Village Hub privacy notice

Who uses the Hub

• Staff sign in with their school Google account.
• Families (parents and guardians of enrolled students) sign in with the email address the school has on file and a password they create.
• Students in grades 4 to 12 sign in with their school Google account. Younger students do not have Hub accounts.

A few pages are open to everyone without signing in, such as this notice, the campus tour booking form and the public school calendar.

What we collect

About students

• Name, grade, class, House, school email address and student number.
• Learning records: assignments, teacher feedback, criterion ratings, term grades, MAP test results, approaches-to-learning ratings, course plans and transcripts.
• School life: attendance, House points, service hours, CREATION Life reflections, clubs, athletics and trips.
• Care and safety: permission forms, health information families give for trips (allergies, medications, insurance), dismissal and pickup details, and behavior or wellbeing notes recorded by staff.

About families

• Names, email addresses, phone numbers and which children you are linked to.
• Forms you sign or send (permission forms, absence requests, re-enrollment, conference bookings).
• If you choose to: a mobile number for text reminders, notification settings, and purchases such as event tickets or coffee orders (paid through Stripe; the school never sees or stores card numbers).

About staff

• Name, school email, role, classes and duties, and the work they record in the Hub.

When you visit

• Basic technical information needed to run a website, such as sign-in times and the address your request came from. The Hub does not use advertising or tracking cookies.
• Hub emails contain a small image that tells the school whether the email was opened; you can block it by turning off images in your mail app.
• For campus tour bookings: the visiting family's names, email, phone and the grades their children might join.

How we use information

Student information is used only for school and educational purposes: teaching, keeping students safe, communicating with families and running the school. We never sell student or family information, and we never use it for advertising or to build profiles for anyone outside the school.

We follow the Family Educational Rights and Privacy Act (FERPA) as our standard for student records.

Students under 13

Some of our students with Hub accounts are under 13. As the law allows for schools, Creation Village gives consent on parents' behalf for these accounts for educational use only. Commercial features, such as coffee ordering and ticket purchases, are closed to student logins. Parents may ask to review what the Hub holds about their child or ask us to delete their child's account information by contacting us (see Contact us); some records, such as grades and attendance, are education records the school must keep.

Who helps us run the Hub

We use a small number of service providers. Each one receives only what it needs to do its job for the school, acts on the school's instructions, and may not use the information for its own purposes.

• Supabase: the Hub's database, sign-in and server functions.
• Netlify: hosts the Hub's pages.
• Google Workspace: staff and student school accounts, sign-in and email.
• Microsoft 365: school email and documents.
• Toddle: our learning platform, the source of classes, assignments, grades and attendance.
• PikMyKid: dismissal and pickup.
• LiveSchool: House points.
• EducatorsHandbook (Incident+): behavior and wellbeing records.
• Twilio: text reminders, only for families who opt in (see text reminder terms).
• Stripe: payments made by parents and other adults.
• Finalsite: enrollment, the school directory and our public website.

Your rights as a family

Parents and guardians (and students once they turn 18) have these rights over the student's education records:

1. To inspect and review the student's education records. Make a written request (email is fine) to the Head of School or the registrar. We will answer within 45 days, and usually much sooner. See How to request records.
2. To ask for a correction of a record you believe is inaccurate or misleading. Tell us in writing what should change and why. If we decide not to change it, we will tell you in writing, explain your right to a hearing, and you may add your own statement to the record.
3. To consent before we share personally identifiable information from the student's records, except where sharing without consent is allowed. The main exception is school officials with a legitimate educational interest: staff, contractors and service providers acting for the school who need the record to do their job (for example, a teacher reviewing grades, or the vendors listed above). Other exceptions include health and safety emergencies, sending records to a school the student is transferring to, and complying with a court order or subpoena.
4. To opt out of directory information, explained below.

Directory information

Directory information is information that is not generally considered harmful if shared, and that the school may use without asking each time, for example in a program, yearbook, honor roll, team roster or school post. At Creation Village it is:

• The student's name, grade and House.
• Photographs.
• Participation in activities and athletics, and height and weight for members of athletic teams.
• Honors and awards.

How to opt out: send written notice to the front office within 2 weeks of the start of the school year or of your child's enrollment. You can also opt out at any time after that; it applies from when we receive it.

Photos and media: how the school uses photos and videos of your child in our publications, website and social media is set by the media release in your enrollment paperwork. To change your choice, contact the front office.

How to request records

Much of your child's record is in the Hub already: sign in and open your child's whole-child profile for grades, MAP results, attendance, House points and more. To see other records (for example behavior or wellbeing notes, health information or emails about your child), or to ask for a correction:

1. Email or write to the Head of School or the registrar at the front office (see Contact us). Say which records you would like to see, or what you think should be corrected and why.
2. We confirm you are a parent or guardian on record.
3. We answer within 45 days (corrections are decided within 30 days). Other students' information is removed before records are shared.

How we keep and protect information

• Sign-in for everything: apart from the public pages above, every Hub page needs a school sign-in, and each person sees only what their role needs (a family sees only their own children; students see only their own records; the most sensitive records are limited to school leaders).
• 2-step verification is being rolled out for staff and family accounts.
• Access logging: the Hub records when staff open sensitive student records, export student data or send mass emails, and school leaders review those logs.
• Encryption: information travels over secure (HTTPS) connections and is stored with our providers in encrypted form.
• Keeping only what we need: education records such as grades and transcripts are kept as school records policy requires (transcripts permanently). Other information is removed when no longer needed: for example, tour bookings from families who do not enroll are deleted 18 months after the tour, and message send logs after 1 year.
• If information is ever exposed by mistake, we will tell affected families promptly and as Florida law requires.

Contact us

Questions about this notice, a records request, a correction, or a directory or media opt-out:

• Email info@creationvillage.com (please address records requests to the Head of School or registrar).
• Call the school office at 407-900-7708.
• Write to Creation Village World School, 599 Celebration Place, Celebration, Florida 34747.

We may update this notice. When we make important changes we will tell families through the Hub or by email.