privacy policy

Introduction

Germantown Academy ("GA," "we," "our," or "us") is committed to protecting the privacy of our students, parents, guardians, alumni, donors, employees, website visitors, and other members of our community.

This Privacy Policy describes how we collect, use, share, retain, and protect personal information obtained through our website, communications, programs, events, fundraising activities, and other interactions with the School.

This Privacy Policy applies to information collected through the Germantown Academy website and other interactions with the School, unless a separate notice applies.

Please review our separate Cookie Policy for information regarding cookies, pixels, analytics technologies, and advertising technologies used on our website. 

Information We Collect

We may collect personal information directly from you, automatically through your use of our website, and from third-party service providers acting on our behalf.

Depending on your relationship with the School, personal information may include:

• Name
• Postal address
• Email address
• Telephone number
• Employer or professional affiliation
• Donation and fundraising information
• Event registration information
• Communications with the School
• Employment application information
• Website usage information
• Device and browser information
• IP address and related technical information

We may also collect information submitted through forms, surveys, event registrations, inquiries, and other voluntary interactions with the School.

Educational Platforms and Student Information

Germantown Academy utilizes third-party educational and administrative platforms, including educational technology providers, to support admissions, enrollment, student record management, communications, scheduling, advancement activities, and school operations.

Information relating to prospective students, students, parents, guardians, alumni, and other members of the School community may be collected and processed through those platforms.

Such information may be governed by:

• Platform-specific terms and privacy notices
• Applicable contractual obligations
• Applicable educational privacy laws
• School policies and procedures

The School requires service providers supporting educational operations to maintain reasonable privacy and security protections for information processed on the School's behalf.

How We Use Personal Information

We may use personal information to:

• Respond to inquiries and requests

• Administer admissions and enrollment processes
• Provide educational, athletic, artistic, and extracurricular programs
• Communicate with students, parents, alumni, donors, and community members
• Process donations and fundraising activities
• Register participants for events and programs
• Improve website performance and user experience
• Maintain network security and system integrity
• Conduct analytics and reporting
• Comply with legal, regulatory, and contractual obligations
• Protect the safety, security, and interests of the School and its community

Sharing Personal Information

We may disclose personal information to trusted service providers and partners that assist us in operating the School.

These service providers may include:

• Educational technology providers
• Student information system providers
• Website hosting providers
• Cloud service providers
• Payment processors
• Event management platforms
• Email and communication service providers
• Analytics providers
• Security and fraud prevention providers

We may also disclose information when required by law, legal process, court order, or governmental request.

Germantown Academy does not sell personal information for monetary compensation.

Certain website technologies used for analytics, advertising, or social media integrations may constitute "sharing" or "targeted advertising" under certain state privacy laws. Users may manage applicable preferences through our Cookie Policy and website consent tools.

Website Analytics and Online Technologies

GA uses analytics and other website technologies to:

• Measure website performance

• Understand visitor engagement
• Improve content and navigation
• Evaluate communications and outreach efforts
• Maintain website functionality and security

Additional information regarding cookies, analytics, advertising technologies, consent preferences, and tracking tools can be found in our Cookie Policy.

Data Storage and International Transfers

Information may be stored and processed by service providers operating within the United States and, in some cases, other jurisdictions.

When engaging third-party providers, GA seeks to implement reasonable contractual, technical, and organizational safeguards designed to protect information and support lawful processing activities.

Data Retention

Germantown Academy retains personal information only for as long as reasonably necessary to fulfill educational, operational, legal, regulatory, security, archival, or business purposes.

Retention periods vary based upon:

• The nature of the information
• Applicable legal requirements
• Educational and operational needs
• Security requirements
• Litigation or investigation holds

When information is no longer required, it is securely deleted, anonymized, or otherwise disposed of in accordance with School procedures.

Your Privacy Rights

Depending upon your state of residence and applicable law, you may have certain privacy rights regarding personal information maintained by the School.

These rights may include:

Right to Know

The right to request information regarding the categories of personal information collected, used, disclosed, or shared. 

Right to Access

The right to request access to personal information maintained about you.

Right to Correction

The right to request correction of inaccurate personal information.

Right to Deletion

The right to request deletion of certain personal information, subject to applicable legal exceptions.

Right to Data Portability

The right to request a copy of personal information in a portable format where required by law.

Right to Opt Out

The right to opt out of certain targeted advertising, sharing, or profiling activities where applicable.

Right Against Discrimination

The School will not discriminate against individuals for exercising applicable privacy rights.

Appeals

If a request to exercise privacy rights is denied, individuals may submit an appeal by contacting the School using the contact information below.

The School will review appeals in accordance with applicable law and School procedures.

Global Privacy Controls

Where required by applicable law, Germantown Academy will evaluate and respond to recognized browser-based privacy signals, including Global Privacy Control (GPC) signals, in accordance with applicable legal requirements.

Children's Privacy

Germantown Academy recognizes the importance of protecting children's privacy.

Where required by law, the School seeks parental or guardian consent before collecting information from children and implements safeguards appropriate to educational environments and online services used by the School.

Security

GA maintains administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, or destruction.

Although no security system can guarantee absolute security, the School continually evaluates and enhances its security practices and safeguards.

Changes to This Policy

Germantown Academy may update this Privacy Policy periodically to reflect changes in School operations, technology, legal requirements, or privacy practices.

Contact Information

Questions regarding this Privacy Policy or requests concerning privacy rights may be directed to GA1759@germantownacademy.org.