Privacy

The Hudson School Privacy Policy

Effective Date: 07/07/2025
Last Updated: 07/07/2025

Introduction

The Hudson School ("we," "us," "our," or "the School") is committed to protecting the privacy and personal information of our students, families, employees, and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with our school community.

Information We Collect

Personal Information We Collect Directly

Student and Family Information:

• Student names, addresses, phone numbers, and email addresses
• Parent/guardian contact information and emergency contacts
• Academic records, grades, and educational assessments
• Health and medical information (as required for student safety)
• Financial information for tuition and fee processing
• Photos and videos for educational and promotional purposes (with consent)
• Disciplinary records and behavioral assessments

Prospective Family Information:

• Contact information from inquiry forms and applications
• Academic transcripts and test scores
• Letters of recommendation and personal statements
• Interview notes and admissions assessments

Employee Information:

• Contact information and employment records
• Background check results and professional references
• Payroll and benefits information
• Performance evaluations and professional development records

Information Collected Automatically

Website Usage Information:

• IP addresses and device identifiers
• Browser type and operating system
• Pages visited and time spent on our website
• Referring websites and search terms used
• Cookies and similar tracking technologies

Communication Records:

• Email correspondence and attachments
• Text message consent and communication history
• Phone call logs and voicemail messages
• Social media interactions with official school accounts

How We Use Your Information

Educational Purposes

• Providing educational services and academic support
• Maintaining student records and academic transcripts
• Communicating important school information and updates
• Coordinating parent-teacher conferences and meetings
• Managing enrollment and admissions processes

Administrative Operations

• Processing tuition payments and financial aid
• Ensuring campus safety and security
• Maintaining facilities and transportation services
• Conducting school events and activities
• Managing employee relations and payroll

Communication and Engagement

• Sending emergency notifications and safety alerts
• Providing academic calendar updates and reminders
• Sharing student achievement and progress information
• Coordinating volunteer opportunities and school events
• Marketing school programs to prospective families (with consent)

Legal and Safety Requirements

• Complying with federal and state educational regulations
• Reporting to government agencies as required by law
• Conducting background checks for safety purposes
• Maintaining records for accreditation and audit purposes

Text Message Communications

SMS Consent and Usage

• We collect mobile phone numbers only from individuals who explicitly consent to receive text messages
• Text messages may include emergency alerts, academic updates, event notifications, and administrative communications
• Message frequency varies based on school calendar and emergency situations (typically 2-4 messages per month during the school year)
• Standard message and data rates may apply based on your mobile carrier plan

Opt-Out Procedures

• Reply "STOP" to any text message to immediately unsubscribe from all SMS communications
• Contact our main office at (201) 659-8335 to update your communication preferences
• Email [email protected] to request changes to your SMS consent status
• Opt-out requests are processed immediately and confirmed within 24 hours

Information Sharing and Disclosure

We Share Information With:

Educational Partners:

• Other schools for student transfers and academic collaboration
• Educational service providers and tutoring organizations
• College admissions offices and scholarship organizations
• Standardized testing organizations and educational assessment companies

Service Providers:

• Technology vendors for website hosting and data management
• Payment processors for tuition and fee collection
• Background check companies for employee screening
• Insurance providers for coverage and claims processing

Legal Requirements:

• Government agencies when required by law or regulation
• Law enforcement in response to valid legal requests
• Court orders, subpoenas, or other legal proceedings
• Child protective services when mandatory reporting is required

We Do Not:

• Sell personal information to third parties for commercial purposes
• Share student information for marketing without explicit consent
• Provide contact information to unauthorized organizations
• Use student data for non-educational commercial purposes

Data Security and Protection

Security Measures

• Encryption of sensitive data both in transit and at rest
• Regular security audits and vulnerability assessments
• Access controls limiting data access to authorized personnel only
• Staff training on privacy and data protection best practices
• Secure backup systems and disaster recovery procedures

Data Retention

• Student academic records: Maintained permanently as required by law
• Communication records: Retained for 3 years after graduation or departure
• Financial records: Kept for 7 years per accounting standards
• Employment records: Maintained per applicable labor laws
• Marketing consent records: Retained for 3 years after opt-out

Your Rights and Choices

Access and Correction

• Request copies of your personal information in our records
• Update or correct inaccurate information
• Request explanations of how your information is used
• Access your child's educational records (for parents/guardians)

Communication Preferences

• Opt out of non-essential email communications
• Update your contact information and preferred communication methods
• Withdraw consent for photos and videos (future use only)
• Modify text message and phone call preferences

Data Portability

• Request electronic copies of your information for transfer to other schools
• Obtain transcripts and academic records in standard formats
• Receive communication history and consent records upon request

Children's Privacy Protection

FERPA Compliance

• We comply with the Family Educational Rights and Privacy Act (FERPA)
• Parents have the right to inspect and review their child's educational records
• Directory information may be disclosed unless parents opt out in writing
• Educational records are not shared without consent except as permitted by law

Under Age 13 Protections

• We do not knowingly collect personal information from children under 13 without parental consent
• Online services used by young students include appropriate privacy protections
• Third-party educational tools are vetted for children's privacy compliance

Cookies and Online Tracking

Website Cookies

• Essential cookies for website functionality and security
• Analytics cookies to understand website usage and improve user experience
• Preference cookies to remember your settings and choices
• You can disable cookies through your browser settings, though some website features may not function properly

Third-Party Services

• Google Analytics for website traffic analysis (anonymized data)
• Social media plugins for content sharing (when you choose to interact)
• Educational platform integrations for online learning tools

International Data Transfers

If you are located outside the United States, please note that your information may be transferred to, stored, and processed in the United States where our servers are located and our staff operates. By providing your information, you consent to this transfer.

Changes to This Privacy Policy

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

• Posting the updated policy on our website with a new effective date
• Sending email notifications to current families and employees
• Providing written notice for substantial changes affecting student records

Contact Information

Privacy Questions and Requests

Privacy Officer: [PrivacyOfficerName]
Email: [email protected]
Phone: (201) 659-8335
Mail: The Hudson School, Privacy Office, [Address]

General School Contact

Main Office: (201) 659-8335
Email: [email protected]
Website: www.thehudsonschool.org
Address: [School Address]

Office Hours

• Monday - Friday: 8:00 AM - 4:00 PM
• School Year: Extended hours during peak periods
• Summer: Reduced hours (posted on website)

Definitions

Personal Information: Any information that identifies or can be used to identify an individual student, parent, or employee.

Educational Records: Records directly related to a student and maintained by the school, as defined by FERPA.

Directory Information: Basic information such as name, address, phone number, email, grade level, and enrollment status that may be disclosed without consent unless a parent opts out.

Consent: Clear, informed, and voluntary agreement to specific uses of personal information.

This Privacy Policy is designed to meet federal and state privacy requirements for educational institutions. For specific legal questions about your rights under FERPA or other applicable laws, please contact our Privacy Officer.