Pursuant to ISD 2174 District Policies 515 & 524
Last updated February 24, 2023
This privacy notice for Pine River-Backus Schools ISD 2174 (“Company,” “we,” “us,” or “our“), describes how and why we might collect, store, use, and/or share (“process“) your and your child’s information when you use our district services (“Services“), such as when you:
- Are a student attending Pine River-Backus Public Schools
- Enroll a child as a student
- Register for or participate in sports, enrichment or other activities
- Visit our website at prbschools.org, or any website of ours that links to this privacy notice
- Use district owned hardware and software
- Connect to district owned wired and wireless networks
- Engage with us in other related ways, including any sales, marketing, or events
SUMMARY OF KEY POINTS
This summary provides key points from our privacy notice, as it pertains to the processing of personal information electronically. This notice is accordance with official privacy policies #515 and #524
What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with Pine River-Backus Schools ISD 2174 and the Services, the choices you make, and the products and features you use.
For minors, student data is protected in accordance with multiple laws at both the state and national level including FERPA, HIPPA, and COPPA.
Do we process any sensitive personal information? We process sensitive personal information as required by law and/or applicable to the Services we provide.
Do we receive any information from third parties? We may receive information from public databases, state and federal agencies, other school districts, and other outside sources.
How do we process your information? We process your information to provide, improve, and administer our Services as a public school district in the State of Minnesota, communicate with you and your child, for security and fraud prevention, and to comply with law. We only process your or your child’s information when we have a valid legal reason to do so.
In what situations and with which types of parties do we share personal information? We may share information in specific situations and with specific categories of third parties.
How do we keep your information safe? We have organizational and technical processes and procedures in place to protect your personal information. Additionally, authorized third parties that process or handle your personal information are required to keep your information confidential and not share it with other parties without consent.
What are your rights? You have the right to inspect your personal information we have stored, request changes or corrections, request explanation of use and request copies of applicable laws that guard your and your child’s privacy.
How do you exercise your rights? The easiest way to exercise your rights is to call or email to get the process started. We will consider and act upon any request in accordance with applicable data protection laws.
WHAT INFORMATION DO WE COLLECT?
Personal information you disclose to us
In Short: We collect personal information that you provide to us.
We collect personal information that you voluntarily provide to us when you register, enroll in, or attend the Services, express an interest in obtaining information about our Schools or Services, when you participate in activities pertaining to the Services, or otherwise when you contact us.
Personal Information Provided by You
The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the nature of your relationship with us. The personal information we collect may include the following:
- Email Addresses
- Address Information
- Phone Numbers
- Relationship Information
Sensitive Information Provided by You or Governmental Agencies
When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information:
- Student Demographic Data (e.g. Date of birth, age, gender, etc.)
- Student Enrollment Data (e.g. Enrollment school, dates, and special education data)
- Student Assessment & Achievement Data (e.g. Test scores and grades)
- Student Health Data (e.g. Health conditions)
- Student Special Education & Special Services Data (e.g. IEP or 504 Plans)
We may collect data necessary to process your payment if you make purchases, such as your payment instrument number, and the security code associated with your payment instrument. All payment data is stored by Stripe, Infinite Campus and PayPal not by Pine River-Backus Schools. You may find their privacy notice link(s)
here: https://stripe.com/privacy, https://drive.google.com/file/d/1NfThL6VcxwAS5M9NWPg1QWy17uUfIkpP/view? usp=sharing and https://www.paypal.com/webapps/mpp/ua/privacy-full.
All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.
Information collected from other sources
In Short: We may collect limited data from public databases, state and federal agencies, and other outside sources.
In order to effectively provide relevant services to you and your child and update our records, we may obtain information about you from other sources, such as public databases, the State of Minnesota, The United States Department of Education, partners, affiliate programs, data providers, and from other third parties. This information includes student data as described above.
HOW DO WE PROCESS YOUR INFORMATION?
In Short: We process your information to provide, improve, and administer our Services as a school district, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.
We process personal information for a variety of reasons, including:
To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
To enable user-to-user communications. We may process your information if you choose to use any of our offerings that allow for communication with another user.
To comply with our legal obligations. We may process your information to comply with our legal obligations, respond to legal requests, and exercise, establish, or defend our legal rights.
To provide curriculum and instruction. We process information in order to deliver curricular materials and direct or indirect instruction to students.
To assess and evaluate student learning. We process information related to assessment and evaluation of student learning in both diagnostic and evaluative tools that include district, state and national assessments.
To facilitate staff to student communication. We process information in order to allow school staff and students to communicate with each other regarding curriculum, instruction, assessment, or school-sponsored activities.
To facilitate staff to family communication. We process information in order to allow school staff to effectively communicate with parents and guardians regarding the education, safety and activities of the student. We also process information to communicate programs or services that may be of interest or a benefit to the student and/or family.
To collect data as required by the State of Minnesota. We process educational and demographic information as required of all schools by state law.
WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
In Short: We may share information in specific situations described in this section and/or with the following categories of third parties.
Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents (“third parties“) who perform services for us or on our behalf and require access to such information to do that work. The categories of third parties we may share personal information with are as follows:
- Cloud Computing Services
- Government Entities
- User Account Registration & Authentication Services
- Educational Curriculum Providers
- Educational Assessment Providers
- Student Information System Providers
A list of current providers can be found in appendix A.
HOW LONG DO WE KEEP YOUR INFORMATION?
In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this privacy notice unless otherwise required by law.
We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). Specifics as to the retention periods of certain data can be found in our District Retention Policy.
When we have no ongoing legitimate organizational need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
HOW DO WE KEEP YOUR INFORMATION SAFE?
In Short: We aim to protect your personal information through a system of organizational and technical security measures.
We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.
WHAT ARE YOUR PRIVACY RIGHTS?
In Short: You may review, change, or add to information at any time. You may request changes to who processes your data and your request will be reviewed. Changes may or may not be granted depending on the feasibility of the request and effect on your child’s educational experience.
If you would at any time like to review or change the information in your account or terminate your account, you can:
Contact us using the contact information provided at the bottom of this notice.
Upon your request to terminate your account, we will review your request to determine whether or not it is feasible to do so. Not all requests in relation to student data will be granted due to federal, state, or local policies regarding data collection, usage and its relation to providing effective educational services.
Cookies and similar technologies:
Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services.
If you have questions or comments about your privacy rights, you may email us at email@example.com.
DO WE MAKE UPDATES TO THIS NOTICE?
In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws and as the board of directors deems appropriate.
We may update this privacy notice from time to time in accordance with official school policies regarding the safeguarding of data (#515). The updated version will be indicated by an updated “Revised” date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.
HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
If you have questions or comments about this notice, you may contact us using the contact methods listed below.
by email at: firstname.lastname@example.org
or by mail to:
Pine River-Backus Schools ISD 2174
PO Box 610
401 Murray Ave
Pine River, MN 56474
or by phone:
HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?
To request to review, update, or delete your or your child’s personal information, please submit a request by contacting via one of the methods above and add to the attention of your child’s principal or the district superintendent. Direct contact information can be found in our directory.
You have the right to view all of your or your child’s personal information and have it corrected if it is incorrect or incomplete. Not all requests in relation to the deletion of student data will be granted due to federal, state, or local policies regarding data collection, usage and its relation to providing effective educational services. Additionally, per COPPA, you have the right to request copies of and examine in person the contracts and agreements that we have with these third parties that process your information.
Appendix A: Current 3rd Party List Used With Students
Below is a summary of 3rd party vendors which may process your information depending on how and when you and/or your child interact with our services. In general, we take an approach to gather and share the least amount of information necessary in order for the 3rd party to do the necessary work. As a result, the categories below delineate the types of information shared, where:
- A curriculum or cloud computing product typically processes: First Name, Last Name, Email Address, Username, Password, Student ID, Student Schedule, and Parent Contact information if the Parent Signs up for an Account (i.e. for Schoology & SeeSaw)
- An assessment product processes the above AND: MARSS/Ed-Fi Number, Assessment Scores and Results, and possibly date of birth (e.g. ACT).
- A student information system (SIS) processes the above information AND: all student sensitive demographic, health and educational information, parent/guardian contact information, and parent/guardian F/R lunch information.
Curriculum or Cloud Computing