K12planet.com is a website for schools, teachers, parents and students, which permits the entire school community to have online access to that school's records and student information.
K12planet.com is owned by Chancery, the makers of two student management solutions used by schools: Mac School and Win School. Schools that use those systems can provide online access to the data stored in those systems to parents, students and school administrators via the K12planet.com website.
Chancery Software has created this privacy statement in order to demonstrate our firm commitment to privacy. The following discloses our information gathering and dissemination practices for this website: www.k12planet.com.
Homepage
We ask users who wish to activate their schools to complete an Activation
Form. Users who would be activating are school administrators. On this
form we ask for their school name, district name, Chancery customer ID
number, who the assigned System Administrator for K12Planet will be (who
will be managing the system at the school), their title, phone and email,
the direct supervisor to the System Administrator (so that we can verify
for security reasons), their title and phone, the name of the Account
Manager for K12Planet (this person has limited system access and is responsible
for handing out passwords to staff, parents, and students), their title,
phone and email address. We ask how many schools in their district, how
many teachers at their school. This form verifies if the product was shipped
to the correct address and we ask whether users want to receive further
information from Chancery.
As users navigate our site and require assistance, they can access the "K12Planet Help" feature, which enables them to ask a question. We have an automated process that can respond to many questions; otherwise, the user's question is sent to Chancery's support department if the question is not answered. We ask for their name, email address and allow them a free flowing comment section to enter their question. We answer their question and delete the user's email address and name, and keep the incident for our support records.
We use email links located on the 'contact us' page to allow you to contact
us directly with any questions or comments you may have. We read every
message sent in and try to reply promptly to every one. This information
is used to respond directly to your questions or comments. We may also
file your comments to improve the site and program, or review and discard
the information. Your personal information is not shared or disclosed
to third parties.
School Pages
The private portions of our website contain the information provided to
us by the schools. Chancery provides security so that school data is only
available to those the school designates. Each user is provided a user
name and password by the school, in order to access the school's information.
Users are able to change their password and user name, and additionally,
enter their email address. Only the school has access to this information.
By clicking on the "My Setting" tabs, users are able to change
their user name, password, and email. By clicking the "save my changes"
button, the changes are saved within K12Planet.com.
This site has security measures in place to protect the loss, misuse, and alteration of the information under our control. This site is aware that student information and school data require the highest level of authorized access protection and that users demand nothing less. In order to fulfill these exacting school industry standards, Chancery Software provides best of breed security management and firewall technology to ensure the K12Planet website maintains maximum security conditions 24 hours a day, 7 days a week.
We have separate areas for administrators, educators, parents, and students, otherwise known as "roles".
Once users are given access to K12Planet, they are assigned a User ID so that K12Planet, for security reasons, is able to track the users roles and assigned views. The user number is a randomly generated 10- digit number.
Users who forget their passwords can request K12Planet to automatically send password info to them, via email, by completing a form on the logon page.
Parental Consent
Schools must obtain verifiable parental consent before they give the student
access to K12Planet.com. This site contains a sample parental consent
form, within the implementation pages, and the schools should supply the
parents with a copy to sign, along with the privacy statement. Once a
parent signs the form and returns it to the school, the school Account
Manager assigns a separate password to each parent and the student. Schools
should stress to the parent that the password is private and should not
be given to anyone else. Parents do not need to log onto the site prior
to their child being allowed access, but do have the choice.
Students
Students given access to the site can see the information about themselves
that the school has provided, but can make no changes, additions, or deletions
to that information. The only personal information we collect from students
is their email address. When the student logs in for the first time using
the system provided (school) password, we welcome them and ask them to
"click here" to enter their email address or change their logon
information. Students can also at anytime click the "My Settings"
tab on the main navigation bar to change their logon information and enter
their email address. Student email information, if entered, is only available
to staff at the student's school, who will use it to communicate with
their students.
If the parent does not give consent, the student will not be able to access
K12Planet. Each school should be sending parents a consent form and a
copy of this privacy policy. If you agree to let your child have access
to K12Planet, then simply sign the consent form where indicated, and return
it to your school. Your school should not be registering children for
use of K12planet.com without having received your signed consent.
Parents have the right to review and prevent the display of their child's information. In order to do that, contact the system administrator at your child's school. This site also gives users the ability to request changing and modifying information previously provided by the schools by clicking email links, which are built into the system, and connecting to the system administrator at your school.
Parents, Teachers and Administrators
When Teachers, Parents, and Administrators first log in and within the
"My Settings" tabs, they can enter their email address and change
their user ID and password. The only people who have access to the email
are other staff members using K12Planet within the school. The only people
who have access to the password and user ID are the Account Manager and
the System Administrator at the school. At this point users can also opt
in to receive newsletters and technical tips.
Parents have access to information about themselves and their own children, and general information about the school, but do not have access to any other parent or child's personal information. Parents can make no online changes, additions or deletions to the information provided by the schools, although they can change their own email address, user ID and password.
At the school level, one person from the school is designated to be a System Administrator and they are the only person who has access to all that school's information. One person from the school is designated as the Account Manager and they have access to user ID's, passwords and emails, which they can modify, but they do not have access to other personally identifiable information. Each individual school determines what level of access teachers and administrators will have. Typically, teachers and administrators will be given access to the information concerning students they are responsible for.
Users can change their own email, user ID and password but not the information stored in the school database. School information is updated or revised by the school itself. All changes in the school database will be reflected in K12Planet.
Technical Support Page for all Users
Users can click on the technical support button to receive technical support.
We ask for the name, and email address of the user, and give them a comment
area where they can type their question. We have an automated process
that can respond to many questions; otherwise, the user's question is
sent to Chancery's support department. We answer their question via email
and delete the user's email address. We keep the incident for our support
records.
Cookies, Links and Other Information
K12planet.com uses "cookie" technology on our Web site. Cookies
are small text files sent by our Web server to your Web browser and to
your computer. The persistent cookie is
stored on your computer for 30 minutes. Cookie technology tells us non-personally
identifiable information. We use cookies to personalize the pages our
user visit based on their type (student, parent, teacher, administrator)
and their view security access. Cookies allow us to control
security so that only you view the info that you are allowed to see.
If you choose to refuse the cookies, you won't be able to log-on to K12Planet.com school pages. Again, this is due to the security function of the cookie.
Other than as described here, we do not collect personal information online. We do gather our users' IP addresses, browser type information, and usage statistics to help diagnose problems with our server, and to administer our Website. None of that information is personally identifiable, and none can be tied back to any individual user.
This site contains links to other sites. www.k12planet.com is not responsible for the privacy practices or the content of such Websites.
Choice/Opt-Out
This site gives users the ability to opt-out of receiving communication
by contacting the site administrator at the school site to request that
an account be de-activated or at anytime can de activate the newsletter
(Opt out). Email links to the school site's administrator are built into
the system. Users from their designated pages can email the school site
administrator. Mailings from K12planet.com, such as our newsletters, come
with instructions for how to unsubscribe from our mailing list.
Notification of Changes
The website will post a revised privacy policy as changes to the site
are made. We will email our users instructing them the site and privacy
policy has been changed and their need to obtain parental consent for
any new features added where we collect information from students under
the age of 13.
Contacting the Website
If you have any questions about this privacy statement, the practices
of this site, or your dealings with this Website, you can contact the
Site Coordinator at:
Chancery Software
275 - 3001 Wayburne Dr.
Burnaby, BC
Canada V5G 4W3
contactus@k12planet.com
If you do not receive acknowledgment of your inquiry or your inquiry has not been satisfactorily addressed, you should then contact TRUSTe. TRUSTe will then serve as a liaison with the Web site to resolve your concerns.