1 Overview
Our Privacy Commitment at a Glance
Hampton Christian Schools Academy ("HCA", "we", "us", or "our") operates www.hamptonchristianschools.com and provides educational services to students in grades 4K through 12 in Hampton, Virginia.
This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our website, enroll your child in our school, or interact with our services. Please read this policy carefully. By accessing or using our services, you agree to the collection and use of information in accordance with this policy.
2 Information We Collect
We collect several different types of information for various purposes to provide and improve our services to you. The information we collect depends on your relationship with HCA (prospective parent, current parent, student, staff member, or website visitor).
Personal Information
We may collect the following personally identifiable information:
- Identity Data: Full name, date of birth, gender, photographs
- Contact Data: Mailing address, email address, telephone numbers
- Family Data: Parent/guardian names, emergency contacts, sibling information
- Academic Data: Transcripts, grades, test scores, attendance records, disciplinary records
- Health Data: Immunization records, allergies, medical conditions, nurse visit logs
- Financial Data: Billing information, payment history, financial aid applications
- Technical Data: IP address, browser type, device information, operating system
- Usage Data: Pages visited, time spent on site, referral URLs, click patterns
How We Collect Information
We collect information through the following methods:
- Directly from you or your child when you fill out forms, applications, or registrations
- Through our website via cookies and similar tracking technologies
- From previous schools when transferring student records
- From third-party service providers (payment processors, testing organizations)
- Through observations, assessments, and interactions during the school day
3 How We Use Your Information
We use the collected information for the following purposes:
| Purpose | Description |
|---|---|
| Educational Services | To provide instruction, track progress, and maintain educational records |
| Admissions | To process applications, evaluate candidates, and communicate decisions |
| Communication | To send newsletters, announcements, and important school updates |
| Safety & Security | To maintain campus security, emergency contacts, and health records |
| Financial Operations | To process tuition payments, manage billing, and administer financial aid |
| Legal Compliance | To comply with applicable laws, regulations, and legal processes |
| Website Improvement | To analyze usage patterns and improve our website experience |
| College Counseling | To support students in college applications and placement |
4 Student Records & FERPA Rights
Student records are maintained in accordance with the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g). Under FERPA, parents have the right to:
- Inspect and Review: Inspect and review their child's education records within 45 days of request
- Seek Amendment: Request amendment of records they believe to be inaccurate or misleading
- Control Disclosure: Provide written consent before disclosure of personally identifiable information, with certain exceptions
- File Complaints: File a complaint with the U.S. Department of Family Policy Compliance Office
Directory Information
HCA may disclose "directory information" without consent unless parents opt out in writing by September 30th of each school year. Directory information includes:
- Student's name
- Participation in officially recognized activities and sports
- Weight and height of athletic team members
- Dates of attendance
- Degrees, honors, and awards received
- Most recent educational institution attended
5 Information Sharing & Disclosure
We do not sell, trade, or rent your personal information to third parties. We may share information only in the following circumstances:
Authorized Service Providers
We may share information with third-party service providers who perform services on our behalf, such as:
- Student information system providers
- Payment processing services
- Learning management platforms
- Transportation services
- Food service providers
- IT support and hosting services
All service providers are bound by confidentiality agreements and are prohibited from using your information for any other purpose.
Legal Requirements
We may disclose information when required by law, subpoena, court order, or to protect the rights, property, or safety of HCA, our students, or others.
School Transfers
When a student transfers to another school, we may disclose education records to the new school as permitted under FERPA.
6 Data Security
We implement a variety of security measures to maintain the safety of your personal information:
- Encryption: All sensitive data is encrypted in transit using TLS/SSL and at rest using industry-standard encryption
- Access Controls: Access to personal information is limited to authorized personnel on a need-to-know basis
- Physical Security: Paper records are stored in locked, secure locations with restricted access
- Network Security: Firewalls, intrusion detection, and regular security monitoring
- Employee Training: All staff receive annual training on data privacy and security protocols
- Regular Audits: We conduct periodic security assessments and vulnerability scans
- Incident Response: We maintain a data breach response plan with notification procedures
7 Cookies & Tracking Technologies
Our website uses cookies and similar tracking technologies to enhance your experience. Cookies are small text files stored on your device that help us remember your preferences and understand how you use our site.
Types of Cookies We Use
| Cookie Type | Purpose |
|---|---|
| Essential Cookies | Required for basic website functionality (session management, security) |
| Analytics Cookies | Help us understand how visitors interact with our website |
| Preference Cookies | Remember your settings and preferences for future visits |
Managing Cookies
You can control cookies through your browser settings. Most browsers allow you to:
- View what cookies are stored and delete them individually
- Block third-party cookies
- Block all cookies
- Delete all cookies when you close your browser
Please note that blocking some cookies may impact the functionality of our website.
8 Children's Privacy & COPPA Compliance
We are committed to complying with the Children's Online Privacy Protection Act (COPPA) and other applicable laws protecting children's privacy online.
Our website is not directed to children under 13 years of age, and we do not knowingly collect personal information from children under 13 without verifiable parental consent. If we learn that we have collected personal information from a child under 13 without parental consent, we will delete that information promptly.
For enrolled students, we may use educational technology tools that collect student data as permitted under the school official exception to COPPA. All such tools are carefully vetted and used only for legitimate educational purposes.
9 Your Privacy Rights
Depending on your relationship with HCA and applicable laws, you may have the following rights regarding your personal information:
- Right to Access: Request a copy of the personal information we hold about you
- Right to Correction: Request correction of inaccurate or incomplete information
- Right to Deletion: Request deletion of your personal information, subject to legal obligations
- Right to Opt-Out: Opt out of certain communications or directory information disclosure
- Right to Portability: Request transfer of your data in a structured format
- Right to Restrict Processing: Request limitation on how we use your information
To exercise any of these rights, please contact our Privacy Officer using the contact information provided below. We will respond to your request within 30 days.
10 Data Retention
We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements.
| Record Type | Retention Period |
|---|---|
| Permanent Student Records | Indefinitely (transcripts, graduation records) |
| Temporary Student Records | 5 years after student leaves HCA |
| Financial Records | 7 years per IRS requirements |
| Employee Records | 7 years after employment ends |
| Website Analytics Data | 26 months |
| Admissions Inquiries | 3 years after last contact |
11 Third-Party Links & Services
Our website may contain links to third-party websites, plugins, or services that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit.
We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. This includes, but is not limited to:
- Social media platforms (Facebook, Instagram, Twitter)
- Payment processors
- Educational technology providers
- External scholarship and college application portals
12 Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page. Material changes will be communicated through:
- Email notification to current families
- Notice on our website homepage
- Announcements in school communications
13 Contact Us
If you have any questions about this Privacy Policy, wish to exercise your privacy rights, or need to report a privacy concern, please contact our Privacy Officer:
| Privacy Officer | Director of Technology & Compliance |
| [email protected] | |
| Phone | (757) 555-0100 |
| Address | Hampton Christian Schools Academy Hampton, Virginia, United States |
| Office Hours | Monday – Friday: 8:00 AM – 4:00 PM |