Privacy Policy & Terms of Use

INTRODUCTION

Keys Education Technology, LLC (“we, ” “us, ” or “our”) respects the privacy of our users. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Grievance Management System (the “Service”). We are committed to protecting the data of Texas school districts, students, parents, and staff.

COMPLIANCE WITH FERPA

We acknowledge that in the course of providing our Service, we may have access to “education records” as defined by the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99).

School Official Status: For the purposes of FERPA, Keys Education Technology, LLC is designated as a “School Official” with a legitimate educational interest in the data we process.

Use Limitation: We do not use student data for any purpose other than to provide the Service to the District. We do not sell, rent, or trade student data.

DATA ISOLATION & ARCHITECTURE

To ensure maximum security, we utilize an Instance-Based Database Architecture.

  • Separation of Data: Each School District client is provisioned with its own isolated database instance. Your district’s data is never commingled with data from other districts.

  • Access Controls: Data is accessible only by authorized District Administrators and relevant parties involved in a specific grievance case.

INFORMATION WE COLLECT

We collect information necessary to facilitate the grievance process under Board Policies FNG(LOCAL), DGBA(LOCAL), and GF(LOCAL), including:

  • Personal Identification: Names, email addresses, phone numbers, and Campus IDs of staff, students, and parents.

  • Grievance Details: Information submitted via grievance forms, including descriptions of complaints, timelines, and uploaded documents.

  • Technical Data: IP addresses, browser types, and login timestamps (for audit trails).

HOW WE USE YOUR INFORMATION

We use the collected information solely to:

  • Automate compliance timelines (Level 1, Level 2, Level 3 hearings).

  • Send automated SMS and Email notifications to authorized parties.

  • Generate compliance reports and PDF hearing packets.

  • Authenticate users via Single Sign-On (Google Workspace).

DATA SECURITY

We implement industry-standard security measures, including:

  • Encryption: Data is encrypted in transit (SSL/TLS) and at rest.

  • Access Restrictions: Access to backend systems is strictly limited to authorized engineering staff for maintenance purposes only.

DATA RETENTION

We retain data in accordance with the District’s local records retention schedule. Upon termination of service, we will return or destroy all District data in accordance with the District’s written request and applicable Texas law.

THIRD-PARTY SERVICES

We may use trusted third-party service providers to facilitate our Service:

  • Google Firebase: For secure hosting and authentication.

  • Twilio (or similar): For delivery of SMS notifications.
    These providers are bound by contractual obligations to keep personal information confidential and use it only for the purposes for which we disclose it to them.

    Program Name: Keys Education Technology Grievance Notification System

    Program Description: Keys Education Technology provides SMS text message notifications to parents and guardians who submit grievances through participating Texas school districts’ grievance management systems. Messages include case status updates, hearing notifications, decision notices, and appeal deadlines in accordance with Texas Policy FNG(LOCAL).

    Message Frequency: Message frequency varies based on grievance case activity. You may receive messages when your case status changes, hearings are scheduled, decisions are issued, or appeal deadlines approach.

    Message and Data Rates: Message and data rates may apply. Please contact your wireless carrier for details about your text messaging plan.

    Opt-In: By checking the SMS consent box on a grievance form, you agree to receive text message notifications related to your grievance case. Consent is not required to submit a grievance.

    Opt-Out: Reply STOP to any message to opt out of SMS notifications. You will receive a confirmation message and no further texts will be sent.

    Help: Reply HELP to any message for assistance, or contact us at keys.edtech@gmail.com

    Carriers Supported: SMS notifications are supported on major U.S. carriers including AT&T, Verizon, T-Mobile, Sprint, and others.

SMS TERMS AND CONDITIONS

Program Name: Keys Education Technology Grievance Notification System

Program Description: Keys Education Technology provides SMS text message notifications to parents and guardians who submit grievances through participating Texas school districts’ grievance management systems. Messages include case status updates, hearing notifications, decision notices, and appeal deadlines in accordance with Texas Policy FNG(LOCAL).

Message Frequency: Message frequency varies based on grievance case activity. You may receive messages when your case status changes, hearings are scheduled, decisions are issued, or appeal deadlines approach.

Message and Data Rates: Message and data rates may apply. Please contact your wireless carrier for details about your text messaging plan.

Opt-In: By checking the SMS consent box on a grievance form, you agree to receive text message notifications related to your grievance case. Consent is not required to submit a grievance.

Opt-Out: Reply STOP to any message to opt out of SMS notifications. You will receive a confirmation message and no further texts will be sent.

Help: Reply HELP to any message for assistance, or contact us at keys.edtech@gmail.com

SMS/Text Messaging Data

We collect phone numbers to send grievance status notifications via SMS text message. This service is optional.

Text messaging opt-in data and consent will not be shared with or sold to any third parties for marketing or promotional purposes.

Message frequency varies based on grievance activity. Message and data rates may apply. Reply STOP to opt out at any time. Reply HELP for assistance.

Carriers are not liable for delayed or undelivered messages.

Carriers Supported: SMS notifications are supported on major U.S. carriers including AT&T, Verizon, T-Mobile, Sprint, and others.

CONTACT US

If you have questions about this Privacy Policy, please contact us at:

Keys Education Technology, LLC
Attn: Privacy Officer
Email: keys.edtech@gmail.com