EdHive Privacy Policy

Last Updated: 11/26/2024

1. Introduction

Welcome to EdHive ("we," "us," or "our"), a platform developed and owned by Region 16 Education Service Center. EdHive serves as a central hub offering applications for educational institutions and small to medium-sized businesses, including but not limited to contract management and FMLA (Family and Medical Leave Act) management systems. Our mission is to provide impactful, low-cost solutions to enhance operational efficiency and support educational and business needs.

We are committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website https://edhive.net and https://edhive.app and use our services (collectively, the "Services"). It also outlines your rights and choices regarding your personal information.

By accessing or using our Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access the website or use our Services.

Key Definitions

For the purposes of this Privacy Policy:

  • "Account" means a unique account created for you to access our Services or parts of our Services.

  • "Cookies" are small files placed on your device (computer or mobile device) by a website, containing details of your browsing history on that website among its many uses.

  • "Data Controller" refers to EdHive (Region 16 Education Service Center) as the legal entity that determines the purposes and means of processing Personal Information.

  • "Personal Information" (also referred to as "Personally Identifiable Information" or "PII") means any information that relates to an identified or identifiable individual, such as a name, email address, phone number, or other contact information.

  • "Processing" means any operation or set of operations performed on Personal Information, whether or not by automated means, such as collection, recording, organization, storage, retrieval, use, disclosure, or deletion.

  • "Services" refers to the EdHive website, applications, and any related services provided by us.

  • "Single Sign-On (SSO)" is an authentication process that allows a user to access multiple applications or services with one set of login credentials. Once you log in through SSO, you can access all authorized applications without needing to log in again for each one.

  • "User" (also referred to as "you") means the individual accessing or using our Services.

  • "Website" refers to EdHive's website, accessible at https://edhive.net.

Acknowledgment

By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy. This Privacy Policy has been created to comply with applicable laws and regulations, including but not limited to the Texas Public Information Act, the California Online Privacy Protection Act (CalOPPA), the Children's Online Privacy Protection Act (COPPA), and other relevant federal and state laws.

2. Information We Collect

We collect various types of information to provide and improve our Services to you. This includes:

a. Personal Information

General Personal Information

When you use our Services, we may ask you to provide certain personally identifiable information that can be used to contact or identify you. This information may include, but is not limited to:

  • Name

  • Email Address

  • Phone Number

  • Organization or Company Name

  • Job Title or Role

  • Authentication Information: Unique identifiers associated with your Single Sign-On (SSO) account (e.g., Google or Microsoft ID).

Sensitive Personal Information

Through certain applications within EdHive, such as the FMLA Tracker+, we may collect sensitive personal information necessary to provide the Services. This sensitive information may include:

  • Medical Information: Doctor's notes, medical certifications, diagnoses, treatment details, and other health-related information required under the Family and Medical Leave Act (FMLA) processes.

  • Leave Details: Information regarding the type, duration, and reasons for leave requests.

  • Employee Records: Employment status, work schedules, and related HR information.

Note: We collect this sensitive information only when it is voluntarily provided by you or your organization as part of the FMLA process. We handle all sensitive personal information with the highest level of confidentiality and in accordance with applicable laws and regulations.

b. Non-Personal Information

We may automatically collect non-personal information about how you access and use our Services. This information may include:

  • Usage Data

  • Technical Data

  • Device Information

(As previously detailed.)

c. Cookies and Similar Tracking Technologies

We use Cookies and similar tracking technologies to enhance your experience and provide our Services effectively.

(As previously detailed.)

d. Information from Third Parties

We may receive information about you from third-party services when you choose to link your account with services like Google or Microsoft for SSO purposes.

e. Children's Information

(As previously detailed.)

3. How We Use Your Information

We use the collected information for various purposes:

  • Service Delivery: To provide and maintain our Services, including processing FMLA requests and managing contracts.

  • Compliance: To comply with legal obligations, including employment laws and regulations such as the Family and Medical Leave Act (FMLA) and, where applicable, the Health Insurance Portability and Accountability Act (HIPAA).

  • Security: To protect your information through need-to-know access controls and encryption.

  • Communication: To contact you regarding your account or any Services you have requested.

4. How We Protect Your Information

We implement a variety of security measures to maintain the safety of your personal and sensitive information:

  • Access Controls: Sensitive personal information is accessible only to authorized personnel who require access to perform their job duties ("need-to-know" basis).

  • Encryption: All sensitive data, including medical information, is encrypted both in transit and at rest using industry-standard encryption protocols.

  • Compliance with Laws: We comply with all applicable laws and regulations regarding the handling of sensitive personal information, including FMLA requirements and HIPAA, where applicable.

  • Security Policies: We have strict policies and procedures in place to protect against unauthorized access, alteration, disclosure, or destruction of your personal information.

5. Compliance with Health Information Privacy Laws

We are committed to protecting the privacy and security of your health information. When we collect or handle medical or health-related information through our FMLA Tracker+ application, we comply with all applicable federal and state laws, including:

  • Health Insurance Portability and Accountability Act (HIPAA): Where applicable, we adhere to HIPAA regulations concerning the protection and confidential handling of protected health information (PHI).

  • Family and Medical Leave Act (FMLA) Regulations: We comply with all FMLA requirements regarding the collection, use, and disclosure of medical information for leave purposes.

6. Data Retention

We retain your Personal Information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal obligations, resolve disputes, and enforce our agreements.

a. General Personal Information

Account Information: We retain your account information as long as your account is active and thereafter only as required by law or for legitimate business purposes.

Communication Data: Emails and other communications may be retained for record-keeping purposes.

b. Sensitive Personal Information

FMLA and Medical Information: We retain sensitive personal information collected through our FMLA Tracker+ application in accordance with federal and state laws, including the Family and Medical Leave Act (FMLA) requirements. This information is securely deleted or destroyed when no longer needed or required by law.

c. Anonymized and Aggregated Data

We may retain anonymized and aggregated data indefinitely for statistical purposes without further notice to you.

7. Disclosure of Your Information

We do not sell, trade, or otherwise transfer your Personal Information to outside parties without your explicit consent, except in the following circumstances:

a. Service Providers

We may share your information with third-party service providers who perform services on our behalf, such as:

  • Cloud Storage Providers

  • Email Service Providers

  • Analytics Providers

These service providers have access to your Personal Information only to perform specific tasks on our behalf and are contractually obligated to protect your information.

b. Legal Requirements

We may disclose your Personal Information if required to do so by law or in response to valid requests by public authorities, such as:

  • Compliance with Legal Obligations: To comply with any legal obligation, including subpoenas, court orders, or other legal processes.

  • Protection of Rights: To protect and defend our rights or property, enforce our Terms of Service, or protect the safety of our users.

c. Business Transfers

In the event of a merger, acquisition, reorganization, or sale of all or a portion of our assets, your Personal Information may be transferred. We will notify you via email and/or a prominent notice on our website of any change in ownership or uses of your Personal Information.

d. Consultants and Operational Support

We may share your information with consultants, contractors, and other third parties who perform services on our behalf and require access to your information for operational purposes. This includes:

  • Need-to-Know Basis: We only share your information when there is a legitimate operational need, such as system maintenance, technical support, or other services essential to our operations.

  • Confidentiality Obligations: All consultants and contractors are bound by contractual agreements to maintain the confidentiality and security of your information. They are prohibited from using your Personal Information for any purpose other than providing services to us.

We do not sell, trade, or otherwise transfer your Personal Information to third parties for their marketing or commercial purposes.

e. Government Agencies

We may share information with the Texas Education Agency (TEA), Department of Information Resources (DIR), or other governmental agencies if requested or as required by law.

8. Third-Party Links

Our Services may contain links to third-party websites or services that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every website you visit.

We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

9. Your Rights and Choices

Depending on your jurisdiction, you may have certain rights regarding your Personal Information.

a. Access and Correction

You have the right to access and update your Personal Information at any time by logging into your account or contacting us at support@edhive.net.

b. Data Portability

You may request a copy of your Personal Information in a structured, machine-readable format.

c. Deletion

You may request that we delete your Personal Information. Please note that we may need to retain certain information as required by law or for legitimate business purposes.

d. Opt-Out of Communications

You may opt out of receiving promotional communications from us by following the unsubscribe instructions provided in those communications or by contacting us directly.

e. Non-Discrimination

Region 16 Education Service Center does not discriminate on the basis of race, color, national origin, age, sex, religion, disability, or genetic information.

10. Cookies and Tracking Technologies

We use Cookies and similar tracking technologies to enhance your experience. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.

a. Managing Cookies

Most web browsers allow you to control cookies through their settings preferences. However, if you disable cookies, you may not be able to use all features of our Services.

b. Do Not Track Signals

We honor Do Not Track (DNT) signals and do not track, plant cookies, or use advertising when a DNT browser mechanism is in place.

11. Security of Your Information

We are committed to protecting your Personal Information. We implement administrative, technical, and physical security measures to safeguard your information against unauthorized access, alteration, disclosure, or destruction.

  • Encryption: Data is encrypted both in transit and at rest.

  • Access Controls: Access to Personal Information is restricted to authorized personnel only.

  • Regular Audits: We conduct regular security audits and assessments.

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee its absolute security.

12. Compliance with Laws

We comply with applicable federal and state laws regarding the collection, use, and retention of Personal Information.

a. California Online Privacy Protection Act (CalOPPA)

We comply with CalOPPA by:

  • Allowing users to visit our site anonymously.

  • Providing a conspicuous Privacy Policy on our homepage.

  • Notifying users of any privacy policy changes on our Privacy Policy Page.

  • Honoring Do Not Track signals.

b. Children's Online Privacy Protection Act (COPPA)

Our Services are not intended for children under the age of 13. We do not knowingly collect Personal Information from children under 13. If we become aware that we have collected such information, we will take steps to delete it promptly.

c. Health Insurance Portability and Accountability Act (HIPAA)

Where applicable, we comply with HIPAA regulations concerning the protection and confidential handling of Protected Health Information (PHI).

13. Data Storage and Transfers

Your Personal Information is stored and processed on servers located within the United States, specifically in our data centers in Texas. We do not currently transfer your Personal Information to servers located outside of the United States.

In the event that we engage with third-party service providers or expand our operations in a way that requires transferring your Personal Information outside of the United States, we will:

  • Update This Privacy Policy: We will notify you of any changes to our data storage and transfer practices.

  • Ensure Adequate Protection: We will take all necessary measures to ensure that your Personal Information is treated securely and in accordance with this Privacy Policy and applicable laws, including implementing appropriate safeguards as required by relevant data protection laws.

14. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top.

We may also notify you via email and/or a prominent notice on our Services prior to the change becoming effective.

You are advised to review this Privacy Policy periodically for any changes.

15. Contact Us

If you have any questions or concerns about this Privacy Policy or our practices, please contact us at:

EdHive c/o Region 16 Education Service Center

5800 S. Bell Street

Amarillo, Texas 79118

United States

  • Email: support@edhive.net

  • Phone: 806-677-5000

16. Acceptance of Terms

By using our Services, you signify your acceptance of this Privacy Policy. If you do not agree to this policy, please do not use our Services. Your continued use of the Services following the posting of changes to this policy will be deemed your acceptance of those changes.

17. Governing Law and Jurisdiction

This Privacy Policy and any disputes related thereto shall be governed by and construed in accordance with the laws of the State of Texas, without regard to its conflict of law provisions. By using our Services, you agree that any legal action or proceeding between you and EdHive for any purpose concerning this Privacy Policy or the parties' obligations shall be brought exclusively in a court of competent jurisdiction sitting in Amarillo, Texas.

18. Dispute Resolution

In the event of any dispute or claim relating to this Privacy Policy or our handling of your Personal Information, you agree to first attempt to resolve the dispute informally by contacting us at support@edhive.net. If the dispute is not resolved within 30 days, it shall be settled through binding arbitration in accordance with the rules of the American Arbitration Association. The arbitration shall take place in Amarillo, Texas, and the decision of the arbitrator shall be final and binding.

19. User Responsibilities and Account Security

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You agree to:

  • Notify Us Promptly: Immediately inform us of any unauthorized use of your account or any other breach of security by contacting support@edhive.net.

  • Secure Your Access: Ensure that you exit from your account at the end of each session, especially when accessing the Services from a public or shared computer.

  • Maintain Accurate Information: Provide and maintain true, accurate, current, and complete information about yourself as prompted by the registration process.

We are not liable for any loss or damage arising from your failure to comply with these responsibilities.

20. Limitation of Liability

To the maximum extent permitted by applicable law, EdHive and Region 16 Education Service Center shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including without limitation, loss of profits, data, use, goodwill, or other intangible losses resulting from:

  • Your access to or use of or inability to access or use the Services.

  • Any conduct or content of any third party on the Services.

  • Unauthorized access, use, or alteration of your transmissions or content.

21. Severability

If any provision of this Privacy Policy is held to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions of this Privacy Policy will remain in full force and effect. The invalid or unenforceable provision will be deemed superseded by a valid, enforceable provision that most closely matches the intent of the original provision.

22. Entire Agreement

This Privacy Policy, along with our Terms of Service, constitutes the entire agreement between you and EdHive regarding the use of our Services and supersedes any prior agreements between us relating to such matters.

23. Accessibility

We are committed to ensuring that our Privacy Policy is accessible to individuals with disabilities. If you require this Privacy Policy or any related documents in an alternative format, please contact us at support@edhive.net, and we will provide it in a format that is accessible to you.

24. Definitions

Unless otherwise defined in this Privacy Policy, terms used have the same meanings as in our Terms of Service.

25. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top.

  • Notification of Changes: We may also notify you via email and/or a prominent notice on our Services prior to the change becoming effective.

  • Review Period: Changes to this Privacy Policy are effective when they are posted on this page. Your continued use of the Services after we make changes is deemed to be acceptance of those changes.

26. Effective Date

This Privacy Policy is effective as of 11/26/2024.