DeansList™ provides schools (including school districts and parent organizations) K-12, universities and colleges with an on-line platform and related technology to permit educators, administrators and other authorized professionals to track, maintain and share with authorized users records and assessments of non-academic student performance, issues and progress, design customized tools and reports, and implement a campus-wide and district-wide framework for school culture, discipline and values.
Our services are provided by contract to specific Schools. Each contract designates a School administrator responsible for authorizing access to DeansList™ by users, as well as controlling which services, what data and what reports, including customized reports, are available to authorized users. School administrators are encouraged contact us at any time for additional information at: support@deanslistsoftware.com.
This policy describes the type of information that may be collected on our systems and how we use the information.
"DeansList™," "we" or "us" or "our" refers to DeansList, Inc.
"School" Our services are offered to schools (inclusive of school districts and parent organizations) K- 12, universities and colleges ("Schools") and not to private individuals.
"PII" In order to provide Schools with the best possible software products, DeansList™ may have access to and our tools may collect certain types of data, including personal identifiable information (PII), on students and School staff. We recognize the sensitive, confidential nature of personal information, including PII, and provide our services to Schools under this Privacy Policy in order to permit Schools to use our system and products and provide our services under the strictest assurances of privacy. Please note that all School information, including PII is supplied and/or input by or on request of the School. It is important that Schools recognize the necessity of limiting access to DeansList™ to appropriate, adult professionals for School purposes.
DeansList™ products and services are available only in the US.
Please note that neither the DeansList™ website nor DeansList™ services are directed to children as defined under COPPA, nor are any children end-users of DeansList services. Only the designated School administrator has the ability to permit access to Deanslist and distribute School user ID's. Our contract policies prohibit children from accessing or using DeansList™ systems and services. In no event will DeansList ever interact with a student directly, whether via email or otherwise. In the event that a School becomes aware of a breach of its security in which child PII has become available to unauthorized parties, Schools agree to notify DeansList™ within 24 hours via e-mail to support@deanslistsoftware.com.
If your School is subject to FERPA, you are already aware of and have obtained any consents necessary to enter, upload and access any data concerning a minor student.
Our products and services are provided on this basis.
Cookies and Web Beacons
When a user accesses and uses DeansList™, we may use technology (such as cookies, discussed further below) to collect automatically certain details of that access and use, including traffic data, location data and logs, and information about the users' computer or other device and internet connection, including the device's unique device identifier, IP address, device location, operating system, and browser type. Cookies, which are small files placed on the hard drive of a computer or other device, and small electronic files known as web beacons (also referred to as clear gifs, pixel tags and single- pixel gifs) that permit us to, for example, count users who have visited particular pages or opened or added to a report, time and track user visits and for other related statistics. Users may also activate certain user-recognition functions permitting, for instance, system log-on without inputting user passwords. Therefore, we use or may use the data collected through cookies, log files, web beacons, device identifiers, and clear gifs information to: (a) remember information so that an authorized user will not have to re-enter it during subsequent visits; (b) provide custom, personalized content and information within the scope of the School contract; (c) provide and monitor the effectiveness of our system, products and services; (d) monitor anonymized aggregate metrics such as total number of visitors, traffic, and usage on our website and our service; (e) diagnose or fix technology problems; and (f) help authorized users efficiently access, upload and use information.
Information About Schools
When schools work with DeansList™, we collect a variety of information about the School (inclusive of the district or parent organization). This includes but is not limited to School name, mascot images and logos, School official e-mail addresses and phone numbers. This information is typically provided via e- mail, over the phone, or directly through the DeansList™ interface. We use this data to: (a) operate, maintain, and provide to the features and functionality of our services and products and provide custom, personalized content and information through our automated products and services as contractually required for each School; (b) provide and monitor the effectiveness of our system, products and services; (c) monitor anonymized aggregate metrics such as total number of visitors, traffic, and usage on our website and our service; (d) diagnose or fix technology problems; and (e) help authorized users efficiently access, upload and use information; and (f) to communicate with Schools, School administrators and authorized users.
Student Enrollment Data
Student enrollment data may consist of student names, birth dates, identification numbers, demographic information, grade level, test scores, extra-curricular activities, class enrollment, disciplinary issues and actions, curriculum, grades and other student background and performance- related materials and information, including student PII. DeansList™ obtains this data either via internal system files sent from an authorized user to other authorized School staff, information entered directly into DeansList™ by authorized users, or via a third-party data integration. We use this data to: (a) operate, maintain, and provide to the features and functionality of our services and products and provide custom, personalized content and information through our automated products and services as contractually required for each School; (b) provide and monitor the effectiveness of our system, products and services; (c) monitor anonymized aggregate metrics such as total number of visitors, traffic, and usage on our website and our service; (d) diagnose or fix technology problems; and (e) help authorized users efficiently access, upload and use information.
Student and Family Contact Information
Student and family contact information may include parent names, email addresses, phone numbers, and home addresses. This information may contain student and family PII. DeansList™ obtains this data either via internal system files sent from an authorized user to other authorized School staff, information entered directly into DeansList™ by authorized users, or via a third-party data integration. We use this data only to: (a) operate, maintain, and provide to the features and functionality of our services and products and provide custom, personalized content and information through our automated products and services as contractually required for each School; (b) provide and monitor the effectiveness of our system, products and services; (c) monitor anonymized aggregate metrics such as total number of visitors, traffic, and usage on our website and our service; (d) diagnose or fix technology problems; and (e) help authorized users efficiently access, upload and use information.
User Information (School Officials and Staff)
DeansList™ is designed to be used only by School officials, staff and other authorized persons as specifically permitted by the School's contract and implemented by the School administrator in charge of access to and maintenance of the Schools DeansList™ system. Administrators may enter this information directly into DeansList™, or send potential users an invitation to create an account and enter this information themselves. This information includes, but is not limited to, usernames, password hashes, e-mail addresses, phone numbers and identification numbers, including PII. DeansList uses this information only to : (a) operate, maintain, and provide to the features and functionality of our services and products and provide custom, personalized content and information through our automated products and services as contractually required for each School; (b) provide and monitor the effectiveness of our system, products and services; (c) monitor anonymized aggregate metrics such as total number of visitors, traffic, and usage on our website and our service; (d) diagnose or fix technology problems; and (e) help authorized users efficiently access, upload and use School information.
Data Collected Via Our Technology
DeansList™ is designed to give Schools the ability to collect, analyze and create reports from various types of data on students and School activities. This data is input by authorized users directly into our platform, or is transmitted from an authorized third-party integration provider.
No Marketing Use of PII, Student or School Information
PII collected and stored in DeansList™ is never sold, provided, used or transmitted for marketing purposes. We use anonymized data (data cleansed of all PII) for research and academic purposes as well as the DeansList™ product and service purposes noted above.
Upon termination of a working relationship between DeansList™ and a School, DeansList™ will delete all student and teacher PII within 30 days. If requested, DeansList™ will provide Schools a final export of all student behavior, discipline and communication data.
Student data deleted from DeansList™ may continue to exist in archive and backup systems for a commercially reasonable amount of time. DeansList™ may continue to use anonymized data (cleansed of school, teacher and student-identifiable information) for research and business purposes.
We may also disclose PII to comply with a court order, law or legal process (including a government or regulatory request), but except in extraordinary circumstances beyond our control, before we would do that, we would provide the applicable School with notice of the requirement so that, if the School so chooses, it could at its expense seek a protective order or other remedy. If after providing that notice we remain obligated to disclose the demanded PII, we will disclose no more than that portion PII which, on the advice of our legal counsel, the order, law or process specifically requires us to disclose.
DeansList™ utilizes industry standard "best practices" to protect the privacy of student data. All access to DeansList™ servers is limited to encrypted traffic over HTTPS via 128-bit (or greater) SSL. Internally, DeansList™ maintains strict standards with regards to device security, data storage and retention. No DeansList vendors are permitted access to encryption codes or School access codes.
DeansList™ is not responsible for data breaches as a result of unauthorized persons gaining access to data via a legitimate password. DeansList™ advises users not to save passwords in browsers or password management utilities. If suspicions exist of unauthorized access to DeansList™, Schools agrees to notify DeansList™ via e-mail to support@deanslistsoftware.com within 24 hours.
Communications
Some DeansList™ features require that we transmit data to third-party communications providers, who, in-turn, transmit this information via e-mail and SMS (text message). School officials may elect to disable these features individually, and to control what types of information we transmit. E-mail and SMS are not considered secure communications protocols and DeansList™ accepts no responsibility for unauthorized access to any information sent via these methods.
Analytics
In order to constantly improve our products and ensure a high level of performance, DeansList™ may collect usage data and use third-party analytics providers. Although no PII will be used in this fashion, in all cases, these providers will be contractually bound to us to keep DeansList™ data and information confidential and to only in use it in order to fulfill their responsibilities to us.
Integrations
To improve usability and improve access to data across multiple platforms, Schools may request that DeansList™ transmit data to or receive data from third-party applications including, but not limited to, SIS systems, data warehouse platforms, single sign-on providers, etc. These integrations are only performed at the request of the School and to the specifications of both the School and the third-party provider. DeansList™ is not responsible for the security measures, data privacy and data retention policies of any third-party to which Schools request we transmit and/or receive data.
We may update this Privacy Policy from time to time. If we make material changes, we will transmit the updated policy to the School administrator or other party designated by the School for acceptance of notice. We will also amend this Privacy Policy page.
This Privacy Policy was last modified on July 18, 2019.
