Version 2026-08-16.v1 · Effective August 16, 2026
Information we collect from parents and guardians
- Account information: name, email address, phone number, relationship to the student, and sign-in credentials managed by our authentication provider.
- Family information: family name, mailing address, and the parents or guardians linked to the family.
- Application and enrollment information submitted through the enrollment workflow.
- Billing records: membership plan, registration fee status, tuition amounts, discounts, receipts, refunds, and payment history.
- Communications you send us, and messages exchanged through the family portal.
Information we collect about students
- Identity and placement: name, date of birth, grade level, Growth Path™ level, and academy preferences.
- Emergency contacts and authorized pickup contacts.
- Health information you choose to provide: allergies, medical conditions, medications, dietary notes, and physician contact.
- Accommodation requests relevant to safe participation.
- Attendance records for scheduled sessions.
- Competency and progress information under the Viventa Competency Framework™, including mastery stages.
- Viventa Passport™ records, badges, and certificates.
- Projects and Life Challenges™ submitted as part of the program.
- Event registrations and waitlist status.
Technical and security information
Our application records limited technical information needed to operate and secure the service, such as authentication session data, request rate-limiting counters, security and audit log entries for administrative actions, and delivery status for transactional email. We do not use advertising or cross-site tracking technologies.
Why we use this information
- To evaluate applications and enroll students.
- To operate classes, track attendance, and record academic progress.
- To keep students safe, including emergency response and controlled student release.
- To bill memberships, collect the annual registration fee, and issue receipts and refunds.
- To send transactional notifications about applications, enrollment, billing, schedule changes, achievements, and events.
- To maintain security, prevent abuse, resolve disputes, and meet recordkeeping obligations.
Role-based access
- Parents and guardians see only their own family and their own children's information.
- Students see only their own student-facing information.
- Instructors see only the students and classes assigned to them, and only the information needed to teach and supervise safely.
- Administrators have controlled operational access, and administrative changes are recorded in an audit log.
Service providers
We use a small number of service providers to run the platform: a cloud application and database provider that hosts the site and stores records; a payment processor that handles checkout, subscriptions, refunds and card data; and an email delivery provider that sends transactional messages. Providers may only process information to provide their service to us.
Payment processing
Payment-card information is entered directly with our payment processor and is handled by that processor. Viventa Academy does not store card numbers. We retain the transaction records we need — amounts, dates, status, receipt links, and processor reference identifiers.
Transactional email
Transactional email is an additional delivery channel alongside portal notifications. Emails contain only what is needed for the notification. We do not send medical, allergy, accommodation, incident, disciplinary, credential, card, or internal operational detail by email.
Security
- Access is authenticated and enforced by row-level security rules in the database, not only in the interface.
- Sensitive draft enrollment data is encrypted at rest before submission.
- Administrative changes are audited.
- Passwords are checked against known-breach lists at sign-up.
How long we keep information
Enrollment, attendance, progress, safety, and financial records are retained while the student is enrolled and afterwards for as long as needed for legitimate financial, safety, audit, dispute, legal, or operational reasons. Incomplete enrollment drafts expire and are purged automatically. Email delivery history is retained for a limited period by the delivery provider.
Deletion and correction
Parents and guardians may ask us to review, correct, or delete their child's information from the Privacy & data requests page in the parent portal, or by emailing us. We record every request and its outcome. We will not delete records we are required or reasonably need to retain for financial, safety, audit, dispute, legal, or operational reasons, and we will tell you when that applies.
Parent rights
- Review the information we hold about your child.
- Request correction of inaccurate information.
- Request deletion where legally and operationally permissible.
- Grant, decline, or withdraw optional media consent at any time, going forward.
- Ask us to stop further optional collection or use where the activity is optional.
Children's privacy
Viventa Academy is directed to families. A child cannot independently create an account or submit personal information to us. Student accounts are created only through a parent-controlled process: a parent or guardian submits the enrollment application, accepts the required agreements, and requests a student account for their child. A parent may review their child's information, request correction or deletion, and decline or withdraw optional consents without affecting enrollment.
We collect only the information reasonably necessary for the activity a student is participating in. Students are not asked for information beyond their own program participation, and student-facing screens do not expose billing, health, accommodation, or internal staff notes.
Cookies and similar technologies
This site uses only technically necessary storage: an authentication session token so you stay signed in, and short-lived local storage used by the application itself. There is no advertising, no cross-site tracking, and no third-party analytics profiling on this site, so no non-essential cookie consent banner is presented. If that ever changes, we will update this policy and add the appropriate consent control before enabling it.
Changes to this policy
This policy is version 2026-08-16.v1, effective August 16, 2026. Prior accepted agreement versions remain reconstructable and are not altered when this page changes.
Contact us
Questions about privacy, or to make a request about your child's information, email [email protected].