Privacy Policy
General Privacy Policy
Voces Digital (“Voces”, “we”, “us” or “our”) provides a platform and web-based resources for use in an educational setting. In providing our wide-ranging service, and considering the usefulness of personal information, we have established an information protection policy to protect our user’s rights and interests.The term “personal information” as used in this policy shall mean any information that enables us to identify you, directly or indirectly, by reference to an identifier such as your name, email, school, location data, unique Voces identifier or one or more factors specific to you.
For the purposes of the EU General Data Protection Regulation 2016 (the “GDPR”) Voces Digital is the controller of personal information and responsible for our websites.
TLDR; Version
First off, Voces will never sell any user data. Period. We collect as little information about our users as possible to provide access and support. Student personal information is restricted to first name, last name, and their User ID. When setting up an account teachers can use as little as a single letter for each name field. Student data is only accessible to their teacher and Voces staff. It will never be shared with outside sources, unless all identifiers are removed and the data is aggregated. (Example: 17259 students viewed Video A.) If you have any questions about the data stored by Voces, please email help@vocesdigital.com. Thank you. Now for the longer, more technical version...
What information do we collect?
We use different methods to collect personal information from and about you including through:
- Personal information you give us. You may give us your personal information including name and contact details, by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal information you provide when you register to use Voces or give us feedback.
- Personal information we collect. As you interact with our Site, we may automatically collect technical information about your equipment, browsing actions and patterns, the date you have accessed our Site, the website you have visited before visiting our Site, your browser, OS, IP address, and the domain name. We collect this personal information by using cookies, server logs and other similar technologies.
Regarding Cookies
Like many websites, we use ‘Cookies’ to make our Site more convenient to our customers.
Cookies are small pieces of data that are transferred between a Web server and your Web browser, and stored on your computer or mobile device as a file.
We use Cookies for the following purposes.
- Remembering whether you are a teacher or a student.
- To detect your timezone so that we can provide accurate dates and times.
- To store device specific user settings such as menu position or folder visibility.
What teacher information do we collect?
- First and Last Name
- Email Address
- School Name
- Phone Number
- State/Country
- Class Names
- Student Information (See Below)
- Any pages, assignments, or data entered into Voces.
How do we process teacher information?
We will use your personal information for the following purposes:
- To confirm your identity;
- To respond to your questions and provide related customer services;
- To monitor and protect the security of our information, systems and network;
- For internal business intelligence purposes, to conduct research, product development and enhancement;
- To inform you of changes made to our Site and other services;
- To ensure that content from our Site is presented most effectively for you and your computer;
- Enable you to search information on our Site; and
- Improve our Site.
What student information do we collect?
- First and Last Name (or initials)
- Any activity submission made in Voces.
How do we process student information?
We will use student personal information for the following purposes:
- To confirm your identity;
- To respond to your questions and provide related customer services;
- To monitor and protect the security of our information, systems and network;
How do we use de-indentified student information?
We will use general student information (without personal information) for the following purposes:
- For internal business intelligence purposes, to conduct research, product development and enhancement; and
- Improve our Site.
Emails
From time to time, we may send out emails (to teachers only) for promotion purposes to announce updates, news, contests, and events. Our customers may opt-out of receiving these emails. We may use a third-party service provider to send out emails or to communicate smoothly with our customers. For a smoother communication, we may share information, such as your email address, to the service provider for this limited purpose only.
How do we share teacher information?
Your personal information will be treated as being strictly confidential. We may share your personal information with the parties set out below for the purposes set out in this policy:
- An employee of Voces or our parent company, Teacher’s Discovery;
- New teachers looking for a reference, but only after confirmation with you.
We will never sell any teacher or student data.
How long do we retain information?
Teachers - We will store your personal information, in a form which permits us to identify you, for a minimum of one year after a subscription expires. Information may be kept longer for historical purposes. Upon request, we will delete your personal information from our systems within three business days.
Students - We will store your personal information, in a form which permits us to identify you, for a maximum of 90 days after the teacher's subscription expires and 30 days after a class is deleted. This process is automated nightly to ensure that data is not kept longer than necessary. This time-period is in place so that students do not lose work in the event of an administrative oversight on renewal. Upon request, we will delete your personal information from our systems within a 3 business days. A teacher may also delete student data as desired.
Backups - Backups of all data are kept for seven days.
Regarding SSL
Our Site uses ‘SSL’ to protect personal information. By using a browser that supports security functions, when you access to our Site and enter personal information including your name and e-mail address, and this information is transferred to our server, the information is automatically encrypted when transmitted and received by servers. Therefore if the transmitted data is intercepted by a third party, there is no need to worry about the content being stolen.
If you use a browser that does not support SSL, you may not be able to access our Site or input information.
Your Data Rights
Your data is... your data. At any time you may contact help@vocesdigital.com to request information about the data we have, correct any data, or request that the data be erased. Teachers and parents may request reviews or corrections for their students. Students may request reviews or corrections for themselves, either directly or through their teacher.
Successor Entities
Voces will only contract with companies who follow these privacy policies. Any companies that could have access to personal information will have signed privacy agreements with Voces. In the event that a company is contracted which does not adhere to these policies users will be given a choice whether to send data to them or not.
Current Service Providers Include:
- Quantum Services Group - Server Hosting
- Edlink - LMS Integration
- A-Team Systems - Server Monitoring Support
- Google Analytics - Traffic Statistics
- Clarity - Usage Analysis
- Datadog - Error Monitoring
- Vimeo - Video Delivery
- Youtube - Video Delivery
Regarding the Clarity Service
We partner with Microsoft Clarity to capture how teachers use and interact with our website through behavioral metrics, heatmaps, and session replay to improve our services. Website usage data is captured using first and third-party cookies and other tracking technologies. This data is used for site optimization purposes. This service will only run on teacher accounts. For more information about how Microsoft collects and uses your data, visit the Microsoft Privacy Statement.
Guidelines for Children Under 13 (COPPA)
To ensure the protection of children under the age of 13 Voces Digital adheres to the following policies:
- As Voces is used in an educational setting, it is expected that a teacher has received parental permission before creating a student's account.
- While first and last name are used as identifiers for a student, teachers have the option to provide as little as one letter for both first and last names.
- No contact information is collected from students.
- Students have no access to public forums or social networking. All student work is contained within the teacher's account.
- Voces will never advertise to a student.
- We do not distribute any personally identifiable information about students to third parties.
- Parents have the right to review their student's stored data and may request for it to be deleted.
All data is encrypted both in transit and at rest.
Data is stored with a hosting company that is: Policy Compliant - SOC 2 Type 2 Audited, HIPAA Audited, and PCI Compliant
Data servers are stored in a facility with the folowing security measures:
Minimize Risk of Loss and Theft
- 24/7/365 Manned Facility
- Closed Circuit TV Security Cameras
- Monitored 24/7/365 by 3rd Party Security Company
- Site Entrance Controlled by Electronic Perimeter Access Card System
- High Security Facilities
- Data Centers Privately Owned and Operated
- Disaster Neutral Geographic Locations
- Office Space Separate from Data Center Space
- Advanced Proximity Credentials Required to Access Data Center
- All Employees Receive Full Background Check
- Key Locked Physical Server Rack Enclosures
- Component Level Redundancy Available for Hard Drives
- Hot and Cold Spare On-site Servers Available
- Exterior Entrances Secured by Mantraps with Interlocking Doors
- Access to the Data Center Space Requires Secure Credentials
- Multiple N+1 MPS Generators
- Multiple Fuel Contracts Ensure Fuel Availability for Generators
- Multiple N+1 UPS Systems with 30 Minute Minimum Runtime.
- Server Chassis Feature Redundant Power Supplies
- Server Chassis Have A/B Power Configurations
- Four 10 Megawatt Feeds Available
- Diverse Paths from Substation
Your European privacy rights
For European residents only. We collect and process personal information about you only where we have a legal basis for doing so under applicable data protection law, including under the GDPR. The legal bases will depend on the purpose for which we process your personal information. This means we collect and use your personal information only where:
- We need it to provide the services, including to operate the Site, provide customer support and personalized features and to protect the safety and security of the Site;
- It satisfies a legitimate interest (which is not overridden by your rights and interests), such as for research and development, to market and promote the Site and to protect our legal rights and interests;
- You give us consent to do so for a specific purpose; or
- We need to process your personal information to comply with a legal obligation.
We may use your email address to send you newsletter or marketing emails. We assume your consent when you first provide your personal information by signing up for a trial or purchasing a subscription. You can opt out by following the unsubscribe instructions included in these emails, or you can contact us using the Contact Us page on our Site.
In certain circumstances, you have rights under the GDPR in relation to your personal information.
- Request access to your personal information. You may have the right to request access to any personal information we hold about you as well as related information, including the purposes for processing the personal information, the recipients or categories of recipients with whom the personal information has been shared, where possible, the period for which the personal information will be stored, the source of the personal information, and the existence of any automated decision making.
- Request correction of your personal information. You may have the right to obtain without undue delay the rectification of any inaccurate personal information we hold about you.
- Request erasure of your personal information. You may have the right to request that personal information held about you is deleted.
- Request restriction of processing your personal information. You may have the right to prevent or restrict processing of your personal information.
- Request transfer of your personal information. You may have the right to request transfer of personal information directly to a third party where this is technically feasible.
Breach Procedures
In the unlikely event that there is a data breach, teachers will be notified by email and both teachers and students will be notified with a message prior to logging into Voces.
Contact Us
If you have any questions regarding our policy or privacy practices, please contact us by email at help@vocesdigital.com, phone at 800-484-0256, or mail at 2741 Paldan Drive, Auburn Hills, MI 48326.
Changes to this Policy
We may update this policy to reflect changes to our information practices. Any material changes will be indicated on the user login pop-up with a requirement to consent while logging in. We encourage you to periodically review this page for the latest information on our privacy practices.
Kids Privacy Assured by PRIVO: COPPA Safe Harbor Certification and Student Digital Privacy Program
Voces Digital is a member of the PRIVO Kids Privacy Assured Program (“the Program”) for COPPA Safe Harbor Certification and Student Digital Privacy Program. PRIVO is an independent, third-party organization committed to safeguarding children's personal information collected online.
COPPA Safe Harbor Certification
The Program certification applies to the digital properties listed on the validation page that is viewable by clicking on the PRIVO COPPA certification Seal. The certification Seal posted on this page indicates Voces Digital has established COPPA compliant privacy practices and has agreed to submit to PRIVO’s oversight and consumer dispute resolution process. If you have questions or concerns about our privacy practices, please contact us at 800-848-0256 or privacy@vocesdigital.com. If you have further concerns after you have contacted us, you can contact PRIVO directly at privacy@privo.com.
Student Digital Privacy Assured
The Program applies to the digital properties listed on the validation page that is viewable by clicking on the PRIVO Student Digital Privacy Verified Shield. The PRIVO Student Digital Privacy Assured Program supports EdTech providers to comply with key student digital privacy regulations, including Family Educational Rights and Privacy Act (“FERPA”), Protection of Pupil Rights Amendment (“PPRA”) Student Online Personal Information Protection Act (“SOPIPA”), California AB 1584 Education Code section 49073.1 – Privacy of Pupil Records: 3rd-Party Digital, California Education Code 49073.6 – Collection of student information from social media and Student Privacy Pledge. The Program includes regular monitoring of its members.
LMS Usage & Privacy Policy
Currently we offer limited integrations with Google Classroom, Canvas, and Schoology. Below you will find the scope of our integration and the areas in the LMS that we will read or write.- Teacher Data (read-only) - Teacher data is read to create a link to the account for Single Sign-On as well as to retrieve all additional data points listed here.
- Classes (read-only) - We are able to read the class names from your LMS for the purpose of creating thoses classes in Voces.
- Roster Data (read-only) - We read the student names and ids to add them to your classes, allow Single Sign-On, and provide a match for grade syncing.
- Assignments (write-only) - This is used to sync assignments created in Voces with your LMS.
- Grades (write-only) - We use this to sync grades from Voces into your LMS. Grades are only able to be sync'd for assignments that were created in the LMS by Voces.
This is the full extent of Voces' scope of access to your LMS. In the event that this scope is changed, all users will be notified by email.
If you or your administrator have any questions about the usage of your LMS data by Voces please email help@vocesdigital.com
