Privacy Policy

Introduction

Welcome to DeanDesk. We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Student Information System (SIS) and Learning Management System (LMS) platform.

Information We Collect

Personal Information

We collect information that you provide directly to us, including:

• Account Information: Name, email address, username, and password
• Profile Information: Student ID, date of birth, contact information, and emergency contacts
• Academic Information: Course enrollments, grades, transcripts, and attendance records
• Payment Information: Billing address and payment method details (processed securely through Stripe)
• Communication Data: Messages, announcements, and correspondence within the platform

Automatically Collected Information

When you use DeanDesk, we automatically collect certain information, including:

• Usage Data: Pages visited, features used, and time spent on the platform
• Device Information: IP address, browser type, operating system, and device identifiers
• Log Data: Access times, error logs, and system activity

Information from Educational Institutions

We may receive information about you from your educational institution, including:

• Enrollment status
• Course assignments
• Academic records
• Institutional policies and requirements

How We Use Your Information

Educational Services

• Provide access to courses, materials, and assignments
• Track academic progress and generate transcripts
• Facilitate communication between students, instructors, and administrators
• Manage course enrollments and schedules

Administrative Functions

• Process payments and manage billing
• Verify identity and maintain account security
• Provide customer support and respond to inquiries
• Send important notifications and updates

Platform Improvement

• Analyze usage patterns to improve our services
• Develop new features and functionality
• Troubleshoot technical issues
• Conduct research and analytics

Legal Compliance

• Comply with applicable laws and regulations
• Enforce our Terms of Service
• Protect against fraud and security threats
• Respond to legal requests and prevent harm

Information Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

Within Your Institution

Your information is shared with authorized personnel at your educational institution, including:

• Administrators
• Instructors and teaching assistants
• Academic advisors
• Support staff

Service Providers

We work with third-party service providers who assist us in operating our platform:

• Stripe: Payment processing (subject to Stripe's privacy policy)
• Cloud Storage Providers: Secure data storage and backup
• Analytics Services: Usage analysis and performance monitoring
• Email Services: Transactional and notification emails

Legal Requirements

We may disclose your information when required by law or in response to:

• Court orders or legal processes
• Government or regulatory requests
• Protection of rights, property, or safety
• Investigation of fraud or security issues

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

Data Security

We implement industry-standard security measures to protect your information:

Technical Safeguards

• Encryption: Data encrypted in transit using SSL/TLS and at rest
• Access Controls: Role-based access restrictions
• Authentication: Secure login with password requirements
• Monitoring: Continuous security monitoring and threat detection

Organizational Safeguards

• Employee training on data privacy and security
• Regular security audits and assessments
• Incident response procedures
• Data backup and disaster recovery plans

While we strive to protect your information, no system is completely secure. Please report any security concerns immediately.

Your Rights and Choices

You have certain rights regarding your personal information:

Access and Correction

• View your profile and personal information
• Update or correct inaccurate information
• Request a copy of your data

Account Management

• Change your password and security settings
• Update notification preferences
• Manage privacy settings

Data Deletion

• Request deletion of your account (subject to legal and institutional requirements)
• Remove specific information where applicable

Opt-Out Options

• Unsubscribe from non-essential emails
• Disable certain notifications
• Limit data collection where possible

To exercise these rights, contact your institution's administrator or reach out to our support team.

Children's Privacy

DeanDesk is designed for use by educational institutions and may be used by students of various ages. We comply with applicable laws regarding children's privacy, including:

• Obtaining parental consent when required
• Limiting data collection to what is necessary for educational purposes
• Providing parents with access to their child's information
• Not using student data for advertising or marketing

If you believe we have collected information from a child without proper authorization, please contact us immediately.

Data Retention

We retain your information for as long as necessary to:

• Provide our services
• Comply with legal obligations
• Resolve disputes
• Enforce our agreements

Educational records are retained according to institutional policies and applicable laws. After the retention period, we securely delete or anonymize your information.

International Data Transfers

DeanDesk operates globally, and your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Maintain your session
• Remember your preferences
• Analyze platform usage
• Improve performance

You can control cookies through your browser settings, but disabling them may affect platform functionality.

Third-Party Links

DeanDesk may contain links to third-party websites or services. We are not responsible for the privacy practices of these external sites. Please review their privacy policies before providing any information.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

• Posting the updated policy on our platform
• Sending an email notification
• Displaying a notice on the login page

Your continued use of DeanDesk after changes are posted constitutes acceptance of the updated policy.

Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

DeanDesk Support Team

• Email: support@deandesk.com
• Help Desk: Submit a ticket through the platform
• Institution: Contact your school's administrator

Compliance and Certifications

DeanDesk is committed to compliance with applicable privacy laws and regulations, including:

• Family Educational Rights and Privacy Act (FERPA)
• Children's Online Privacy Protection Act (COPPA)
• General Data Protection Regulation (GDPR) where applicable
• State and local privacy laws

We regularly review our practices to ensure ongoing compliance and protection of your information.

Your Institution's Policies

This Privacy Policy applies to DeanDesk's platform. Your educational institution may have additional privacy policies and practices. Please consult with your institution for information about their specific policies regarding student data and educational records.