1. Introduction
VibeTech Systems ("we," "us," or "our") operates CampusCore, a Student Information System designed for private K-12 schools. This Privacy Policy describes how we collect, use, store, and protect personal information through our platform at campuscore.info (the "Service").
We are committed to protecting the privacy of students, parents, school staff, and all users of CampusCore in compliance with applicable federal and state regulations, including the Family Educational Rights and Privacy Act (FERPA) and the Children's Online Privacy Protection Act (COPPA).
2. Information We Collect
2.1 Student Education Records
- Student name, date of birth, grade level, and enrollment status
- Academic records including grades, assignments, report cards, and transcripts
- Attendance records
- Medical notes and allergy information (as provided by parents/guardians)
- Course enrollment and schedule information
- Student identification numbers
2.2 Parent/Guardian Information
- Names, email addresses, phone numbers
- Mailing addresses
- Emergency contact details
- Family relationship information
- Communication preferences
2.3 Staff Information
- Names, email addresses, phone numbers
- Job titles and teaching assignments
- Account credentials (encrypted)
2.4 Billing & Tuition Information
- Invoice and payment records
- Payment plan details
- Transaction history
- Payment method information is processed by Stripe and is never stored on our servers
2.5 Usage & Technical Data
- IP addresses and browser/device information
- Audit logs of system access and actions
- Login timestamps and session data
3. How We Use Information
We use personal information solely for the following purposes:
- School Operations: Managing student enrollment, attendance tracking, grading, report cards, and course scheduling
- Communication: Facilitating communication between schools, teachers, and families via email and in-app messaging
- Billing: Processing tuition invoices, payment plans, and financial records
- Security & Compliance: Maintaining audit logs, enforcing role-based access control, and ensuring FERPA compliance
- Service Improvement: Analyzing aggregate, de-identified usage patterns to improve platform functionality
4. FERPA Compliance
CampusCore is designed to comply with the Family Educational Rights and Privacy Act (FERPA). As a "school official" under FERPA, we:
- Act under the direct control of the school with respect to the use and maintenance of education records
- Use personally identifiable information from education records only for the purposes for which access was granted
- Do not disclose education records to third parties without proper consent
- Maintain comprehensive audit logs tracking who accessed student records and when
- Support directory information opt-out at the individual student level
- Provide schools with the ability to review and amend education records
5. COPPA Compliance
CampusCore does not collect personal information directly from children under 13. All student data is entered by authorized school administrators, teachers, or parents/guardians. We do not require students to create accounts or provide personal information to us directly.
6. Data Security
We implement industry-standard security measures to protect personal information:
- Encryption: All data is encrypted in transit (TLS/SSL) and at rest
- Access Control: Role-based access ensures users only see data relevant to their role (System Admin, Admin, Teacher, Parent)
- Row-Level Security: Database-level policies enforce data isolation between schools and users
- Audit Logging: All access to sensitive records is logged with user identity, action, and timestamp
- Authentication: Secure email/password authentication with session management
- Payment Security: Payment processing is handled by Stripe (PCI DSS Level 1 compliant); we never store credit card numbers
7. Data Sharing & Third Parties
We do not sell, rent, or trade personal information. We share data only with:
- Infrastructure Providers: Cloud hosting and database services that process data on our behalf under strict data processing agreements
- Stripe: For payment processing only; subject to Stripe's Privacy Policy
- Email Delivery: For sending transactional and communication emails on behalf of the school
All third-party service providers are bound by contractual obligations to protect personal information and use it only for the specified purposes.
8. Data Retention
We retain education records and personal information for as long as the school's account remains active and as required by applicable law. Schools may request data export or deletion at any time. Upon account termination:
- Schools will be provided an opportunity to export all data
- Data will be permanently deleted within 90 days of account closure
- Backup copies will be purged within 180 days
9. Your Rights
For Parents/Guardians:
- Access your child's education records through the Parent Portal
- Request corrections to inaccurate information through your school's administration
- Opt out of directory information sharing
- File a complaint with the U.S. Department of Education if you believe FERPA rights have been violated
For School Administrators:
- Full access to manage, export, and delete school data
- Ability to configure system settings and user permissions
- Access to comprehensive audit logs
- Request data portability in standard formats (CSV, PDF)
10. Cookies & Tracking
CampusCore uses essential cookies for authentication and session management. We do not use advertising cookies or third-party tracking pixels. When you sign in to CampusCore, you consent to our use of analytics cookies to understand authenticated feature usage and improve the Service. Analytics data is aggregated and de-identified.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify schools of material changes via email at least 30 days before they take effect. The "Last updated" date at the top of this page reflects the most recent revision.
12. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us: