CodaTools is committed to protecting and respecting your privacy. We collect student data only as necessary to operate our platform for legitimate educational purposes. We do not sell or market student information, and we comply with the Children’s Online Privacy Protection Act (COPPA) and other relevant laws.

1. Who We Are

CodaTools is a web-based platform that supports music educators in managing student records, inventory, event logistics, and communication. We work exclusively with schools and authorized staff and are committed to secure and lawful data handling.

2. Our Commitment to COPPA

We do not knowingly collect personal information directly from children under 13. Any data concerning children under 13 is entered by authorized school personnel who act as the parent’s agent, in compliance with COPPA.

3. Information We Collect

Authorized school users may enter the following information into CodaTools:

• Student name
• Grade level
• Email address (optional)
• Instrument assignments
• Locker or equipment details
• Event participation and volunteer signups
• Transaction and balance records
• Parent/guardian contact info (optional)

4. How We Use Student Information

We use student data solely for educational purposes, including:

• Scheduling, event planning, and participation tracking
• Managing inventory, lockers, uniforms, and instruments
• Maintaining fee or transaction records
• Allowing authorized communication with families

5. How We Obtain Consent

Schools or districts using CodaTools serve as the official data controller under COPPA and FERPA. We operate under agreements with these institutions, who are responsible for securing appropriate parental consent where required.

6. Data Sharing and Disclosure

We do not sell or share student information with third parties for advertising. We may share limited data:

• With authorized school personnel
• With third-party vendors supporting infrastructure (e.g., hosting, email services) under strict confidentiality
• When required by law or legal process

7. No Third-Party Advertising

CodaTools does not allow behavioral advertising, retargeting, or profiling. No data is shared for marketing purposes. We explicitly prohibit third-party marketing to users or students.

8. Data Security

We use industry best practices to safeguard data, including:

• Secure HTTPS encryption
• Role-based access controls and logging
• Encrypted user credentials
• Regular system updates and backups

9. Data Retention and Deletion

Schools may request deletion of student records at any time. Inactive records are retained only as long as necessary for the intended educational purpose or as required by school policy.

10. Parental Rights

Parents may request to review or delete their child's personal information. All such requests must be made through the school or district, which serves as the data controller.

11. Role of Schools and Data Processing

CodaTools acts as a data processor. The school or district acts as the data controller and is responsible for maintaining FERPA and COPPA compliance, including obtaining consent, managing user access, and responding to parent inquiries.

12. Changes to This Policy

We may revise this Privacy Policy periodically. Any material changes will be communicated to school administrators via email and through in-app notifications. The “Last Updated” date will always reflect the latest version.

13. Contact Us

If you have questions or concerns about this policy, please contact:

CodaTools Administrator
Zachary Petty
support@codatools.org