Privacy Policy

Effective Date: January 1, 2025

OURCHIVES Strategic Literacy Institute ("OURCHIVES," "we," "us," or "our") is committed to protecting the privacy of the families we serve. This Privacy Policy explains how we collect, use, share, and safeguard personal information when you use our website, enroll in our programs, or communicate with us.

By using our website or enrolling in any OURCHIVES program, you agree to the practices described in this policy.

1. Information We Collect

We collect the following types of personal information when you register for our tutoring or Camp Confidence programs:

• Parent or Guardian Information: Full name, email address, phone number, and mailing address.
• Child Information: Child's first and last name, age, grade level, and any relevant learning needs or preferences shared during enrollment.
• Program Preferences: Selected program (tutoring or camp), preferred schedule, subject areas, and add-on selections.
• Payment Information: Billing name and address. Credit or debit card details are collected and processed securely by our payment processor (see Section 4) and are never stored on our servers.
• Communications: Any messages, questions, or feedback you send to us via email, phone, or our website.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Enrollment and Program Delivery: To process registrations, place children in appropriate programs, and match students with peer circles and instructors based on grade level and learning needs.
• Communication: To send enrollment confirmations, schedule updates, program reminders, and important announcements related to your child's participation.
• Payment Processing: To process tuition payments, issue receipts, and manage billing for program fees and add-ons.
• Program Improvement: To evaluate and improve our tutoring and camp programs based on enrollment trends and parent feedback.
• Legal Compliance: To comply with applicable laws and regulations, including child safety requirements.

3. Payment Processing

All payments for OURCHIVES programs are processed through Stripe, a PCI-DSS compliant payment processor. When you submit payment information through our enrollment forms, your credit or debit card details are transmitted directly to Stripe over an encrypted connection.

We never store, log, or have access to your full card number, CVV, or other sensitive payment credentials. Stripe handles all payment data in accordance with the Payment Card Industry Data Security Standard (PCI-DSS). For more information, please review Stripe's Privacy Policy.

4. Third-Party Services

We work with a limited number of trusted third-party service providers to operate our programs. These providers only receive the information necessary to perform their specific functions and are contractually obligated to protect your data:

• Stripe: Payment processing. Stripe receives payment card information and billing details to process transactions securely. Stripe does not share your financial data with us beyond transaction confirmations.
• GoHighLevel: Customer relationship management (CRM). We use GoHighLevel to manage parent communications, enrollment records, scheduling, and follow-up messages. Parent and child information stored in GoHighLevel is used solely for program administration and communication.

We do not sell, rent, or trade your personal information to any third parties for marketing or advertising purposes.

5. Data Retention and Deletion

We retain personal information only for as long as necessary to fulfill the purposes described in this policy:

• Active enrollment data is retained for the duration of your child's participation in our programs and for a reasonable period afterward to handle any follow-up needs.
• Financial records are retained as required by applicable tax and accounting regulations.
• Communication records are retained for up to two years after your last interaction with us, unless a longer retention period is required by law.

You may request deletion of your personal information at any time by contacting us at info@LetsBuildOurchives.com or by calling 678-761-0000. We will process deletion requests within 30 days, except where retention is required by law.

6. Children's Privacy (COPPA Compliance)

OURCHIVES is committed to complying with the Children's Online Privacy Protection Act (COPPA). Our programs serve children ages 6 through 15, and we take the following measures to protect their privacy:

• We do not collect personal information directly from children. All enrollment information is provided by a parent or legal guardian.
• We do not allow children to create accounts or submit information through our website without parental involvement.
• Child information (name, age, and grade level) is collected solely for the purpose of program enrollment, peer circle matching, and instructor assignment.
• We do not use children's information for marketing purposes.
• Parents may review, update, or request deletion of their child's information at any time by contacting us.

If you believe we have inadvertently collected information from a child without proper parental consent, please contact us immediately so we can delete it.

7. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These measures include:

• Encrypted data transmission (HTTPS/TLS) across our website and enrollment forms.
• Access controls limiting employee and contractor access to personal data on a need-to-know basis.
• Secure, PCI-DSS compliant payment processing through Stripe.

While we strive to protect your information, no method of electronic transmission or storage is completely secure. We encourage you to contact us promptly if you suspect any unauthorized access to your account or data.

8. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you and your child.
• Correction: Request that we update or correct inaccurate information.
• Deletion: Request that we delete your personal information, subject to legal retention requirements.
• Opt-Out: Unsubscribe from non-essential communications at any time by following the unsubscribe link in our emails or by contacting us directly.

To exercise any of these rights, please contact us using the information provided below.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make significant changes, we will update the effective date at the top of this page and, where appropriate, notify you by email. We encourage you to review this policy periodically.

10. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

OURCHIVES Strategic Literacy Institute
Atlanta, GA
Email: info@LetsBuildOurchives.com
Phone: 678-761-0000
Web: LetsBuildOurchives.com