Privacy Policy
1. Introduction and Scope of this Comprehensive Privacy Policy
KONOSIONI ARTS AND IDEAS PREPARATORY COMMUNITY SCHOOL (“KONOSIONI,” “the School,” “we,” “us,” or “our”) is an educational institution profoundly dedicated to the mission of nurturing creativity and academic excellence within a supportive community framework. We recognize that the effective management, diligent protection, and appropriate utilization of personal data pertaining to our students, prospective students, parents, guardians, alumni, volunteers, and employees are not only essential legal obligations but are integral components of maintaining the trust and integrity of our preparatory community. This comprehensive Privacy Policy is meticulously designed to provide the fullest possible transparency regarding our data handling practices, detailing precisely how we collect, utilize, secure, and disclose information across our various operational domains, including our academic programs, administrative functions, campus services, community engagement initiatives, and digital presence, including our website and affiliated online platforms. This Policy extends its rigorous standards to all forms of information we collect, whether submitted electronically, physically (via paper forms), or through verbal communication. By interacting with KONOSIONI, by enrolling a student, by applying for employment, or by using our official digital platforms, you signify your acknowledgment and understanding of the data handling practices described within this document, and you consent to the processing of your personal data in accordance with the terms herein. This Policy is structured to comply with applicable US federal and state laws governing student data privacy, including the Family Educational Rights and Privacy Act (FERPA) and the Children’s Online Privacy Protection Act (COPPA), as well as to reflect the high standards of international data protection principles where applicable to our global interactions and digital service providers. Our commitment is not only to statutory compliance but to fostering an ethical environment where the privacy and security of individual data are held with the highest regard, ensuring that the transformative journey toward a brighter future for every student is supported by robust data protection practices. This document is intended to be exhaustive in its detail to ensure complete comprehension of our institutional commitment to your privacy.
2. Information We Collect: Categories, Sources, and Purpose of Collection
To successfully operate a preparatory educational institution dedicated to holistic development and to fulfill our administrative, pedagogical, and safety obligations, KONOSIONI ARTS AND IDEAS PREPARATORY COMMUNITY SCHOOL collects various categories of personal and non-personal information. The nature of the information collected is directly correlated with the context of the relationship with the individual, demanding different levels of detail and sensitivity. We commit to the principle of data minimization, collecting only that information which is strictly necessary for the stated purpose.
2.1. Categories of Personal Identifiable Information (PII)
A. Student and Enrollment Data: This constitutes the most sensitive category of data and is collected directly from parents/guardians and previous educational institutions. It encompasses full legal names, dates of birth, social security numbers (where required by law for educational records), current and previous addresses, emergency contact information, demographic information, health and medical records (including immunization status, allergies, and ongoing treatment plans necessary for on-campus care), psychological and educational testing results, and highly detailed academic records, including grades, transcripts, standardized test scores, and disciplinary records.
B. Parent/Guardian and Family Data: This information is necessary for communication, financial transactions, and compliance. It includes names, residential and mailing addresses, email addresses, primary and secondary telephone numbers, employment information, financial data (for tuition billing, financial aid applications, and payment processing), and legal relationship documentation (custody agreements or guardianship orders).
C. Employee and Volunteer Data: Data collected for staffing and safety purposes includes full professional and personal history, resumes, employment contracts, criminal background check results, professional certifications and licenses, banking information for payroll, tax documentation (W-2, W-4 forms), and performance evaluation records. For volunteers, similar identification and background information is collected to ensure the safety of our students.
2.2. Educational, Performance, and Work Product Data
This category is unique to our mission of nurturing academic excellence. It includes all records related to a student’s integrated learning journey at KONOSIONI, encompassing detailed records of participation in our arts-integrated programs, project-based assignments, creative work portfolios (including visual art, music compositions, and dramatic scripts), individual learning plans, attendance data, classroom observation notes, and detailed assessments of social and emotional development conducted by the Wellness Coordinator. This data is utilized to provide personalized guidance and measure the success of our preparatory model.
2.3. Technical and Digital Platform Usage Data
When accessing our website, online learning management systems (LMS), communication portals, or campus network, we automatically collect specific technical information. This data includes Internet Protocol (IP) addresses, browser type and version, device identifiers, operating system details, referring/exit pages, timestamps of access, clickstream data (navigation paths on our sites), and utilization of cookies and other tracking technologies. This information is primarily aggregated and anonymized for analytics, system administration, security auditing, and continuous improvement of our digital services to support the preparatory community.
3. How We Use Your Information: Detailed Purposes of Data Processing
The information collected by KONOSIONI ARTS AND IDEAS PREPARATORY COMMUNITY SCHOOL is processed based on legitimate educational interest, contractual necessity, legal obligations, and, in certain cases, explicit consent from the data subject or parent/guardian. The following is a comprehensive enumeration of the specific purposes for which we use the collected data.
A. Fulfillment of Educational and Contractual Obligations: The primary use of PII and Educational Data is to provide the educational services, integrated curriculum, and specialized preparatory programming as stipulated in the enrollment agreement. This includes managing student instruction, developing personalized learning plans, administering assessments, issuing academic transcripts and reports, tracking attendance, and facilitating safe movement and activity coordination across the campus and during field trips.
B. Administrative and Operational Management: Parent and financial data are used for all core administrative functions, including tuition billing and collection, managing financial aid programs, performing necessary internal accounting and auditing, and maintaining accurate records required for operational licensing and accreditation purposes. Employee data is used for payroll processing, benefits administration, internal human resources management, and compliance with labor laws.
C. Safety, Security, and Wellness: Health, emergency contact, and certain employee/volunteer background check data are critical for ensuring the safety and well-being of the entire community. This data is used to respond immediately to medical emergencies, manage student allergies and chronic conditions, maintain a secure campus environment, and comply with all required child protection and campus safety regulations. This processing is based on a vital interest in protecting the life and health of students and staff.
D. Communication and Community Engagement: We use contact information (email, phone, address) to facilitate essential communication between the school and families. This includes sending critical announcements, sharing student progress reports, distributing newsletters regarding our arts and ideas programs, scheduling mandatory meetings, and promoting school events (e.g., the Festival of Ideas, dramatic performances) that are integral to our community experience.
E. Targeted Program Improvement and Assessment: Educational and performance data are analyzed internally, often in anonymized or pseudonymized form, to rigorously evaluate the effectiveness of our unique arts-integrated curriculum and preparatory models. This analysis allows us to measure student mastery, identify areas for pedagogical refinement, and continuously enhance the quality of our educational services, fulfilling our mission of providing an unparalleled learning experience.
F. Marketing, Development, and Alumni Relations: Contact information may be used, with appropriate consent mechanisms in place, for marketing our preparatory programs to prospective families, soliciting donations for the School’s development fund, and maintaining relationships with alumni, keeping them informed of the School’s progress and opportunities for continued engagement. Recipients have the right to opt-out of these communications at any time.
G. Legal Compliance and Risk Management: All collected data is processed as necessary to comply with applicable federal, state, and local laws, including reporting requirements for educational institutions (FERPA, etc.), tax authorities, and other regulatory bodies. Data is also used for internal risk management, investigation of potential misconduct, and in response to valid legal requests, court orders, or subpoenas.
4. Data Sharing and Disclosure: Principles of Limited and Necessary Distribution
KONOSIONI ARTS AND IDEAS PREPARATORY COMMUNITY SCHOOL is deeply committed to limiting the disclosure of Personal Identifiable Information. Data is only shared when absolutely necessary to fulfill the School’s educational, administrative, or legal obligations, or when explicitly authorized by the parent or guardian, in strict accordance with FERPA guidelines.
A. Third-Party Service Providers (Contractual Necessity): We utilize a limited number of meticulously vetted third-party providers who perform essential functions on our behalf. These include, but are not limited to, providers for: * Secure online learning management systems (LMS) hosting our integrated curriculum. * Administrative and financial software for tuition management and billing. * Secure health record management systems for compliance. * Cloud storage and IT maintenance services for data hosting. * Background check services for staff and volunteers.
These service providers are bound by strict contractual obligations to use the data only for the provision of services as directed by KONOSIONI, and they are required to implement and maintain equivalent security and confidentiality safeguards, prohibited from selling or using the data for their own secondary purposes, ensuring FERPA compliance.
B. Successor Educational Institutions (FERPA Right): Upon a student’s transfer, we disclose academic records, transcripts, and necessary administrative data to the subsequent school or preparatory program where the student enrolls, a process explicitly permitted under FERPA to facilitate the continuity of the student’s education.
C. Legal and Regulatory Compliance (Mandatory Disclosure): We will disclose information when legally required to do so, such as in response to a court order, subpoena, valid search warrant, or regulatory request from a government agency. We may also disclose data if we believe such action is necessary to: * Comply with the law or legal process served on the School. * Protect and defend the rights, property, or safety of KONOSIONI, our students, employees, or the public, particularly in cases of imminent harm or threat. * Enforce our agreements, policies, and terms of service.
D. Health and Safety Emergencies (Vital Interest): In cases involving an emergency where the health or safety of a student or other individuals is at risk, we may disclose relevant health or contact information to medical professionals, law enforcement, or designated emergency contacts without prior consent, based on the vital interest of the data subject or another person.
E. Community Partners (Limited Sharing with Consent): For specific, enriching educational opportunities related to our mission, such as student mentorship programs with local organizations or participation in specialized community art projects, limited, non-sensitive student PII may be shared with the partner organization, but only after obtaining specific, written consent from the parent or guardian detailing the scope and purpose of the data sharing.
F. Anonymized and Aggregated Data: We may share aggregated, statistical, and de-identified information that cannot be reasonably used to identify any individual student or person. This aggregated data is used for research, reporting on the efficacy of our programs, and analytical purposes related to educational trends and preparatory outcomes.
5. Data Security and Retention: Our Institutional Safeguards
KONOSIONI ARTS AND IDEAS PREPARATORY COMMUNITY SCHOOL implements a robust, multi-layered security framework, encompassing technical, physical, and organizational safeguards, all designed to protect the confidentiality, integrity, and availability of personal data against unauthorized access, destruction, use, modification, or disclosure. We recognize that the trust placed in us is paramount, particularly concerning highly sensitive student educational records.
A. Technical Security Measures: Our digital infrastructure utilizes industry-standard cryptographic technologies, including Secure Socket Layer (SSL) encryption for all data transmitted across our website and online portals. We employ strong access control mechanisms, multi-factor authentication for sensitive systems, advanced firewalls, and comprehensive intrusion detection and prevention systems. Our IT systems undergo regular vulnerability assessments and penetration testing conducted by external security experts to identify and remediate potential weaknesses proactively, ensuring that our data security practices evolve alongside technological threats.
B. Physical Security Measures: Physical access to paper records and primary data centers on the Deland campus is strictly controlled. Records are stored in locked cabinets within restricted, monitored areas. All staff and authorized personnel are required to use electronic access control systems (e.g., key cards or biometrics) to enter sensitive data storage zones, and all visitors, as outlined on our Contact Us page, must follow strict sign-in and identification protocols to maintain the physical integrity of the campus environment.
C. Organizational and Policy Measures: Security is reinforced through strict internal policies and procedures. All KONOSIONI employees and third-party contractors who handle data are required to sign comprehensive confidentiality agreements and undergo mandatory, annual data privacy and security awareness training, emphasizing FERPA and COPPA compliance standards. Access to student PII is governed by the principle of least privilege, meaning staff members are only granted access to the specific data necessary to perform their required educational or administrative functions.
D. Data Retention and Destruction Policy: We retain personal information only for as long as is strictly necessary to fulfill the purposes for which it was collected, to satisfy any legal, accounting, or reporting requirements, or to fulfill the legitimate educational interests of the student (e.g., maintaining transcripts). The required retention period is determined by considering the quantity, nature, and sensitivity of the data, the potential risk of harm from unauthorized use or disclosure, and applicable legal requirements. Once the required retention period expires, the data is subject to secure destruction or permanent anonymization. Electronic records are purged using industry-standard wiping methodologies, and physical records are securely cross-shredded and incinerated to prevent unauthorized recovery, ensuring data is irrecoverable and protecting the privacy of our community members in perpetuity.
6. Your Rights and Choices: Exercising Data Control
As an individual whose data is processed by KONOSIONI ARTS AND IDEAS PREPARATORY COMMUNITY SCHOOL, you possess specific legal rights concerning the control and access of your Personal Identifiable Information and educational records, primarily governed by the Family Educational Rights and Privacy Act (FERPA) for student data.
A. Right of Access and Inspection (FERPA): Parents and eligible students (aged 18 or attending postsecondary school) have the right, under FERPA, to inspect and review the student’s educational records maintained by the School. You must submit a written request to the Head of School detailing the records you wish to review. The School will comply with the request without unnecessary delay and in no case more than 45 days after receiving the request.
B. Right to Request Amendment of Records (FERPA): If a parent or eligible student believes that an educational record is inaccurate, misleading, or violates the student’s privacy rights, they have the right to request that the School amend the record. The School will decide whether to amend the record as requested. If the School decides not to amend the record, the parent or eligible student has the right to a formal hearing on the matter.
C. Right to Opt-Out of Directory Information (FERPA): KONOSIONI may designate certain student information (e.g., name, address, participation in official activities, honors and awards) as “Directory Information,” which can be disclosed without prior consent unless the parent or eligible student explicitly objects. We provide an annual notice of this designation, and parents/eligible students have the right to opt-out of the disclosure of Directory Information within a specified timeframe.
D. Marketing Opt-Out: You maintain the right to object to the use of your contact information for non-essential communications, such as fundraising or marketing materials promoting our preparatory programs. All such electronic communications will contain a clear, functional “unsubscribe” link allowing you to opt-out of future communications immediately and without penalty.
E. Withdrawal of Consent: Where processing of non-essential data (e.g., usage of photos for marketing purposes) is based on explicit consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
F. Procedure for Exercising Rights: To exercise any of these rights, especially those under FERPA, a formal, written request must be submitted to the KONOSIONI ARTS AND IDEAS PREPARATORY COMMUNITY SCHOOL Administration, specifically addressing the Head of School, Dr. Evelyn Reed, via the email info@kaipc.help or by postal mail to the school address. The request must clearly identify the data subject, the specific right being exercised, and sufficient detail to allow the School to locate the relevant records and verify the identity of the requester. The School reserves the right to verify the identity of the person making the request to ensure the privacy and security of the data subject.
7. Children’s Privacy (COPPA and FERPA Compliance)
As an educational institution serving children, KONOSIONI ARTS AND IDEAS PREPARATORY COMMUNITY SCHOOL adheres strictly to the requirements of the Children’s Online Privacy Protection Act (COPPA) and the Family Educational Rights and Privacy Act (FERPA), which provide significant protections for the data of students under the age of 13 and all educational records, respectively.
A. Parental Consent under COPPA: Our official website and digital platforms are designed for the use of the general preparatory community, including parents and adult staff. We do not intentionally collect Personal Identifiable Information directly from children under the age of 13 through these public-facing digital properties without parental consent, unless the collection is explicitly permitted under a recognized COPPA exception. Any student-facing online educational tool or platform utilized by the School to deliver our integrated curriculum is used either under the COPPA “school official” exception (where the school acts as the parent’s agent in consenting to the collection of the student’s PII for educational purposes) or is a service that meets the rigorous privacy standards mandated for K-12 educational technology providers. We conduct due diligence to ensure all third-party educational applications used in the classroom are compliant with these stringent privacy regulations.
B. FERPA’s Role in Protecting Educational Records: FERPA governs the privacy of all student educational records, regardless of the student’s age, and provides parents (and eligible students) with the right to control the disclosure of those records. KONOSIONI treats all educational records, including the work product created in our arts and ideas integrated programs, as confidential and requires written parental consent before disclosing PII from a student’s educational record, except under specific circumstances permitted by FERPA (e.g., disclosure to school officials with a legitimate educational interest, or to successor schools upon transfer).
C. Parental Access to Information: Consistent with FERPA, parents have the right to access, review, and request amendment of their child’s educational records. Parents who have concerns regarding our compliance with COPPA or FERPA, or who wish to review the types of information collected about their child through School-provided services, are encouraged to contact the Head of School in writing using the procedures outlined in Section 6. Our commitment to these federal laws underscores our institutional dedication to protecting the academic journey and personal data of every young learner in our preparatory community.
8. International Data Considerations
While KONOSIONI ARTS AND IDEAS PREPARATORY COMMUNITY SCHOOL is physically located and primarily serves the community in Deland, Florida, our digital platforms and potential interaction with families or alumni abroad necessitate an acknowledgment of international data protection standards. To the extent that our operations involve the processing of personal data from individuals residing in the European Economic Area (EEA) or other jurisdictions with comprehensive privacy laws (such as the GDPR), we commit to processing that data in a manner consistent with those high standards, relying on recognized legal grounds such as explicit consent, contractual necessity, or legitimate educational interest, and ensuring appropriate safeguards are in place for any data transfers outside of those territories.
9. Changes to this Policy and Contact Information
A. Policy Revisions: KONOSIONI ARTS AND IDEAS PREPARATORY COMMUNITY SCHOOL reserves the right to update and amend this Privacy Policy periodically to reflect changes in our data handling practices, technology evolution, or legal and regulatory requirements. We will notify the preparatory community of any material changes to this Policy by posting the updated version on our website, accompanied by a revision date, and by providing direct notification via email to primary parent/guardian contacts when significant changes are implemented. We encourage all members of our community to review this Policy periodically to remain informed about how we are protecting their information.
B. Formal Contact for Privacy Concerns: If you have any specific questions, concerns, complaints, or require further clarification regarding this comprehensive Privacy Policy, our data handling practices, or wish to exercise any of your data rights (especially those under FERPA), please direct all formal written correspondence to the Head of School, who serves as the designated Data Protection Contact for KONOSIONI:
Data Protection Contact (Head of School) KONOSIONI ARTS AND IDEAS PREPARATORY COMMUNITY SCHOOL 320 S SPRING GARDEN SUITE E CMB 141 DELAND, FL 32720-5087 Email: info@kaipc.help
We commit to investigating and resolving any complaints regarding our use of your personal data in compliance with the principles contained in this Policy and in accordance with applicable law, maintaining the integrity and trust of the KONOSIONI preparatory community.
This Privacy Policy was last updated on December 5, 2025.