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Privacy Policy

This Privacy Policy is designed to help you understand how Emics, Inc. DBA Informed K12, (“Emics”, “Informed K12”, “we”, or “us”) collects and uses the personal information you decide to share, and helps you make informed decisions either when visiting our website at informedk12.com (the “Site”) or when using Informed K12 services through app.informedk12.com (the “Services”). Services are only provided through approved account holders at the districts, schools, or other organizations that have contracted Informed K12  to perform specialized work related to document process automation and workflow management (the “Client”). Services are utilized by organization staff or other affiliated persons of the Client to either manage forms through an Informed K12 account (the “Account Holders”) or to fill out or approve forms (the “Users”).

You understand and agree that data on the Site and within the Services are stored and processed within the United States, and that laws regarding privacy may vary from your local region.

1. Information we collect.

In general, you can browse the Site without telling us who you are or revealing any personal information. If you choose to download resources or request information about the use of the Services, we may require you to provide contact and identity information as indicated on the forms throughout the Site. Where possible, we indicate which fields are required and which fields are optional. You always have the option to not provide personal information directly on the Site.

If you send us personal correspondence through email, mail, or phone, we may collect and store personal information, such as name, address, email address and phone number. If you register for Informed K12 on another web site or use a web site providing a service for Informed K12 or a web site that helps facilitate your activity on Informed K12, that web site may provide personal information about you and your transactions back to Informed K12.

If you fill out a request form online, we use data collection devices such as cookies to help analyze our web page flow and measure effectiveness of our Site and Service. Cookies are small data files stored in device memory that help us improve the experience of our Site and Service. We offer certain features that are only available through the use of a cookie. We also use cookies to allow you to enter your password less frequently during a session. You are always free to decline our cookies as your browser permits, although in that case you may not be able to use certain features on the Site and you may be required to reenter your password more frequently during a session. We do not link the information we store in cookies to any information you may enter on a Client form as part of our Services.

In addition to cookies, technologies such as clear gifs (aka web beacons), tags and scripts are used by Informed K12 and our analytics partners to help us better manage content on our Site and Service by informing us what content is effective. Clear gifs are tiny graphics with a unique identifier, similar in function to cookies, and are used to track the online movements of Site visitors and Service Users. In contrast to cookies, which are stored on a user’s computer hard drive, clear gifs are embedded invisibly on Web pages. These technologies are used in analyzing trends, administering the Site, and identifying User movements around the Site. We may receive reports based on the use of these technologies by these companies on an individual as well as aggregated basis.

We use third party tracking-utility partners to automatically track information you directly enter, such as email address and name, as well as information indirectly entered, which includes browser information, IP address, and actions taken through use of the Site and Service. We do not tie this information to other personal information collected on Client forms that you fill out as part of the Service. This information is used to improve Site and Service performance and not for marketing purposes.

As part of our Services, our primary purpose in collecting personal information is to provide Clients with a safe, secure online application that enables Users and Account Holders to send, sign and fill out forms. As part of utilizing our Services, you may be asked for personal information through online district forms, which is information requested directly from the Client. We encrypt and store documents made available by Clients and make the contents available only to those whom are invited to view or sign these forms. We restrict our employees’ access to this information so that their access is only as reasonably necessary for us to provide services in supporting the Client.  If you require support when using our Services, we may collect additional information in order to authenticate you, including, but not limited to: your name, your address, or your email address.

 

2. Our use of your information.

We use your personal information to facilitate the services you request on our Site, such as delivering you Service-related information. You may opt out of any communications initiated by through opt out links on emails or by contacting privacy@informedk12.com from the related email address or phone number.

As part of using our Services, we may use your personal information in the file we maintain about you and other information we obtain from your current and past activities on the Site to: resolve disputes; troubleshoot problems; help promote safe exchange of documents for signature and delivery; collect fees owed; authenticate users; customize your experience; detect and protect against error, fraud and other criminal activity; enforce our User Agreement; and as otherwise described to you or the Client at the time of contracting Informed K12 for Services. If you sign up for an account for our Service under a Client organization, we may use your contact information to inform you about updates to our Service features. If you wish to no longer receive these informational updates, you may follow the unsubscribe instructions contained in each of the email communications you receive. For fraud prevention and security purposes, our contracts with the Client allow us to compare and review your personal information for errors, omissions, and for accuracy in efforts to monitor and prevent fraud.

If you are the primary contact of the Client using our Service, we may use your personal information information to contact you regarding billing to provide associated support for payment.

 

3. Our disclosure of your information.

As a matter of policy, we do not sell or rent any of your personal information to third parties. The following describes some of the ways that your personal information may be disclosed in the normal scope of business to provide our Services or support our Site.

Third Party Service Providers. We use third party vendors that we refer to as third party service providers to facilitate one or more aspects of the business, product and service operations that we provide to you, such as search technology, authentication systems, email support, data security audits, and customer support. These third party service providers may have access to information provided through the Site or Service to facilitate the specific outsourced Informed K12-related operation. Third party service providers agree to handle personal information in a manner consistent with this Privacy Policy and any direct contracts with Clients.

Legal Requests. Informed K12 cooperates with law enforcement inquiries, as well as other third parties to enforce laws, such as: intellectual property rights, fraud, and other rights that to help protect you, our Clients, and the Informed K12 community from bad actors.

If Informed K12 is involved in a merger, acquisition, or sale of all or a portion of its assets, you will be notified via email and/or a prominent notice on our Site indicating the length of time data will be subject to the terms of this Privacy Policy post-merger, acquisition, or sale. Clients and Account Holders will be provided with detailed instructions on how to remove data from Informed K12.

Our Site offers publicly accessible blogs. You should be aware that any information you provide in these blogs may be read, collected, and used by others who access them. To request removal of your personal information from our blog, contact us at privacy@informedk12.com

 

4. Your use of other users' information.

Clients may choose to have authorized users as Account Holders with varying levels of permissions. The Service may allow Account Holders limited access to personal information from other Users and Account Holders within the same district. Account Holder permissions are detailed here.

As an Account Holder, you agree that, with respect to other Users' information that you obtain through the Site or through a Informed K12-related communication or Informed K12-facilitated transaction, Informed K12 hereby grants to you a license to use such information only for: (a) Informed K12-related communications that are not unsolicited commercial messages, (b) using services offered through Informed K12 (e.g. document sending and signing), and (c) any other purpose as necessary to either your role as an employee of, or as authorized by, the Client. In all cases, you must give Users an opportunity to withdraw consent to sign electronically. In addition, under no circumstances, except as defined in this Section, can you disclose personal information about another User to any third party without our consent and the consent of that User. You agree that other Users may use your personal information to communicate with you in accordance with this Section.

If you choose to use our referral service to tell another contact about our Site, we will ask you for the contact’s name and email address. We will automatically send your contact an email inviting him or her to visit the Site. Informed K12 stores this information only for the purposes of sending email and of tracking the success of our referral program.

Your contact may contact us at privacy@informedk12.com to request that we remove this information from our database.

 

5. Control of your password.

Account Holders are responsible for all actions taken with your User ID and password and all actions taken with your account. Therefore we do not recommend that you disclose your Informed K12 password to any other Users or third parties. If you lose control of your password, you may lose substantial control over your personal information and may be subject to legally binding actions taken on your behalf. Therefore, if your password has been compromised for any reason, you should immediately change your password and notify Informed K12 of the security compromise by contact support@informedk12.com.

 

6. Accessing, reviewing and changing your personal information.

Site visitors may request to review or change any personal information in our files by emailing privacy@informedk12.com

Account Holders have the ability to automatically review and change the information you submit to us by logging into the Services and entering in the new information yourself. You can change your password, contact information and user preferences by going to your account profile. You must promptly update your personal information if it changes or is inaccurate. Changing your personal information will not impact any completed transactions.

As a User of our Services, you may be requested to enter personal information into Client forms. In accordance with our Terms of Service, data entered into Client forms is owned by the Client. At the discretion of the Client, you may be able to review and change your personal information. Requests to remove or edit personal information stored on Client forms must be escalated to and completed by an authorized Account Holder that is an active employee of the Client. Authorized Account Holders may also deactivate User accounts from their organization. 

Upon request from a verified and authorized employee of the Client, we can destroy personal data from our active databases. Such information will be deactivated and destroyed as soon as reasonably possible based on the Account Holder's activity and in accordance with our data destruction policy and applicable law.

As is required by law, upon the request of the the District or after the Data Retention Period upon termination of the Agreement, all student personal information that has been shared as part of the Services will be destroyed.

 

7. Other information collectors.

Except as otherwise expressly included in this Privacy Policy, this document only addresses the use and disclosure of information we collect from you either directly from information you enter into the Site or Service, or indirectly through cookies and web beacons in use by Informed K12 or our authorized Third Party Service Providers. To the extent that you disclose your information to other parties using our system or follow links to other sites (e.g. clicking on a link from a Client form), different rules may apply to their use or disclosure of the information you disclose to them. Since Informed K12 does not control the privacy policies of third parties, or other individuals’ actions, you are subject to the privacy policies of that third party or those individuals. We encourage you to be sure the recipients are authenticated to your satisfaction before you send them any documents.

 

8. Security.

Any information collected through the Site or Service is stored and processed in the United States. If you use our Site or Service outside of the United States, you consent to have your data transferred to the United States. We use administrative, technical and physical procedures and safeguards to protect your personal information against loss or theft, as well as unauthorized access and disclosure to protect your privacy, including encryption while data is in transit and at rest. We use industry-standard encryption technology to safeguard the information collected through the Site and Service. If there is any disclosure or access to any personally identifiable Student Data by an unauthorized party, we will notify the affected Client(s) and will use reasonable efforts to cooperate with their investigation of the incident.

If you have any questions about security on our Site or with our Services, you can contact us at privacy@informedk12.com.

 

9. Privacy of special groups.

Children under 13: The Site or Service is not intended for children under the age of 13. Informed K12 does not target its Services or this Site to children under 13. Informed K12 does not knowingly collect personally identifiable information from children under the age of 13.  Should we learn that we have inadvertently collected personally identifiable information from a child under the age of 13, we will take steps to promptly delete it, unless otherwise authorized by the District and upon the District providing documentation of parental consent. If you believe that we have inadvertently collected personal information from a child under 13 without proper consent, please contact us at privacy@informedk12.com so we can take steps to delete the information.

 

Residents of the European Economic Area (EEA): We do not knowingly collect any personally identifiable information from residents of the European Economic Area (EEA). If you are a resident of the EEA, please do not sign up for our services or provide any personal information to us.

 

10. Disclosures for California residents.

Beginning January 1, 2020, the California Consumer Privacy Act (“CCPA”) gives California residents certain rights with respect to the processing of your personal data (known as “personal information”, as described in under the CCPA).

Users of the informedk12.com Site have the right to request information from the past 12 months regarding specific personal information collected through use of the Site, categories of collected personal information, and the business purpose for collecting personal information. We do not share or sell personal information collected through use of the Site outside of our Third Party vendors as described in this Privacy Policy. You have the right to request that any collected personal information through the Site is deleted by contacting privacy@informedk12.com. Upon verification of identity, we will provide information about or comply with requests to delete personal information that is collected through use of the Site.

Users and Account Holders of the Informed K12 Services consent to submit personal information through the Services as part of a contract with the Client (your district, school, or nonprofit organization). The Client retains ownership over personal information directly submitted through the Services. In addition to information you enter directly on forms, we collect personal information regarding how you use the Service in order to provide support and troubleshoot technical issues as agreed to through contracts with the Client. Any requests to delete individual personal information collected through the platform must come directly from the Client. Please contact the Client (e.g. your district or school) if you have questions about the personal information you are providing on the Informed K12 platform. 

 

11. Changes and updates to this Privacy Policy.

We encourage you to periodically review this page for the latest information on our privacy practices. We may amend this Privacy Policy at any time by posting the amended terms on the Site. All amended terms shall automatically be effective 30 days after they are initially posted on the Site.

If we make any material changes, we will notify you by email (sent to the e-mail address specified in your account) or by means of a notice on this Site, or as otherwise required by law prior to the change becoming effective. Your continued use of the Services after the revised Privacy Policy has become effective indicates that you have read, understood and agreed to the current version of the Privacy Policy.

 

12. Contact us.

If you have any questions or suggestions regarding our privacy policy, you may contact us at privacy@InformedK12.com or via postal mail at 230 California Street, Suite 601, San Francisco, CA 94111.

 

This privacy policy was last updated on January 1, 2020.