St Cloud Social Justice Academy

Privacy Policy

Protecting your information while fostering trust, transparency, and community

At St Cloud Social Justice Academy, we value the trust that families, learners, volunteers, staff, and community members place in us. Protecting your personal information is a responsibility we take seriously. Our Privacy Policy outlines how we collect, use, store, and protect information, ensuring transparency and accountability in every aspect of our operations. We are committed to maintaining the privacy and security of information provided to us, whether collected in person, online, or through other communications. This policy applies to all individuals who interact with our academy, including prospective families, current learners, staff members, volunteers, and visitors to our website.

We understand that parents and guardians entrust us not only with the education and development of their children but also with sensitive personal information. Our commitment to privacy extends to protecting this information from unauthorized access, ensuring it is handled responsibly, and being transparent about how it is used. Our approach is guided by legal requirements, best practices in data security, and our core values of trust, integrity, and accountability. We encourage families and community members to read this policy carefully and reach out to our team with any questions or concerns.

Information We Collect

Personal Information
We collect personal information that is voluntarily provided by families, learners, staff, and volunteers. This may include names, addresses, phone numbers, email addresses, dates of birth, and family information necessary for enrollment, program participation, communication, or volunteer coordination. In addition, we may collect information related to health, allergies, dietary restrictions, and other relevant data to ensure the safety and well-being of every learner. Personal information is used strictly for purposes related to our educational programs, events, community engagement, and internal operations.

Financial Information
To manage enrollment and program fees, we may collect financial information, such as billing details, payment information, and records of transactions. This information is collected securely and used solely for the purpose of processing payments, providing receipts, and managing financial accounts related to the academy’s programs. We do not store full credit card information beyond what is necessary for processing payments and ensuring compliance with applicable financial security standards.

Online Information
When visitors access our website, we may collect information such as IP addresses, browser types, operating systems, pages visited, and other usage data. This information is used to improve the user experience, monitor website performance, and ensure security. We may also collect information voluntarily provided through online forms, newsletter subscriptions, inquiries, and applications. This information is used to respond to requests, communicate relevant updates, and provide information about programs, events, and opportunities at the academy.

Communication Records
We may retain records of communications with families, staff, and volunteers, including emails, phone calls, messages through online platforms, and meeting notes. These records are maintained to ensure continuity in services, accurate responses to inquiries, and proper documentation of important interactions. Communication records are treated with confidentiality and are accessed only by authorized staff members for legitimate purposes related to academy operations.

How We Use Information

Educational and Programmatic Purposes
Information collected is primarily used to support the educational, social-emotional, and developmental needs of our learners. Personal information allows us to create individualized learning plans, ensure safe participation in programs, and monitor progress. Staff use this information to communicate with families, track participation, and coordinate resources effectively. Our goal is always to enhance learning, provide support, and foster positive outcomes for every child.

Administrative and Operational Purposes
We use personal and financial information to manage enrollment, process payments, maintain accurate records, schedule events, and administer programs efficiently. Administrative use also includes staff management, volunteer coordination, compliance with legal requirements, and reporting obligations. Ensuring that our operational processes run smoothly helps us provide a high-quality educational environment and a seamless experience for families and learners.

Communication and Engagement
Information is also used to communicate important updates, upcoming events, program changes, newsletters, and opportunities for involvement. Families, volunteers, and community members may receive notifications through email, phone, or other approved communication channels. We strive to provide relevant, meaningful information while respecting preferences and consent for communication.

Safety and Security
We use information to maintain the safety and security of our learners, staff, and visitors. This includes emergency contact information, health and allergy data, and other details relevant to ensuring that every individual is safe in our care. Our protocols for safety and security rely on accurate and accessible information to respond effectively to emergencies or unforeseen situations.

Legal and Compliance Requirements
Certain information may be used to comply with federal, state, and local laws and regulations, including educational, health, and safety requirements. We may also use information to respond to legal requests, protect our rights, or ensure adherence to contractual obligations. Compliance with legal requirements is an essential aspect of maintaining a safe and accountable learning environment.

How We Protect Information

Data Security Measures
We implement comprehensive security measures to protect personal, financial, and communication information from unauthorized access, disclosure, alteration, or destruction. Security protocols include encryption, secure storage, access controls, and regular system monitoring. Physical records are kept in secure locations with limited access to authorized personnel only.

Staff Training
All staff members undergo training in confidentiality, data protection, and privacy best practices. Training ensures that every member of our team understands their responsibilities in handling sensitive information and is equipped to maintain the highest standards of security and discretion.

Third-Party Service Providers
Some information may be shared with trusted third-party service providers who support our operations, such as payment processors, IT support, or educational software platforms. These providers are required to adhere to strict confidentiality and security standards and are permitted to use information solely for purposes outlined in agreements with the academy. We carefully vet all third-party providers to ensure they maintain adequate security measures and respect the privacy of individuals.

Access and Accuracy
Families, staff, and volunteers have the right to access personal information we hold about them and request corrections if necessary. We take all reasonable steps to ensure that information is accurate, complete, and up to date. Accurate information is critical for providing high-quality educational services, maintaining safety, and supporting informed decision-making within the academy community.

Information Sharing

With Families and Learners
We share information with families to support learning, communication, and safety. This includes academic progress reports, health and safety updates, and notifications about programs, events, or volunteer opportunities. Sharing is done with discretion and only to the extent necessary for effective engagement and support.

With Staff and Volunteers
Staff and volunteers may access information as required to perform their duties, coordinate programs, or ensure learner safety. Access is limited to what is necessary for each role, and staff are trained to handle information responsibly. Confidentiality agreements and protocols ensure that sensitive data is not misused or disclosed inappropriately.

With Third Parties
We do not sell or trade personal information to external organizations for marketing purposes. Information may be shared with third-party service providers who are essential to program operations, such as technology platforms, payment processors, or professional consultants, under strict confidentiality agreements. Information may also be disclosed if required by law, regulation, or legal process to protect the safety, rights, or property of learners, families, staff, or the academy.

Emergency Situations
In emergency situations, certain information may be shared with emergency responders, healthcare providers, or relevant authorities to protect the health, safety, and well-being of learners, staff, or visitors. Such sharing is limited to the minimum necessary to respond effectively to the situation.

Cookies and Online Tracking

Our website may use cookies and similar technologies to enhance user experience, monitor performance, and collect usage data. Cookies help us understand website interactions, improve navigation, and provide relevant content to visitors. Users have the option to adjust browser settings to manage or block cookies; however, some website features may be affected. Online forms, newsletter subscriptions, and interactive features may also collect personal information voluntarily submitted by users to facilitate communication and program engagement.

Children’s Privacy

The privacy and safety of learners are of utmost importance to us. We adhere to all applicable laws and regulations regarding the collection and use of information from children. Personal information about learners is collected only for educational, safety, and program-related purposes, and parental consent is obtained where required. Our team ensures that children’s data is handled responsibly, securely, and in a manner consistent with best practices in educational privacy protection.

Retention of Information

We retain personal, financial, and communication information only as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, and maintain records required for operational and educational needs. When information is no longer needed, we take appropriate steps to securely dispose of or anonymize data to prevent unauthorized access. Retention policies balance operational requirements with the need to respect privacy and minimize data risk.

Your Rights

Families, staff, and volunteers have the right to access, correct, or request deletion of personal information held by the academy, subject to applicable laws and regulations. Requests can be submitted in writing or via email, and we respond promptly to ensure transparency and accountability. Individuals also have the right to inquire about how their information is used, request limitations on processing, or withdraw consent where applicable. We are committed to respecting these rights and maintaining open communication regarding the handling of personal information.

Updates to Privacy Policy

St Cloud Social Justice Academy may update this Privacy Policy periodically to reflect changes in laws, regulations, technology, or operational practices. Families, staff, and community members are encouraged to review this policy regularly to stay informed about how information is collected, used, and protected. Significant changes to the policy will be communicated through our website, email updates, or direct communication to affected parties.

Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our information practices, please contact our team at:
2719 W Division St 111
Saint Cloud, MN 56301
Email: info@stcsj.site

Our team is committed to addressing all privacy inquiries promptly and thoroughly. We value your trust and strive to maintain transparency, accountability, and respect in every aspect of information handling. By engaging with St Cloud Social Justice Academy, families, staff, volunteers, and community members can feel confident that their information is treated with care, security, and integrity, supporting our shared mission to provide a safe, inclusive, and empowering learning environment.