PRIVACY STATEMENT

The Marvin Ridge High School Parent-Teacher-Student Organization (MRHS PTSO) recognizes the importance of safeguarding personal data and information of students and their families. This policy outlines the MRHS PTSO’s commitment to maintaining the confidentiality, integrity, and availability of such data and ensuring responsible information handling by the MRHS PTSO Board and Committee members.

Scope

This policy applies to all MRHS PTSO board and committee members of the School PTSO who have access to personal data about students and their families.

 

Policy Objectives:

  • Confidentiality: Ensure that personal data is accessed, used, and shared only by authorized individuals for legitimate purposes.
  • Integrity: Prevent unauthorized modification, alteration, or destruction of personal data.
  • Availability: Ensure that authorized individuals have access to personal data when required.
  • Compliance: Adhere to applicable laws and regulations regarding data protection and privacy.

Policy Guidelines:

  • Access Control:
  • Personal data should only be accessible to MRHS Board and Committee members who require it to fulfill their responsibilities.
  • Access to personal data should be granted based on role-based permissions and reviewed periodically by the Board President. 

  • Data Handling:
  • Personal data must be used solely for legitimate purposes related to the PTSO's activities.
  • Avoid sharing personal data via unencrypted email or other insecure means of communication.
  • Electronic copies of personal data (i.e., reports created and/or downloaded from Membership Toolkit) should remove all personal information that is not necessary to provide the services and/or products to the families and/or students. 
  • Physical copies of personal data must be stored securely and not left unattended. Once physical copies of personal data are no longer needed, they should be disposed of in a timely and secure manner. 

  • Data Protection:
  • Through the Membership Toolkit platform, measures to protect personal data from unauthorized access have been implemented, including unique username and password.

  • Data Sharing:
  • Personal data should only be shared with authorized parties and for approved purposes.
  • Obtain explicit consent from individuals before sharing their personal data, whenever applicable.

Incident Reporting

Any suspected or confirmed security incidents involving personal data must be reported to MRHS PTSO President immediately.

Training and Awareness

MRHS PTSO Board and Committee members are required to read and acknowledge the Information security Policy statement upon approval to serve in their role and prior to receiving administrative access to the Membership Toolkit platform. Further, all MRHS PTSO Board and Committee members are expected to foster a culture of awareness regarding the importance of data security and privacy.

Data Retention

Personal data should be retained only for as long as necessary to fulfill the purposes for which it was collected. Inactive contact records will be reviewed on a periodic basis and at least semi-annually, and information maintained in “outdated” contact records will be manually deleted.

Regular Review

The MRHS PTSO Board will periodically review and assess the effectiveness of the information security controls and practices to ensure ongoing compliance with this policy. Further, on an annual basis, the MRHS PTSO Board will review and approve the MRHS PTSO Privacy Notice and MRHS PTSO Information Security Policy Statement to reflect changes in technology, regulations, and organizational requirements.

Policy Enforcement

Non-compliance with this information security policy statement may result in removal from the MRHS PTSO and Committee, MRHS PTSO membership,  and legal consequences if applicable.



MRHS PTSO Board Approval Date: 09/08/23

 

 

SECURITY STATEMENT

The Marvin Ridge High School Parent-Teacher-Student Organization (MRHS PTSO) is committed to protecting the privacy and security of your personal information. This privacy notice explains how we collect, use, disclose, and safeguard the personal information that you provide to us through your Membership Toolkit user account. By interacting with the MRHS PTSO, you consent to the practices described in this notice.

Information We Collect

We may collect the following types of personal information which we collectively refer to as “contact information”

  • First and last name.
  • Phone number
  • Email Address
  • Address
  • Student Names

How We Use Your Information

We use the collected information for the following purposes:

  • Communication: We use your contact information to keep you informed about MRHS PTSO meetings, events, fundraisers, and other events relevant to your family.
  • Orders: We use your contact information to fulfill orders you place, including senior packages, spiritwear, etc.
  • Expense Reimbursement: We use your contact information to process authorized reimbursement requests.
  • Event Planning: We use your contact information to plan and organize MRHS-related activities that you and your family may be interested in.
  • Record Keeping: We use your contact information to maintain accurate records of PTSO member participation and engagement..

Disclosure of Your Information:

We understand the importance of keeping your personal information confidential. We do not sell, trade, or otherwise transfer your information to outside parties. However, there are instances where disclosure may be necessary, such as:

  • Service Providers: We may share your information with trusted service providers,including Membership Toolkit, who support the MRHS PTSO website and help us manage our communications and organize events. For additional information about the Membership Toolkit data privacy policy click here. 
  • Legal Requirements: We may disclose your information if required by law or in response to a valid legal request.
  • Directory: Where you have opted into the PTSO Directory, your contact information will be made available for viewing by other Membership Toolkit users associated with MRHS PTSO.

Data Security

We take data security seriously and implement reasonable measures to protect your information from unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet or electronic storage is 100% secure.

Your Responsibilities

You are responsible for protecting access to your MRHS PTSO membership toolkit user account information and notifying the MRHS PTSO Board if you notice inaccuracies in your contact information that you are not able to correct within the Membership Toolkit platform.

Your Rights

You have the right to:

  • Access the personal information we hold about you and your family.
  • Correct any inaccuracies in your information.
  • Opt out of including your contact information in the MRHS PTSO directory
  • Opt out of receiving certain communications from us.

Contact Us

If you have any questions, concerns, or requests regarding your personal information, please contact us at mrhspresident@gmail.com .

Changes to this Privacy Notice:

We may update this privacy notice from time to time to reflect changes in our practices or legal requirements. We will post the updated notice on our website and, if necessary, notify you via email.

By having a Membership Toolkit user account associated with the Marvin Ridge High School PTSO, you agree to the terms outlined in this privacy notice.

 

Last Updated 09/6/2023