Privacy Policy

Effective August 15, 2026

This Privacy Policy explains how information is handled when you use the Highlands Community Charter School Facilities & Maintenance Portal (the “Portal”). The Portal is intended to support school facilities operations, maintenance requests, work assignments, and related administrative functions.

Data minimization: Please submit only the information reasonably necessary to describe and resolve a facilities issue. Avoid including sensitive student or personal information unless it is necessary and authorized.

1. Information the Portal may collect

Contact and identity information, such as name, school email address, and authorized user role.
Maintenance request information, including location, room, category, description, access instructions, priority, status, assignments, comments, and completion notes.
Photos or files submitted to document a facilities condition or completed work.
Technical and security information needed to operate and protect the Portal, such as session information, timestamps, audit events, request metadata, and anti-abuse signals.

2. How information is used

Information is used to receive and route maintenance requests, coordinate work, communicate about requests, document work performed, manage authorized access, maintain audit and operational records, troubleshoot the Portal, prevent misuse, and improve school facilities processes.

3. When information may be shared

Information may be available to authorized Highlands Community Charter School staff and administrators with a legitimate operational need. The Portal may also use approved technology service providers for hosting, authentication, workflow/data storage, image storage, security, and related technical services. Those providers receive information only as needed to provide the configured service.

4. Student information

The Portal is not intended to be a student-record system. If a maintenance request contains information that is part of an education record or otherwise protected student information, the school will handle that information according to applicable student-privacy requirements and school policies. Users should avoid photographing or identifying students unless necessary and authorized.

5. Retention

Operational records may be retained for the period needed for facilities management, safety, audit, legal, insurance, accountability, and records-retention purposes. Retention periods may vary by record type and applicable school requirements.

6. Security

The Portal uses access controls and technical safeguards designed to reduce unauthorized access, alteration, disclosure, or loss. No system can guarantee absolute security. Users should protect their credentials, use approved devices and networks where required, and report suspected security issues promptly.

7. Access, correction, and questions

If you believe information in a maintenance record is inaccurate, or you have a privacy question about the Portal, contact Highlands Community Charter School administration or the Facilities & Maintenance team. Requests involving student records or other legally protected information will be handled under the applicable school process and law.

8. Policy updates

This policy may be updated when Portal features, vendors, school practices, or legal requirements change. The effective date above will be updated when material changes are published.