1. Introduction

At ClassGate, we are committed to protecting the privacy and security of student, parent, teacher, and school data. This Privacy Policy explains how we collect, use, store, and protect your information when you use the ClassGate Student Information System ("ClassGate", "System", "we", "us", or "our").

2. Information We Collect

Student Records:

• Personal information (full legal name, preferred name, date of birth, gender)
• Contact information (email, phone numbers, home address)
• Academic records (grades, attendance, assignments, report cards)
• Behavioral records (incident reports, disciplinary actions)
• Medical information (if voluntarily provided by parents/guardians)
• Emergency contact information
• Enrollment status and grade level

Parent & Guardian Information:

• Full name and relationship to student
• Contact details (email, phone numbers, address)
• Emergency contact information
• Communication preferences

School Documents & Content:

• Assignment submissions and feedback
• Quiz and test results
• Report cards and progress reports
• Teacher comments and evaluations
• Class materials and resources

Payment Data (if enabled):

• Transaction records for tuition and fees
• Payment method information (processed securely through Stripe)
• Billing address and contact information

Technical Data:

• Login activity and timestamps
• IP addresses and device information
• Browser type and operating system
• Usage patterns and system interactions

3. Why We Collect Data

We collect and process information to:

• Manage student enrollment, attendance, and academic records
• Support teaching, learning, and academic performance tracking
• Facilitate communication between schools, teachers, parents, and students
• Process payments for tuition, fees, and other school-related charges
• Ensure system security and prevent unauthorized access
• Comply with legal and regulatory requirements
• Generate reports and analytics for school administration
• Improve the functionality and user experience of ClassGate

4. Data Storage & Security

Hosting & Location:

All data is securely hosted in Canada using enterprise-grade infrastructure provided by Amazon Web Services (AWS). We maintain data residency in Canada to ensure compliance with Canadian privacy laws.

Backup & Recovery:

• Daily automated backups with 7-day retention
• Secure backup storage in separate geographic locations
• Disaster recovery procedures to prevent data loss

Encryption:

• Data encrypted in transit using TLS/SSL protocols
• Data encrypted at rest using industry-standard encryption
• Secure password hashing and authentication

Monitoring & Protection:

• 24/7 system monitoring for unauthorized access attempts
• Regular security audits and vulnerability assessments
• Automated threat detection and prevention
• Incident response procedures for security breaches

5. Access Controls

ClassGate implements strict role-based access controls:

Students:

Can view their own grades, assignments, attendance, and communicate with teachers

Parents/Guardians:

Can access information only for their own children, including grades, attendance, and school communications

Teachers:

Can access and manage data for students in their classes, including grades, attendance, and assignments

School Administrators:

Have broader access to manage school-wide data, user accounts, and system settings

Super Administrators:

School-appointed users with full system access for technical administration and support

6. Data Sharing

We are committed to protecting your privacy:

• Never sold to third parties: We will never sell student, parent, or school data to advertisers or marketers
• School access only: Data is only shared with the school and its authorized personnel
• Service providers: Limited data may be shared with trusted service providers (e.g., payment processors) under strict confidentiality agreements
• Legal requirements: We may disclose information if required by law or court order
• Parent consent: We will seek parent/guardian consent before sharing student information with external parties, except as required by law

7. Consent & Minors

ClassGate is designed for use by schools serving students of all ages, including minors. Parents and guardians provide consent for their children's use of ClassGate through the school's enrollment process. The school acts as the primary party responsible for obtaining appropriate consents and managing student data in compliance with applicable laws.

Parents and guardians have the right to review, correct, or request deletion of their child's personal information at any time by contacting the school administration.

8. Data Retention & Deletion

Retention Period:

• Student data is retained only while the student is actively enrolled
• Schools may set custom retention policies based on legal requirements
• Archived data may be retained for compliance with educational regulations

Deletion Rights:

• Schools can request permanent deletion of data at any time
• Parents can request deletion of their child's data through the school
• Users can request deletion of their account and associated data
• Deleted data is permanently removed from all systems within 30 days

9. User Rights

You have the following rights regarding your data:

• Access: Request a copy of your personal information stored in ClassGate
• Correction: Request corrections to inaccurate or incomplete data
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Export: Request a portable copy of your data in a common format
• Restriction: Request limitation of processing in certain circumstances
• Objection: Object to certain types of data processing

To exercise these rights, please contact your school administrator or ClassGate support.

10. Cookies & Tracking

ClassGate uses essential cookies and session management to provide core functionality, including user authentication and preference storage. We do not use third-party advertising or tracking cookies. You can manage cookie preferences through your browser settings, but disabling essential cookies may affect system functionality.

11. Third-Party Services

ClassGate integrates with the following third-party services:

• Amazon Web Services (AWS): Database, authentication, and hosting services (data hosted in Canada)
• Stripe: Payment processing (if enabled by school) - see Stripe's privacy policy

These services operate under their own privacy policies and security standards. We carefully vet all third-party providers to ensure they meet our privacy and security requirements.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify users of material changes through the system or by email. Your continued use of ClassGate after such modifications constitutes acceptance of the updated Privacy Policy.

13. Contact Information

If you have questions about this Privacy Policy or how we handle your data, please contact:

For immediate concerns about your child's data, please contact your school administration directly.