Data Privacy & SECURITY POLICIES

PRIVACY STATEMENT

The Marvin Ridge High School Parent-Teacher-Student Organization (MRHS PTSO) recognizes the importance of safeguarding personal data and information of students and their families. This policy outlines the MRHS PTSO’s commitment to maintaining the confidentiality, integrity, and availability of such data and ensuring responsible information handling by the MRHS PTSO Board and Committee members.

Scope

This policy applies to all MRHS PTSO board and committee members of the School PTSO who have access to personal data about students and their families.

Policy Objectives:

• Confidentiality: Ensure that personal data is accessed, used, and shared only by authorized individuals for legitimate purposes.

• Integrity: Prevent unauthorized modification, alteration, or destruction of personal data.

• Availability: Ensure that authorized individuals have access to personal data when required.

• Compliance: Adhere to applicable laws and regulations regarding data protection and privacy.

Policy Guidelines:

• Access Control:

• Personal data should only be accessible to MRHS Board and Committee members who require it to fulfill their responsibilities.

• Access to personal data should be granted based on role-based permissions and reviewed periodically by the Board President.
  
  

• Data Handling:

• Personal data must be used solely for legitimate purposes related to the PTSO's activities.

• Avoid sharing personal data via unencrypted email or other insecure means of communication.

• Electronic copies of personal data (i.e., reports created and/or downloaded from Membership Toolkit) should remove all personal information that is not necessary to provide the services and/or products to the families and/or students. 

• Physical copies of personal data must be stored securely and not left unattended. Once physical copies of personal data are no longer needed, they should be disposed of in a timely and secure manner.
  
  

Incident Reporting

Any suspected or confirmed security incidents involving personal data must be reported to MRHS PTSO President immediately.

Data Retention

Personal data should be retained only for as long as necessary to fulfill the purposes for which it was collected. Inactive contact records will be reviewed on a periodic basis and at least semi-annually, and information maintained in “outdated” contact records will be manually deleted.

Regular Review

The MRHS PTSO Board will periodically review and assess the effectiveness of the information security controls and practices to ensure ongoing compliance with this policy. Further, on an annual basis, the MRHS PTSO Board will review and approve the MRHS PTSO Privacy Notice and MRHS PTSO Information Security Policy Statement to reflect changes in technology, regulations, and organizational requirements.

Policy Enforcement

Non-compliance with this information security policy statement may result in removal from the MRHS PTSO and Committee, MRHS PTSO membership,  and legal consequences if applicable.

SECURITY STATEMENT

 The Marvin Ridge High School Parent-Teacher-Student Organization (MRHS PTSO) is committed to protecting the privacy and security of your personal information. This privacy notice explains how we collect, use, disclose, and safeguard the personal information that you provide to us through various methods, including PTSO direct and indirect via 3rd party membership and retail software platforms. By interacting with the MRHS PTSO, you consent to the practices described in this notice.

Information We Collect

We may collect the following types of personal information for parents, students, and faculty which we collectively refer to as “contact information”

• First and last name.

• Phone number

• Email Address

• Address

How We Use Your Information

We use the collected information for the following purposes:

• Communication: We use your contact information to keep you informed about MRHS PTSO meetings, events, fundraisers, and other events relevant to your family.

• Orders: We use your contact information to fulfill orders you place, including senior packages, spiritwear, etc.

• Expense Reimbursement: We use your contact information to process authorized reimbursement requests.

• Event Planning: We use your contact information to plan and organize MRHS-related activities that you and your family may be interested in.

• Record Keeping: We use your contact information to maintain accurate records of PTSO member participation and engagement.

• Email communications with minor students: Parents are not required to provide student contact information to obtain membership or take advantage of any services provided by the PTSO. Parents may elect to leave student contact fields blank -or- to provide parent contact data in lieu of the student's contact information.  When a parent or guardian voluntarily provides contact data for a minor student, the PTSO may include the student in relevant communications. In these cases, the PTSO will include the parent or guardian on the communication by blind copying (BCC) them on the same message. This practice ensures that parents or guardians remain informed of any content distributed to their student by the PTSO. Parents are not always included on communications, such as electronic invitations or digital tickets sent to students via 3rd party software or in such cases where it would be burdensome, costly, or otherwise deemed by the PTSO representative to be unreasonable to do so.  

• Accuracy of Contact Information: Parents and guardians are responsible for providing accurate and current contact information for both themselves and their student. The PTSO relies on the information provided at the time of registration or submission. The PTSO is not responsible for failed or undelivered communications resulting from incorrect, outdated, or incomplete contact information and does not provide individual notification when contact attempts are unsuccessful.

Disclosure of Your Information:

We understand the importance of keeping your personal information confidential. We do not sell, trade, or otherwise transfer your information to outside parties. However, there are instances where disclosure may be necessary, such as:

• Service Providers: We may share your information with trusted service providers who support the MRHS PTSO website and help us manage our communications and organize events. For additional information about the Membership Toolkit data privacy policy click here. 

• Legal Requirements: We may disclose your information if required by law or in response to a valid legal request.

• Directory: Where you have opted into the PTSO Directory, your contact information will be made available for viewing by other Membership Toolkit users associated with MRHS PTSO.

Data Security

We take data security seriously and implement reasonable measures to protect your information from unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet or electronic storage is 100% secure.

Your Rights

You have the right to:

• Review the personal information we hold about you and your family upon request.

• Correct any inaccuracies in your information.

• Opt out of receiving communications from us.

Contact Us

If you have any questions, concerns, or requests regarding your personal information, please contact us.

Changes to this Privacy Notice:

We may update this privacy notice from time to time to reflect changes in our practices or legal requirements. We will post the updated notice on our website and, if necessary, notify you via email.

When registering your personal information with the PTSO, you agree to the terms outlined in this privacy notice.