eDoctrina Data Privacy & Security Policy
Last Revised: May 3, 2021
eDoctrina is committed to protecting the privacy of its users. Because eDoctrina gathers certain types of information about the users of the eDoctrina websites, we believe you should fully understand the terms and conditions surrounding the use of the information we collect. The following discloses our information gathering and dissemination practices for the eDoctrina web sites (the “Service”).
Please review the following statement to understand how the information you provide to eDoctrina through our websites will be treated.
Information eDoctrina collects
You can visit the eDoctrina web site without identifying yourself. You can sign-up for the company newsletter/blog where you need to supply an email address plus other optional information (name, organization, title). You can opt-out of the newsletter/blog at any time and modify or delete any personal information that you previously provided. We will not share any of your personal information with any outside organization.
The eDoctrina Service requires that you have a subscription. Each subscription is associated with a Login ID and a Password which are used for accessing the information and activities when using the Services.
For school and school district subscriptions, a representative from the school specifies some or all of the following information about users of the Service:
- Demographic information
- Login credentials
- Enrollment and class roster associations
- Third party assessment results
- Program participation such ELL or Special Education status
- Audio, video, and image data that students may upload as a question response
What eDoctrina does with the information collected
eDoctrina may use aggregated personal information to determine the demographics of our users and to distribute statistics and general marketplace information about eDoctrina’s products. These demographics will always represent aggregate information and will never identify a specific user.
Parents and Teachers: When using the Service, we encourage parents, guardians, and teachers to spend time with their children, especially if the child is 12 and under, to participate in the activities that may be offered by the Service. No Personal Information should be submitted to the Service without the consent of a parent, guardian, or teacher.
Children: Please do not provide your name, address, telephone number, email address, any screen name or user name you may use, or any other Personal Information that would enable someone to contact you either online or offline, without first asking your parent, guardian, or teacher for permission.
WE ASK PARENTS, GUARDIANS, AND TEACHERS TO HELP US PROTECT CHILDREN’S PRIVACY BY INSTRUCTING THEM NEVER TO PROVIDE PERSONALLY IDENTIFIABLE INFORMATION ON THE SERVICE OR ANY OTHER SITE WITHOUT FIRST GETTING PARENTAL, GUARDIAN, OR TEACHER PERMISSION.
Access to Your Information
Depending on options specified by school representatives for the school version of eDoctrina’s websites, users have the ability to correct or change some or all the information specified when the subscription was created.
The duration of the contract (“Term”) is subject to the length of the subscription established on the accepted proposal/quote to the Subscriber and/or as confirmed by the Subscriber’s purchase order. Upon expiration of the Term, unless renewed by the Subscriber for a subsequent Term, the Subscriber’s data will be destroyed approximately ninety to one hundred twenty (90 to 120) days following the expiration date of the term. This time period for data destruction is used as often school districts realize the need to renew a lapsed subscription following the start of a school year. Delaying the destruction date enables the re-activation of the Subscriber’s user accounts without losing valuable prior history (i.e. teachers are able to re-use prior assessments they have created). When a final data destruction date is reached, the data is destroyed by first deleting/purging it from the eDoctrina database and then the data is subsequently removed from nightly backups once the backup retention period is reached. The local retention period is two weeks and the offsite backup retention period is ninety (90) days. If desired, the data may be extracted and provided to the Subscriber in csv or other requested format via a secure file download on a time and materials basis.
eDoctrina does not display any paid advertising or use ad targeting practices on their websites.
eDoctrina uses a top tier cloud provider to store data and all data is stored within the continental US. The cloud provider complies with ISO 27018, a code of practice that focuses on protection of personal data in the cloud. It is based on ISO information security standard 27002 and provides implementation guidance about ISO 27002 controls that is applicable to personally identifiable information (PII) processed by public cloud service providers.
All transmitted data is encrypted using HTTPS/SSL protocols.
All data in the eDoctrina databases that can identify a student is encrypted.
Passwords and Two Factor Authentication
eDoctrina encourages the enforcement of strong password creation and two-step authentication. We provide administrative users with options to configure strong password creation and dual factor authentication for their eDoctrina instance and users.
eDoctrina requires all internal personnel who would be in direct contact with user data be trained in the secure handling and privacy distribution of student data. This includes, but is not limited to, access rights, communication with customers, along with the importing and exporting of files. Customer service and training personnel are trained to only release student information to authorized school/district personnel or parents through a series of validation methods.
Data Breach Protocol
eDoctrina maintains a contact list of the key administrators for each customer. Should a data breach occur, these administrators will be notified via email as soon as it is known what breach, exposure, or data loss may have occurred.
Subcontractors’ are required to sign Non-Disclosure Agreements and must return or destroy all eDoctrina property and data at the end of their contracts.
- Improve the websites’ usability
- Prevent fraud and improve the security of the websites
- Personalize the websites for each user
eDoctrina uses both session and persistent cookies on their websites. eDoctrina does not use third party cookies. Most browsers allow you to refuse to accept cookies. If you block cookies, you will not be able to use all the features on the eDoctrina websites. You can delete cookies already stored on your computer. Deleting cookies will have a negative impact on the usability of many websites.
Please contact us if you have any questions about this Privacy & Security policy.
Harris Education Solutions
1501 Reedsdale Street, Suite #500
Pittsburgh, PA 15233