Privacy Policy

Your Privacy Matters

We are committed to protecting your privacy and ensuring the security of your educational data. This policy explains how we collect, use, and safeguard your information.

Last updated: December 15, 2024 • Effective: January 1, 2025

Privacy at a Glance

Key commitments we make to protect your educational data

FERPA Compliant

Full compliance with educational privacy regulations including FERPA, COPPA, and GDPR

Data Encryption

End-to-end encryption for all data transmission and storage using industry standards

Secure Infrastructure

SOC 2 Type II certified data centers with 24/7 monitoring and security controls

Minimal Data Collection

We only collect data necessary to provide our educational services effectively

Table of Contents

Privacy Policy Overview

At Xhenvolt, we understand that educational institutions handle some of the most sensitive personal information - data about students, their families, and their educational journey. We take this responsibility seriously and are committed to maintaining the highest standards of data protection and privacy.

This Privacy Policy applies to all users of the DRAIS platform, including school administrators, teachers, students, parents, and other authorized users. It covers how we collect, use, share, and protect personal information in connection with our services.

Important: We are fully compliant with FERPA, COPPA, GDPR, and other applicable privacy regulations. Educational records are never sold or used for commercial purposes.

Information We Collect

Educational Records

  • Student enrollment information (name, date of birth, grade level)
  • Academic records (grades, attendance, assignments, assessments)
  • Behavioral and disciplinary records
  • Special education and accommodation records
  • Parent/guardian contact information

Account Information

  • User login credentials (username, encrypted password)
  • User roles and permissions within the school system
  • Profile information and preferences
  • Communication preferences and settings

Technical Information

  • Device information (IP address, browser type, operating system)
  • Usage data (login times, features accessed, session duration)
  • Performance and error logs for system improvement
  • Security logs for fraud prevention and system protection

How We Use Information

We use the information we collect solely for legitimate educational purposes and to provide our school management services effectively:

Service Provision

  • • Student information management
  • • Grade and attendance tracking
  • • Parent-teacher communication
  • • Report generation and analytics

System Improvement

  • • Platform performance optimization
  • • Security monitoring and enhancement
  • • Feature development and testing
  • • Customer support and troubleshooting

Information Sharing

We never sell, rent, or trade educational data for commercial purposes.

We may share information only in the following limited circumstances:

  • With Your School: Information is accessible to authorized school personnel according to their assigned roles and permissions
  • Service Providers: Trusted third-party vendors who help us operate our platform (all bound by strict data protection agreements)
  • Legal Requirements: When required by law, court order, or to protect safety and security
  • Business Transfers: In connection with corporate transactions (with continued privacy protection guarantees)

Data Security

We implement comprehensive security measures to protect your educational data:

Technical Safeguards

  • • AES-256 encryption for data at rest
  • • TLS 1.3 encryption for data in transit
  • • Multi-factor authentication (MFA)
  • • Regular security audits and penetration testing
  • • SOC 2 Type II compliance

Administrative Safeguards

  • • Role-based access controls
  • • Employee background checks
  • • Privacy and security training
  • • Incident response procedures
  • • Regular security assessments

Data Storage & Retention

Your data is stored securely in SOC 2 Type II certified data centers with appropriate geographic restrictions and backup procedures.

Retention Periods

  • Active Student Records: Retained while the student is enrolled and for the duration specified by school policy
  • User Account Data: Retained while the account is active and for up to 90 days after closure
  • System Logs: Retained for up to 13 months for security and performance monitoring
  • Backup Data: Retained according to our disaster recovery procedures (maximum 7 years)

Your Privacy Rights

You have important rights regarding your personal information. These rights may vary based on your location and applicable privacy laws:

Access

Request a copy of the personal information we hold about you

Correction

Request correction of inaccurate or incomplete information

Deletion

Request deletion of your personal information (subject to legal requirements)

Portability

Request transfer of your data to another service provider

Restriction

Request limitation of how we process your information

Objection

Object to certain types of data processing

Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact us:

Privacy Officer

Email: privacy@xhenvolt.com

Response time: Within 72 hours

Data Protection Team

Phone: +1 (555) 123-PRIVACY

Hours: Monday - Friday, 9 AM - 6 PM EST

Questions About Privacy?

Our privacy team is here to help you understand how we protect your educational data and answer any questions you may have.