ensuring student safety and well-being.
Communicating with parents regarding student progress, school events, important announcements, and emergencies.
Meeting state and federal reporting requirements.
Managing district operations.
5. Third-Party Service Providers
Palo Verde Elementary District utilizes several third-party systems to manage student data and facilitate communication. The district has entered into agreements with these providers to ensure that student and parent data is handled in accordance with all applicable privacy laws and district policies. Our primary systems include:
Synergy SIS (Student Information System): Used for managing student records, enrollment, grades, attendance, and other essential student data. Synergy serves as the central repository for much of the student information.
ParentVue: Integrated with Synergy, ParentVue is used by parents for online registration, updating contact information, accessing student information (grades, attendance, etc.), and facilitating communication between parents and the school.
Intouch by Edulink: This system is used for sending mass notifications to parents via text message, including school-wide announcements, event reminders, and automated attendance notifications.
VOIP Phone System: Our Voice over Internet Protocol system is used by school staff for direct, one-to-one text message communication with parents, such as for specific inquiries or follow-ups.
Data shared with these providers is limited to the information necessary for them to perform their contracted services. These providers are prohibited from using district data for any other purpose, including targeted advertising.
6. Text Messaging Communication
Palo Verde Elementary District uses text messaging to provide timely and important information to parents and guardians. These messages may include school closures, emergency alerts, attendance notifications, and general school updates.
Opting In: Parents provide their mobile phone number during the annual registration process via ParentVue. By providing a mobile number and indicating their preference for text communication in ParentVue, parents are opting in to receive text messages from the district and their child's school. Parents can manage their communication preferences at any time through their ParentVue account.
Message Frequency: Message frequency will vary depending on school events, emergencies, and student attendance. We aim to send messages only when necessary to provide important information.
Cost: Message and data rates may apply, depending on your mobile phone plan. Please check with your mobile carrier for details.
HELP: For help regarding text messages from Palo Verde Elementary District, reply HELP to any message received.
STOP: To stop receiving all text messages from Palo Verde Elementary District, reply STOP to any message received. Please note that opting out may mean you miss important school notifications, including emergencies.
Privacy: Your privacy is important to us. Information shared via text messaging is subject to the terms outlined in this Data Privacy and Parent Communication Policy. You can review the full policy at https://www.pvesd.org/privacy.
7. Data Storage and Security
Palo Verde Elementary District is committed to protecting the security of student and parent data. We implement reasonable administrative, technical, and physical safeguards to prevent unauthorized access, disclosure, alteration, and destruction of information. Our data security measures align with state and federal requirements to protect sensitive educational records and personal information.
8. Parent Rights
Parents and guardians have specific rights regarding their child's educational records and their own contact information under FERPA and Arizona law:
Right to Inspect and Review: Parents have the right to inspect and review their child's education records maintained by the district.
Right to Request Amendment: Parents can request that the district amend records they believe to be inaccurate or misleading.
Control Over Disclosure: Parents have control over the disclosure of their child's personally identifiable information. The district will obtain written consent before disclosing PII, except as permitted by law (e.g., to school officials with legitimate educational interest, in cases of health and safety emergencies, or as required by state or federal law).
Directory Information: The district may designate certain student information as "directory information" (e.g., student's name, address, phone number, dates of attendance) which may be disclosed without prior written consent for general school purposes, unless a parent opts out of such disclosures. Note: In accordance with a new Arizona law (HB2514), for certain directory information, specifically a student's mailing address, telephone number, or email address, the district will now require affirmative parental consent (opt-in) before disclosure. The district will provide annual notification of directory information and the process for opting out or providing consent.
Updating Contact Information: Parents are encouraged to keep their contact information accurate and up-to-date through the ParentVue portal to ensure timely and effective communication from the district and schools.
9. Data Retention and Disposal
The district retains student and parent data only for as long as necessary to fulfill the purposes for which it was collected or as required by law. Obsolete or unneeded data is disposed of securely.
10. Data Breach Notification
In the event of a data breach involving student or parent PII, the district will follow its established procedures to investigate the incident, mitigate potential harm, and notify affected individuals and relevant authorities as required by Arizona law and FERPA.
11. Complaint Process
Parents who have concerns or complaints regarding the district's data privacy practices or believe their rights have been violated may contact the district office. The district will investigate all complaints in a timely and appropriate manner.
12. Policy Updates
This policy may be updated periodically to reflect changes in laws, regulations, or district practices. Parents will be notified of any material changes to this policy through appropriate channels, such as the district website or direct communication.
13. Contact Information
If you have any questions about this Data Privacy and Parent Communication Policy, please contact us at:
Palo Verde Elementary District
PO Box 108
Palo Verde AZ, 85343
(623) 327-3690
www.pvesd.org
Sarah Morales
623-327-3683
smorales@pvesd.org
This policy is intended to provide a general overview of the district's practices and your rights. For specific details regarding FERPA, Arizona student data privacy laws, or the district's procedures, please refer to the relevant federal and state statutes or contact the district office.
Report abuse