PARENTS' BILL OF RIGHTS FOR DATA PRIVACY AND SECURITY
The Southampton UFSD is committed to protecting the privacy and security of student, teacher, and principal data. In accordance with New York Education Law § 2-d, parents, legal guardians and persons in parental relation to a student are entitled to certain rights with regard to their child’s personally identifiable information. The School District wishes to inform the school community of the following rights:
1. A student's personally identifiable information cannot be sold or released for any commercial purposes.
2. Parents have the right to inspect and review the complete contents of their child's education record maintained by Southampton UFSD.
3. State and federal laws protect the confidentiality of personally identifiable information, and safeguards associated with industry standards and best practices, including but not limited to, encryption, firewalls, and password protection, must be in place when data is stored or transferred.
4. A complete list of all student data elements collected by the State is available for public review at:
Or by writing to the Office of Information & Reporting Services, New York State Education Department, Room 863 EBA, 89 Washington Avenue, Albany, New York 12234.
Parents have the right to have complaints about possible breaches of student data addressed. Complaints should be directed to:
Southampton Union Free School District
Chief Privacy Officer
70 Leland Lane
Southampton, NY 11968
Supplemental Information Regarding Third-Party Contractors:
In the course of complying with its obligations under the law and providing educational services, Southampton UFSD has entered into agreements with certain third-party contractors. Pursuant to such agreements, third-party contractors may have access to "student data" and/or "teacher or principal data.” Each contract the Agency enters into with a third party contractor where the third party contractor receives student data or teacher or principal data will include information addressing the following:
- The exclusive purposes for which the student data or teacher or principal data will be used;
- How the third party contractor will ensure that the subcontractors, persons or entities that the third party contractor will share the student data or teacher or principal data with, if any, will abide by data protection and security requirements;
- When the agreement expires and what happens to the student data or teacher or principal data upon expiration of the agreement;
- If and how a parent, student, eligible student, teacher or principal may challenge the accuracy of the student data or teacher or principal data that is collected; and
- Where the student data or teacher or principal data will be stored (described in such a manner as to protect data security), and the security protections taken to ensure such data will be protected, including whether such data will be encrypted.
Third Party Contractors are required to:
- Provide training on federal and state law governing confidentiality to any officers, employees, or assignees who have access to student data or teacher or principal data;
- Limit internal access to education records to those individuals who have a legitimate educational interest in such records.
- Not use educational records for any other purpose than those explicitly authorized in the contract;
- Not disclose personally identifiable information to any other party (i) without the prior written consent of the parent or eligible student; or (ii) unless required by statute or court order and the third-party contractor provides a notice of the disclosure to the New York State Education Department, board of education, or institution that provided the information no later than the time the information is disclosed, unless providing notice of the disclosure is expressly prohibited by the statute or court order;
- Maintain reasonable administrative, technical and physical safeguards to protect the security, c onfidentiality a n d integrity of personally identifiable student information in its custody;
- Use encryption technology to protect data while in motion or in its custody from unauthorized disclosure as specified in Education Law §2-d;
- Notify Southampton UFSD of any breach of security resulting in an unauthorized release of student data or teacher or principal data, in the most expedient way possible and without unreasonable delay;
- Provide a data security and privacy plan outlining how all state, federal and local data security and privacy contract requirements will be implemented over the life of the contract;
- Provide a signed copy of this Bill of Rights to Southampton UFSD thereby acknowledging that they aware of and agree to abide by this Bill of Rights.
This Bill of Rights is subject to change based on regulations of the Commissioner of Education and the New York State Education Department’s Chief Privacy Officer, as well as emerging guidance documents.
The above content can be downloaded and printed in the pdf link here Parent's Bill of Right for Data Privacy and Security
Third Party Vendor Agreement can be downloaded here.