Updated December 15, 2022
This Privacy Statement provides information on how CollegeOne,LLC. (CollegeOne) collects, uses, and disclose personal data when you use our CollegeOne Suite (SIS) & CollegeOne Parents Mobile App.
How we collect information and how we use information may differ based on our relationship with you as an individual. We have identified below the different relationships we may have with you, and our respective use of information we collect.
If you are an end-user (parent or student, or staff) of our customer (a school or school district) and you are using CollegeOne products and services through our customer (your school or school district). The U.S. FERPA regulations and the E.U. GDPR regulations assign the school (not CollegeOne) the responsibility for administering privacy rights including informing parents and students about their privacy policies.
In these cases, your school or school district’s privacy statement or privacy notice governs the use of any personal information. Our Privacy Statement does not supersede the terms of any agreements between us and your school or school district (our customer), nor does it affect the terms of any agreement between the student and the student’s school or school district.
- What data do schools collect using the CollegeOne Suite Solution (SIS)?
The nature of the personal information we collect and how we use it depends on the context in which we collect that personal information. Please see the section below that applies to you.
- Website Users.
You may visit any CollegeOne website without having to log in or provide any personal information. If you are on a CollegeOne website to access a service or product, you may need to log in to make use of the functionality of the particular product.
Information We Collect
Directly from you. You may voluntarily provide us information when you complete a form or survey on our website or subscribe to our blog or newsletters. Our sites offer publicly accessible community forums. You should be aware that any information you provide in these areas is public and may be read, collected, and used by others who access them and may remain on the public forum indefinitely. To request removal of your personal information from our community forums, contact [email protected]. In some cases, we may not be able to remove your personal information, in which case we will let you know if we are unable to do so and why. We encourage all users to exercise caution when providing personal information in community forums. If you provide information when you communicate through our CollegeOne community forums, we may link this information with your personal information.
Information from third parties. We may supplement the information we collect with information from CollegeOne, affiliates and other third parties that we use to promote our products and services. For example, we may receive information from a third party about how well an online marketing or email campaign performed, or from conference and trade show organizers.
How We Use This Information We use the information collected to provide and improve our website services and our products and to analyze usage information for sales and marketing purposes. We also use the information collected to communicate with you in any manner that you have requested. This analysis is necessary to further our legitimate interest in understanding our users and their interactions with us and our websites to best iterate and improve on our websites and communications, including marketing purposes, and to provide you with content that you have requested.Third party information that we collect from social media may be used to provide you with requested information or our newsletter or contact you regarding our services, opportunities, products, and/or events.
B. Customers (Schools and School Districts).
Information is collected by teachers and administrators on school students, parents/guardians and staff. Student and parent information varies based on school and can include student demographics, family information, classes, grades, attendance, discipline, individualized education plans, medical records, tuition, billing and other information. Staff information includes demographics, course and student assignments. In some cases, parents and students may enter their personal information directly into the system.
From third parties. We may receive information from affiliates in CollegeOne and other third parties. For example, we may receive limited personal information from third-party services that integrate with or complement the CollegeOne products or services in order to provide you with the best possible user experience.
How We Use This Information
We use your information to provide you the features and functionality of the CollegeOne products and services, as well as to communicate directly with you and allow you to communicate with other CollegeOne users. It is necessary for us to use your information in this manner in order to provide you with the services your school or school district has requested pursuant to its agreement with CollegeOne.We will use your information to provide you with news and information about new products and services. Any such marketing communications from us may be discontinued at any time. See Marketing. We may also use de-identified and aggregated information to understand and improve our products and services.We may share general customer contact information with certain Partners as is necessary to offer and provide our products and services to our current and prospective clients. No customer data other than general institution contact information is provided for these purposes. For absolute clarity, we do not provide any student data or personally identifiable information to any Partners for marketing purposes.
How We Share This Information
Student Personal Information
CollegeOne is a data processor with respect to student personal information and the CollegeOne customer (school or school district) is the data controller. Where a CollegeOne customer enters into an agreement with CollegeOne to provide products and services, that CollegeOne customer acknowledges that CollegeOne is a data processor with respect to personal information received from that CollegeOne customer or from a student/parent in connection with the CollegeOne products and services.
Student Personal Data Ownership
All student personal data remains the property of and is solely owned, and thereby controlled, by our CollegeOne customers. You grant CollegeOne a non-exclusive, royalty free license, to use equipment, software, your data or other material of yours solely for the purpose of providing, maintaining, and supporting you and other licensees with CollegeOne products and services.CollegeOne will only use student personal data for the purposes of providing the products and services that our customers (school or school districts) have contracted with us to provide and we will process student personal data according to instructions and the terms of our contract with our customers.Student personal data will not be used for targeted Advertising by CollegeOne or any of its affiliates.
- Parents and Students
The school or school district decides how your personal information is used. CollegeOne provides learning and registration products and services to end-users of a school or school district (our customers) as a “data processor.” The main responsibility of what is known as a “data controller” lies with the school or school district. This also means that the school or school district’s own privacy statement governs the use of student personal information. CollegeOne’s customers determine what information we collect through the CollegeOne products and services and how it is used, and we process that information according to our customer’s instructions and the terms of our contract with our customer.
Information We Collect
Information provided to us by a school or school district. The CollegeOne products and services integrate with our customer’s systems. The specific information that is collected from the school or school district depends upon the CollegeOne product or service, but in general, this information includes but is not limited to:name, age, email address, student ID, account credentials, academic and student records, certain health information kept in student records, courses a student is enrolled in when we initially set up the products, and additional records as requested by the school or school district. Depending on the school or school district’s request, we may also collect financial information of students and parents of students as is made available to us in order to provide services. CollegeOne will receive regular updated information to keep account information accurate and up to date.
Directly from a parent or student: Depending on the CollegeOne products and services your school (or your child’s school) uses, we will collect the following data categories directly:name, age, email address, student ID, account credentials, academic and student records, certain health records, courses a student is enrolled in when we initially set up the products and services for your institution, and additional records as requested by the school or school district.
Depending on the school or school district’s request, we may also collect financial information of students and parents of students in order to provide services. CollegeOne will receive regular updated information to keep account information accurate and up to date.
How We Use This Information
On behalf of your school or school district. We use your information on behalf of and under the instruction of your child’s school or school district, which is the data controller. We use the information in accordance with our agreement with your child’s school or school district to operate, maintain, and provide the features and functionality of the CollegeOne products and services. Your child’s school or school district determines how the personal information is used.
How We Share This Information We share student information in accordance with our agreement with your (or your child’s) school or school district. Generally, this includes the sharing of such information inside and outside CollegeOne under certain terms. Student information will be accessed inside CollegeOne only by those who have a need to know how to provide the CollegeOne products and services and improve them. For example, our technical and client support teams may have access to personal information when the CollegeOne products and services are implemented for your school or school district or when software or other changes are required for support and maintenance purposes. We use vendors to help us provide the CollegeOne products and services to you (or to your child) on behalf of our school or school district customer.
- Sharing with Vendors, Partners, and Other Disclosures
Vendors. We engage directly with certain third-party companies to help us provide the CollegeOne products and services to our customers or to you or to perform work on our behalf (“Vendors”). Our vendors are required to abide by our privacy and security instructions and are contractually restricted from using any personal information they access or receive from us for any purposes other than as needed to perform such services. We may use vendors to help us conduct marketing campaigns or events and disclose customer contact information necessary for those activities.
Partners. Your institution may work with third-party companies to provide additional content and functionality which requires access to CollegeOne products and services (“Partners”) Only with your institution’s permission, will we share information about you, such as your name, email, or student ID, that is required to provide you with access to the products and services that have been requested by your institution. In these cases, these Partners will enter into an agreement directly with your institution regarding the processing of any data at the direction of your institution.
Other Types of Disclosures. We may also share your information where required under the following circumstances:
Where permitted by applicable law and by contracts with our customers, we may disclose your information in the course of a corporate transaction such as a merger, acquisition, sale of assets, or a financing, or pursuant to a bankruptcy, dissolution proceeding or reorganization.
We may need to disclose your information to comply with legal or regulatory requirements and to respond to lawful requests, court orders, and legal processes. Where such disclosures relate to personal data we hold as a data processor on behalf of our customers, we will refer such requests to our customers where permissible.
We may need to disclose your information to protect and defend the rights, property, or safety of CollegeOne, our customers, or third parties, including enforcing contracts or policies, or in connection with investigating and preventing fraud or other misuse of our systems.
We may utilize aggregated or de-identified (anonymized) information that is no longer associated with a person to enhance and promote the CollegeOne products and services.
CollegeOne does not rent, sell, or otherwise provide access to student personal data to third parties for marketing or advertising purposes.
Marketing. We conduct marketing to promote the CollegeOne products and services, but do not use or disclose information (whether personal information or otherwise) about students that we collect through the provision of CollegeOne products and services for targeting of advertisements to students.When we conduct (or sponsor) events, conferences, and webinars, we will collect information about attendees, such as the session they attend and their contact information to provide them information about CollegeOne products and services and other CollegeOne information.
Marketing Preferences and Opt-Out. Our marketing emails will always include an “unsubscribe” link so that you can change your preferences and opt-out of receiving marketing emails or communications from CollegeOne. You can also send us an email at [email protected] to unsubscribe.Please note that even if you opt-out of marketing emails, we may still need to contact you with important information about your CollegeOne account.
Interest-based Advertising. We use third party advertising tools to collect information about your visits to the CollegeOne websites to provide targeted advertisements to you based on your browsing history on other websites or on other devices you may use. If you would prefer to not receive personalized ads based on your browser or device usage, you may generally express your opt-out preference to no longer receive tailored advertisements. Please note that you will continue to see advertisements, but they will no longer be tailored to your interests.To learn more or opt-out of interest-based advertising by participating companies in the following consumer choice mechanisms, please visit:
Digital Advertising Alliance (DAA)’s self-regulatory opt-out page (http://optout.aboutads.info/) and mobile application-based “AppChoices” download page (https://youradchoices.com/appchoices)
European Interactive Digital Advertising Alliiance (EDAA)’s consumer opt-out page (http://youronlinechoices.eu)
Network Advertising Initiative (NAI)’s self-regulatory opt-out page (http://optout.networkadvertising.org/).
“Do Not Track” Signals. Without a common industry or legal standard for interpreting so-called “Do Not Track” (DNT) signals, CollegeOne does not respond to browser DNT signals. We will continue to monitor further development of a DNT standard by the privacy community and industry.
III. Data Retention
- Website Users
We keep website usage information for as long as necessary for the purposes described above. Account information is retained until you delete the account and for a limited period thereafter. Where you have provided information in forms, we retain the information as long as it is required, depending on the nature of the request. If you unsubscribe from receiving marketing communications from us, we will keep a record of this to ensure that you do not receive such communications in the future.
- Customers (Schools and School Districts)
We keep information collected on behalf of our customers for as long as necessary and pursuant to contractual terms. We dispose of information that is not held pursuant to contractual terms in a commercially reasonable time period or at the request of a customer.
- Children’s Privacy
Schools using CollegeOne service collect personal information on their students under 13 years of age. While neither these schools nor CollegeOne are subject to the Children’s Online Privacy Protection Act (COPPA), our school customers are generally subject to the strict privacy regulations specified in FERPA.
CollegeOne employs a variety of physical, administrative, and technological safeguards that are designed to protect personal information against loss, misuse, and unauthorized access or disclosure. We strive to continuously enhance our technical and operational security measures. Our measures consider the type and sensitivity of the data being collected, used, and stored, and the current state of technology and threats to information. CollegeOne’s security measures include data encryption, firewalls, data use and access limitations for personnel and vendors, and physical access controls to our facilities. CollegeOne also aligns its privacy and security operations to best practices and relevant international regulations.
- Contact Us
If you have any questions or concerns about your privacy or this Privacy Statement, please Contact Us at [email protected].
You may also write to us at:
Po Box 4976
Aguadilla P.R. 00605