How we work under FERPA
FERPA, the Family Educational Rights and Privacy Act, lets a school share education records with a company it hires when that company does work the school would otherwise do itself, uses the records only for that work, and stays under the school's direct control. The law calls that company a "school official" with a legitimate educational interest (34 CFR 99.31(a)(1)(i)(B)).
That is how CampusWatch works with every school. Our student data privacy agreement puts it in writing, including FERPA's limits on using and sharing records (34 CFR 99.33(a)). We follow these rules for every school we work with, including private schools that FERPA may not strictly cover.
Parents and students
Your school controls your records. To see them, ask for a correction, or ask a question, contact your school. Our apps let your school look up, export, correct and delete a student's records so it can answer you quickly. If you contact us directly, we'll pass your request to your school and help it respond.
What the apps keep
Each app keeps only what it needs to do its job. Your school enters the data or sends us its roster.
- Hall Pass
- Student names, grades and classes, and a student ID number if the school adds one. The passes themselves: where, when, from which teacher, and for how long. Referrals to in school suspension. Pairs of students who shouldn't be out together with the reason staff give, and staff notes. Staff names and email addresses.
- Flex
- Student names, school email addresses, grades and divisions, and gender only when the school uses classes open to one gender. Class choices, attendance, and the emails the app sends. Staff names and email addresses.
- Attendance
- Rosters and class schedules, ID card numbers, attendance and hall pass records, and parent names and contact details if the school turns on parent notices.
- Game Workers
- The names, email addresses and phone numbers of the people who work games, the games they work, and their stipends.
We don't ask for Social Security numbers, and we don't track anyone's location by GPS.
How we protect it
- The apps run on Cloudflare, with each school's database placed in eastern North America. Data is encrypted in transit (HTTPS) and at rest (AES 256).
- Everyone signs in with their own account. Passwords are stored only as salted hashes, and sign in pauses after repeated wrong passwords.
- Each role sees only what it needs. Teachers see the records for their own rooms and classes, and students see only their own information.
- Changes to student records are logged with who made them and when.
- Only the CampusWatch staff who maintain the apps can reach the data directly, and only to support your school or keep the apps running.
- We build and test with made up data. Our public demo sites use made up people too and reset every night.
Service providers
These companies help run the apps. Each gets only what it needs for its part, and each is bound to protect it.
| Company | What it does | What it sees |
|---|---|---|
| Cloudflare, Inc. | Hosting, databases and security for every app and this website | All app data, encrypted at rest |
| Resend | Sends app email, like sign in links and reminders, when the school turns email on | Recipient names, email addresses and the message |
| Twilio | Sends Game Workers text reminders, when the school turns texts on | Phone numbers and the message |
If your school connects its own services, like its student information system or Google or Microsoft sign in, that data moves between your school's accounts and our apps under your school's own agreements with those companies. We'll tell every school before we add a new provider that sees student data.
How long we keep it
We keep data while your school uses the app, or for less time if your school chooses. Your school can delete a single record or a whole student at any time. When a contract ends, we return your data if you ask, then delete it within 60 days. Recovery copies our host keeps expire within 30 days after that.
Children under 13
Students don't sign in to Hall Pass; staff enter everything. In apps where students sign in, like Flex, they use accounts the school gives them. The school agrees to that on parents' behalf for school use, as the Children's Online Privacy Protection Act allows, and we use what students enter only to run the app for the school.
This website
- Demo requests. When you book a demo, we keep your name, school, town, email, phone number, the time you pick and any note. We use it only to set up and follow up on your demo, and we'll delete it if you ask.
- Captcha. The booking form uses Cloudflare Turnstile to check that you're a person. Cloudflare looks at technical details from your browser to do that.
- Fonts. Pages load a typeface from Google Fonts, so your browser contacts Google to get it.
- No tracking cookies. This site has no advertising or tracking cookies. Cloudflare may count visits with analytics that don't use cookies. Our apps use a single cookie to keep you signed in.
Changes to this policy
If we change this policy, we'll post the new version here with a new date. For any change that affects student data, we'll tell our schools first, and it won't apply to data we already hold unless the school agrees.
Contact us
Questions, or a request about your data? Email contact@mycampus.watch. Campus Watch LLC.