Privacy Policy for Schools, Parents, and Students

1. Our Role

Classroom Captures is a technology platform used by professional photographers to organize and deliver school photos. The photographer contracted by your school is the primary controller of student data. We process this data on their behalf to provide our services.

2. Information Collected

2.1 Student Information

The following information may be provided by your school or photographer:

• Student first and last name
• Grade level
• Teacher name
• School name
• Unique Gallery ID (a randomly generated code like XXX-XXX)

2.2 Parent/Guardian Information

When you access your child's photo gallery, we may collect:

• Email address (if you choose to provide it for notifications)
• Access logs (Gallery ID lookups, timestamps)

2.3 Photos

Student photos are uploaded by the photographer and stored on SmugMug's platform, not on Classroom Captures servers. Photo purchases and delivery are handled directly through SmugMug.

• Student names
• Grade and teacher assignments
• School and district information
• Unique Gallery IDs

3. How Information Is Used

Student information is used solely to:

• Create individual photo galleries for each student
• Generate QR codes and Gallery IDs for photo identification
• Enable parents to locate and access their child's photos
• Allow photographers to organize and deliver photos efficiently

We do not use student information for advertising, marketing, or any purpose unrelated to school photography services.

4. FERPA Compliance

We understand the importance of protecting student educational records. Classroom Captures:

• Operates under the direction of schools and their contracted photographers
• Uses student directory information only for legitimate educational purposes (school photography)
• Does not disclose student information to unauthorized third parties
• Maintains appropriate security safeguards for all student data

Schools retain control over what student information is shared with photographers, and photographers control what is uploaded to our platform.

5.Children's Privacy (COPPA)

We do not knowingly collect personal information directly from children under 13. All student data is provided by schools or photographers, not collected directly from students. Children interact with our platform only to:

• Have their photo taken while holding a QR code card
• View their photos in a gallery (with parent supervision)

We do not require children to create accounts or provide personal information.

6. Data Security

We protect student information through:

• Encrypted data transmission (HTTPS/TLS)
• Secure cloud infrastructure (AWS)
• Limited access controls
• Regular security monitoring
• Encrypted storage of sensitive credentials

7. Data Retention and Deletion

• Student roster data is retained only as long as needed for the photographer to complete services
• Photographers can delete student data at any time through their dashboard
• Photos are stored on SmugMug according to the photographer's account settings
• Upon request, schools can ask their photographer to delete all associated student data

8. Your Rights

For Parents/Guardians:

• Access: Request to see what information is stored about your child
• Correction: Request corrections to inaccurate information
• Deletion: Request deletion of your child's information
• Opt-Out: Contact your school to opt out of school photography programs

To exercise these rights, please contact your child's school or the photographer directly. They can then work with us to fulfill your request.

For Schools:

• Request a complete export of all student data
• Request deletion of all district, school, or student records
• Audit what information has been uploaded on your behalf

9. Third-Party Services

Photos are hosted on SmugMug. When you view or purchase photos, you are interacting with SmugMug's platform, governed by their privacy policy: https://www.smugmug.com/about/privacy

10. Data Sharing

We do not sell, rent, or share student information with third parties except:

• With the Photographer: Who uploaded the data and manages your school's photography
• With SmugMug: To create and host photo galleries
• As Required by Law: To comply with legal obligations

11. Changes to This Policy

We may update this policy periodically. Significant changes will be communicated to schools and photographers who can inform affected families.