FERPA Compliance Statement

Overview

The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records. APEX Team Manager is designed to support schools in meeting their obligations under FERPA when using the Service for athletic program communication.

APEX Team Manager operates as a "school official" under FERPA, providing a service that the school would otherwise use its own employees to perform. We access student data only as needed to provide the Service and are subject to the same restrictions on re-disclosure that apply to other school officials.

Student Data We Process

In the context of school athletic programs, APEX Team Manager may process the following student information:

• Student name and email address
• Team membership and roster information
• Game attendance and availability responses
• Athletic performance statistics entered by coaches
• Messages sent and received within team channels
• Photos shared in team photo albums

We do not access grades, transcripts, disciplinary records, or other academic education records. The Service is limited to athletic program communication and management.

School Control Over Data

Schools retain full control over student data within APEX Team Manager:

• Access control: School administrators determine who can access the platform by managing invitations, join codes, and user accounts. Only authorized school personnel can view audit logs of student communications.
• Data visibility: Student data is visible only within the school's tenant. No data is shared between schools. Multi-tenant architecture ensures complete data isolation.
• Moderation: School administrators and coaches can moderate content, remove messages, and manage user permissions within their teams.
• Data export: School administrators can export all data associated with their school, including messages, rosters, calendars, and scores, in standard formats.
• Data deletion: School administrators can delete individual user accounts, deactivate teams, or request complete deletion of all school data. We will process deletion requests within 30 days.
• Retention policies: Schools can configure data retention periods. The season rollover feature allows schools to archive or delete previous season data.

Our Commitments

As a service provider handling student data, APEX Team Manager commits to the following:

• We will not use student data for any purpose other than providing the Service as directed by the school.
• We will not sell student data or use it for targeted advertising.
• We will not disclose student data to third parties except as directed by the school, required by law, or as necessary to provide the Service (e.g., cloud infrastructure for hosting).
• We will implement and maintain reasonable security measures to protect student data, including encryption in transit and at rest.
• We will notify the school within 72 hours of discovering any data breach affecting student records.
• We will return or delete student data upon termination of the school's subscription, per the school's instructions.
• We will cooperate with schools in responding to parent requests to inspect, review, or amend student records.

Parental Rights Under FERPA

Under FERPA, parents of students under 18 have the right to:

• Inspect and review their child's education records, including data stored within APEX Team Manager
• Request correction of records they believe to be inaccurate or misleading
• File a complaint with the U.S. Department of Education regarding alleged failures to comply with FERPA

Parents should direct requests regarding their child's data to their school's athletic department or school administrator, who can access and manage student records within APEX Team Manager.

Washington Student Data Privacy

In addition to FERPA, APEX Team Manager is designed to comply with the Washington Student Data Privacy Act (WSDPA). We are prepared to execute Student Data Privacy Agreements (SDPAs) with Washington state school districts. Schools in other states with similar student data privacy laws should contact us to discuss compliance requirements.

Data Processing Agreements

We offer Data Processing Agreements (DPAs) to schools that require them. DPAs formalize our commitments regarding data handling, security, and compliance. To request a DPA, contact us at privacy@oakslakegroup.com.

Contact

For questions about our FERPA compliance practices or to request a Data Processing Agreement, contact us at privacy@oakslakegroup.com.