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Privacy Policy

 

Effective date: September 16, 2025
Covers: harmony.education and harmonyed.com (the “Sites”) and our parent/guardian dashboard and related services.

Who we are. “Harmony Education Services” (“Harmony,” “we,” “us,” “our”)
Address: 485 S Main St, Suite 102, Springville, UT 84663
Contact: compliance@harmonyed.com

This single‑page notice explains what we collect, why, how we share and protect it, and your choices. We operate in the United States only and store data in the U.S. This policy covers programs currently offered in Alaska, Utah, Idaho, Indiana, Tennessee, Montana, Minnesota, and engagements in North Carolina and Hawaii (limited services).

1) Who uses our Sites

 

Our Sites and portal are designed for parents/guardians and school partners. Children do not use the Sites today.

2) The information we collect

 

Parent/Guardian (both parents, if provided):

  • Full legal name; email; phone and secondary phone; residential and mailing address; membership in an educational co‑op (if provided); guardian relationship to the student; optional photographs.
  • Harmony‑generated IDs; parent signature and acknowledgments.

Student (each child):

  • Full legal name (first/middle/last), preferred name; birthdate; previous grade level; gender; whether pursuing a high school diploma; current school and school district; home address.
  • IEP/504: whether a plan exists and any volunteered details the parent provides. (IEP/504 details are shared internally on a need‑to‑know basis, typically with a paraeducator supporting the child; schools/mentors receive only information the parent authorizes us to share.)
  • Optional photo.

Account & service records:

  • Harmony‑generated parent/student IDs; chat transcripts; email correspondence with Harmony; records of education‑allowance transactions (direct purchases, vendor purchases, receipts, reimbursements) for school accountability.

Documents (state/program‑dependent):

  • Proof of residency, birth certificate, immunization records, high‑school transcript. We collect to verify and transfer to the student’s school with parental consent and do not retain these documents beyond what is necessary to verify and transfer per program requirements.

Device/technical data:

  • IP address and basic usage logs; cookies and similar technologies for operations/analytics (e.g., Google Analytics 4), security (reCAPTCHA), performance (CDN/web fonts), and error tracking (Sentry). We may display social embeds.

We do not collect Social Security numbers, precise geolocation, or payment card numbers via the parent portal. If a school or vendor requires additional elements, we process only as authorized by the parent/guardian or school and applicable law.

3) Sources of information

 

  • Parents/Guardians via forms, uploads, chat, and email.
  • Schools/districts under our agreements (see FERPA below).
  • Service providers that operate our systems (hosting, analytics, communications) or help fulfill program services.

4) How we use information (purposes)

 

  • Program operations: enrollment/application processing; eligibility; scheduling; family support; mentor/teacher coordination.
  • Education allowance administration: enabling approved purchases; monitoring spend for school accountability; processing receipts and reimbursements.
  • Vendor provisioning at parent direction: creating necessary accounts with curriculum/service vendors using minimal parent/student details.
  • Accessibility & accommodations: supporting students consistent with IEP/504 needs on a need‑to‑know basis.
  • Communications: account notices, program updates, and support. You may opt out of marketing emails at any time.
  • Security & integrity: fraud prevention, incident detection, audits.
  • Analytics & service improvement: GA4 and internal metrics to improve features and reliability.
  • Legal compliance and recordkeeping.

We do not sell personal information and do not use personal information for cross‑context behavioral advertising/targeted ads. We do not train AI models on personal information.

5) How we share information

 

  • Schools/districts: to run the program, verify eligibility, process enrollment, and comply with audits.
  • Service providers (processors): hosting/infrastructure (e.g., Vercel/Cloudways), database/storage (e.g., Neon), communications, analytics (GA4), security (reCAPTCHA), and error tracking (Sentry). These providers must use the data only to perform services for Harmony and protect it appropriately.
  • Vendors at guardian request: with parent/guardian direction, we may share limited parent/student details to create accounts with curriculum or service providers.
  • Legal & safety: to comply with law, enforce policies, and protect rights and safety.
  • Business transfers: if we restructure or merge; we will continue to protect the information as described here.

6) Photos & media

 

We collect photos of students and parents/guardians for identity and program support. We do not post student photos publicly without consent. Photos may be accessible to Harmony staff, a family account, and—where appropriate—teachers/schools to support services.

7) FERPA & school data

 

When we provide services to public schools/districts, we act as a “school official” under FERPA and similar state student‑privacy laws: we use education records only for the school’s authorized educational purposes; we restrict access to need‑to‑know personnel; and we do not further disclose except as permitted by law and our agreements.

8) Children’s privacy (COPPA)

 

Our Sites are intended for parents/guardians. We collect children’s information from parents/guardians or schools to provide educational services. If we later enable student logins or collect personal information directly from a child under 13, we will provide COPPA‑compliant parental notice and obtain verifiable parental consent before collection (subject to applicable school authorization). We limit child data to educational purposes and retain it only as needed.

9) Parent / guardian choices

 

  • Email preferences: you can unsubscribe from marketing messages at any time (account/operational emails will still arrive).
  • Browser controls: you can manage cookies through your browser settings. We do not use targeted advertising cookies.
  • Questions or requests: contact compliance@harmonyed.com. Where applicable law grants privacy rights (e.g., access, correction, deletion), we will respond consistent with that law. If your request concerns school‑controlled records, we may route it through your school.

10) Retention

 

We keep personal information only as long as needed for the purposes above and to meet legal, accounting, and school‑contract requirements. Examples:

  • Program records & transaction history: retained while your family participates and for required recordkeeping thereafter.
  • IEP/504 details: retained only as needed to provide services and per school/district requirements; access is limited.
  • Verification documents (residency, birth certificate, immunizations, transcripts): collected to verify and transfer to the school and not retained beyond that need, except brief archival where required by law or audits.
  • Logs: retained for security/operations on a limited rolling basis.

11) Security

 

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit/at rest, role‑based access/least privilege, staff training, background checks for certain service providers, vendor due diligence, audit logging, and an incident‑response process. No system is perfectly secure; if a breach occurs, we will follow applicable notification laws.

12) U.S.‑only operations

 

We serve U.S. schools and families and store data in the United States. While some vendors are global companies, we conduct our services for U.S. programs and use U.S. data centers where applicable.

13) Changes to this Policy

 

If we make material changes, we will post the updated policy at harmony.education/privacy (covering both Sites) with a new effective date and, when appropriate, provide additional notice.

14) Contact

 

Harmony Education Services
485 S Main St, Suite 102
Springville, UT 84663
compliance@harmonyed.com

This policy is for general information and transparency. Certain programs may include additional notices or contracts (e.g., FERPA school‑official addenda). This document does not create contractual rights beyond those stated.