Privacy Policy

This Privacy Policy explains what information we collect, how we use it, how we protect it, and your rights. We encourage you to read this policy carefully.

This policy applies to:

• Parents and guardians registering children for Basin Tech Explorers programs
• Students participating in our 12-week tech and digital safety clubs
• Community partners, including local schools and libraries
• Visitors to our website at basintechexplorers.org

Information Provided by Parents and Guardians During Registration

When you register for Basin Tech Explorers programs, we collect:

• Student Information: Student's first and last name, date of birth, and grade level for age-appropriate placement and COPPA compliance
• Parent or Guardian Information: Name, email address, phone number, and home address
• Health and Safety Information: Allergies, emergency contact details, physical limitations or accommodations, and optional dietary restrictions
• Program Details: The session a student is enrolling in and related program preferences

Information Collected During Programs

While your child participates in Basin Tech Explorers, we may collect:

• Attendance Records: Dates and times of attendance
• Work and Projects: Student-created code, websites, assignments, and creative work
• Progress Tracking: Skill progress and learning goals, not grades or ranking metrics
• Photos and Video: Photos or videos of students working, based on enrollment consent or explicit written permission when identifying details are involved
• Communication Records: Messages between parents, students, and staff related to the program

Information Collected on Our Website

When you visit basintechexplorers.org, we may automatically collect:

• Login Information: If you access parent, student, staff, or board portals, we track login activity for security purposes
• Download Tracking: Which resources or documents are downloaded
• Device Information: Device type, browser, and operating system
• Usage Information: Pages visited, time spent on pages, and links clicked
• Location Information: General location based on IP address, not precise location
• Analytics: We do not use third-party analytics tools that profile users; tracking data is used only for site function and security

Contact Form Submissions

If you submit an inquiry through our contact forms, we collect:

• Contact name, email, and phone number
• Inquiry category and any related organization or program details
• Message content and supporting context you choose to provide

We use the information we collect for these purposes:

Program Administration

• Registering students and managing enrollment
• Tracking attendance and participation
• Communicating schedules, updates, and important program information
• Handling emergencies and student health and safety needs
• Providing appropriate accommodations for students with specific needs

Program Improvement

• Assessing student learning and progress
• Evaluating program effectiveness in aggregate, not by publicly identifying individuals
• Improving curriculum and teaching methods
• Responding to feedback from parents, students, and educators

Student Recognition With Permission

• Creating certificates of completion and keeping them in student records
• Showcasing anonymized student work in newsletters, presentations, and web content
• Using identifying student work only with explicit written parental permission
• Sharing anonymized success stories in outreach and marketing materials

Website and Communication

• Responding to inquiries submitted through our forms
• Sending updates about programs and resources
• Improving website usability and reliability

Legal and Safety Compliance

• Complying with applicable laws and regulations
• Protecting the safety and security of children and staff
• Investigating and resolving disputes or concerns

Basin Tech Explorers uses the following tools and platforms for administration and learning:

• Google Workspace, including Google Classroom and YouTube, for coordination and content delivery
• Instructure Canvas for learning management and assignment tracking
• Bonzai.org for digital citizenship learning modules
• Instructional tools such as Chrome, Visual Studio Code, Arduino IDE, and Hack The Box

Requirements for Third-Party Vendors

All third-party vendors that handle student data must:

• Comply with COPPA for users under 13
• Encrypt data in transit and at rest
• Have a signed data processing agreement with Basin Tech Explorers
• Not sell student data or use it for marketing purposes
• Follow our retention and deletion policies
• Notify us of any data breach within 48 hours of discovery

Parents can request information about tools storing their child's data by contacting privacy@basintechexplorers.org.

Children's Privacy Under COPPA

• We do not knowingly collect personal information from children under 13 without verifiable parental consent.
• We do not allow children to create website accounts without parental permission.
• We do not contact children directly for marketing purposes.
• We do not share children's personal information with third parties without parental consent.
• We maintain reasonable safeguards to prevent unauthorized access.

How We Share Information

Basin Tech Explorers minimizes data sharing and only shares student information when necessary and with parental consent or in specific legal or safety circumstances.

• With Host Organizations: When we conduct programs at schools or libraries, we may share participant totals. Student names or personal information are shared only when required for enrollment and only with explicit parental permission.
• With Staff and Volunteers: Authorized staff and volunteers may access student information needed to support learning and safety, and all must sign confidentiality agreements.
• For Emergency and Safety: If a child is in danger or requires emergency support, we may share information with emergency services, law enforcement, or other authorities as required by law.
• For Marketing and Promotion: We may use anonymized student examples without identifying information. Identifying student work or stories are only used with explicit written parental permission.

What We Do Not Do

• We do not sell student data to third parties.
• We do not share student data for marketing, recruitment, or commercial profiling.
• We do not use children's information to build advertising profiles.
• We do not post student photos, videos, or identifying information on social media without explicit parental permission.
• We do not share parent or student contact information with outside organizations without parental consent.

Our Security Practices

Basin Tech Explorers maintains reasonable technical and organizational safeguards to protect personal information from unauthorized access, alteration, disclosure, or destruction.

• Secure Storage: Student and parent information is stored in password-protected systems or restricted-access filing systems
• Limited Access: Only authorized staff with a legitimate need may access personal information
• Secure Communication: Sensitive information is transmitted using encryption when possible
• Regular Review: We review security practices regularly to identify and address vulnerabilities
• Staff Training: Staff are trained on privacy and data protection best practices

Data Retention

We retain personal information only as long as necessary for the purposes described in this policy or as required by law.

• Certificates of Completion: Retained indefinitely in student records
• Enrollment Forms and Permission Slips: Retained for at least 1 year after program completion and up to 7 years when needed for records
• Parent Contact Information: Retained for 1 year after completion, or up to 7 years when a parent requests continued communication
• Student Work and Projects: Retained for 1 year unless longer retention or deletion is requested
• Website Usage Information: Retained for 90 days and then deleted automatically

Data Breach Notification and Response

Basin Tech Explorers follows Utah Code section 34-60-2. If personal information is exposed, lost, or accessed without authorization, we will:

• Document the Incident: Record what data was exposed, when it was discovered, how it happened, and who was affected
• Notify Counsel and Authorities: Contact legal counsel and law enforcement when appropriate
• Notify Leadership: Inform our board of directors
• Notify Affected Parents and Guardians: Provide notice within 30 days of discovery, including:
  • What information was compromised
  • How the breach occurred
  • What steps we are taking to prevent a recurrence
  • Any next steps parents should take
  • Contact information for questions
• Investigate and Remediate: Address root cause and implement corrective measures

Your Rights If Data Is Breached

• You have the right to know what information was exposed.
• You have the right to know whether information was accessed or only placed at risk.
• You have the right to timely notification.
• You have the right to file a complaint with relevant authorities.

As a parent or guardian, you have the following rights:

Right to Access

You may request and review the personal information we have collected about your child. We will provide this information within 10 business days of your request when feasible.

Right to Delete

You may request deletion of your child's information except where retention is required by law or necessary for legitimate operational reasons.

Right to Opt Out

You may opt out of:

• Our use of your child's work in portfolios or case studies
• Photos or videos of your child being shared or published
• Your child's information being used in evaluations or research
• Marketing communications or newsletters

Right to Data Portability

You may request your child's data in a structured, commonly used, machine-readable format.

Right to Lodge a Complaint

If you believe your child's privacy rights have been violated, you may file a complaint with us and with applicable regulatory authorities.

Exercising Your Rights

To exercise any of these rights, contact:

Basin Tech Explorers
Email: privacy@basintechexplorers.org
Attn: Privacy Officer
Serving the Uintah Basin, Utah

We aim to respond to requests within 15 business days.

How to Reach Us

If you have questions about this Privacy Policy, concerns about our privacy practices, or wish to exercise parental rights, contact our privacy team:

Basin Tech Explorers Privacy Office
Email: privacy@basintechexplorers.org
Serving the Uintah Basin, Utah

Response Time: We aim to respond to privacy inquiries within 10 business days.