Privacy Policy

Aspen Academy, a Colorado non-profit corporation (the “School,” “we,” “us,” or “our”), is committed to being a good steward of your privacy. This Privacy Policy applies to personally identifiable information (“PII”) the School collects when you (or any student for whom you are responsible) visits our website (https://www.aspenacademy.org/), enrollment management system, volunteer management system, and/or family portal (collectively, “Sites”), as well as the information you provide via the Sites, in person, in writing, or over the phone. This Privacy Policy outlines the PII we may collect, how this information is processed, and the choices available regarding the use of this information. It also explains the rights you may have over the way the information is used.

Information Privacy Principles

We abide by the following principles to protect your privacy (and that of any student for whom you are responsible):

We only collect the PII that is necessary to fulfill our educational mission.
We only use your PII for the purposes specified in this Privacy Policy, unless you provide additional specific consent.
We only maintain your PII for as long as it is necessary to effect the purposes for which it was collected, consistent with our data retention protocols and any legal obligations we may have.
We do not share your PII with third parties, except as specified in this Privacy Policy and as consistent with our internal data protection and information retention practices.

Information Collected

The PII we collect depends on the reason you provide it and the way you (or any student for whom you are responsible) uses our Sites, products, or services. We collect and/or receive PII in the ways described below.

Types of PII Collected

We may collect the following types of PII that is unique to you (or any student for whom you are responsible):

PII you provide, including your name, address, email address, telephone number, and other PII.
PII you provide when inquiring about career opportunities, including information contained in any document you may submit.
PII you (or as parent or guardian of a student) provide regarding a student’s information, including the student’s name, date of birth, allergies or restrictions, immunizations, and attendance.
Payment information. Our third-party payment processors collect and store your billing address and payment card information, but we do not have access to, nor do we process, such information.
Records and copies of your correspondence, if you contact us, including forms you download from our Sites and submit to us via email.

Automatically Collected Information

Our Sites may automatically collect information about your use of the Sites (and that of any student for whom you are responsible) that does not personally identify you. This information includes the following:

Sites activity. When you browse our Sites, we may collect your IP address, geolocation, browser type, operating system, referring URLs, page views, date and time of visit, length of session, and other usage details.
Device. When you browse our Sites, we may collect information about your device, including the type of computer or device, operating system and version, carrier and location, and similar information.

Collection Methodologies

We may collect information about you (and any student for whom you are responsible) (i) when you inquire about activities or services, (ii) automatically when you visit our Sites (iii) post content onto our Sites/social media platforms, (iv) provide information directly, (v) attend our events, and (vi) when you contact us in any way.

Sites usage data is captured using first and third-party cookies and other tracking technologies to determine the popularity of products/services and online activity (hereinafter, “cookies”). Additionally, we use cookies for Sites optimization, fraud/security purposes, and advertising.

Information Use

We may use information you provide us, and we collect about you (and any student for whom you are responsible), in many ways, including:

To provide you with information, products, or services you requested.
To present our Sites and their contents to you.
To improve our services, develop new features, and enhance the user experience.
To send communications regarding marketing and promotions.
To facilitate enrollment or employment.
To communicate with parents or guardians of students in case of emergency, and otherwise keep parents or guardians informed about the academic and physical well-being of the student for whom they are responsible.
For any other administrative purpose, including internal record keeping.
To carry out our obligations and enforce our rights arising from any contracts between you and us.
To permit a merger, sale, or acquisition of all or a portion of our assets.
To comply with applicable laws, regulations, or legal processes and respond to lawful requests or inquiries from government authorities or other public bodies.
In any other way we may describe when you provide the information.
For any purposes with your consent.

Aggregated Data Use

We may use aggregated data for research purposes without restriction. For example, we may monitor traffic patterns, usage of the Sites and services and related information to optimize user experience of the Sites and services, and we may give aggregated statistics to third parties. We may do this because the aggregated data will not personally identify you and, therefore, not constitute PII for data privacy purposes.

Information Sharing and Disclosure

We do not share or sell your PII to third parties and will disclose it only in the following ways:

To our subsidiaries and affiliates.
To a successor in the event of a sale or transfer of some or all of the School’s assets, whether as a going concern or as part of bankruptcy or similar proceeding, in which PII held by the School about our Sites’ users is among the assets transferred.
To third-party service providers we use to support our educational mission, including Microsoft Pilot, Microsoft Advertising, Microsoft Clarity, Google Analytics, and Google Ads. We may share both PII and automatically collected information with our third-party service providers when reasonably necessary for the uses described in this Privacy Policy as consistent with our internal data protection and information retention practices.
If required to do so by law, court order, or other legal processes, or if we believe that such disclosure is necessary to protect our rights, property, or safety, or the rights, property, or safety of others.
For any other purpose disclosed by us when you provide the information.
With your consent.

Third-Party Cookies

Students use technology and often access educational web-based programming for educational purposes. As a result, various web-based third parties, may use cookies, alone or in conjunction with web beacons or other tracking technologies, to collect information about you when you use our Sites. The information they collect may be associated with PII or they may collect information, including PII, about your (or that of a student for whom you are responsible) online activities over time and across different websites and other online programming. They may use this information to provide you (or a student for whom you are responsible) with interest-based (behavioral) advertising or other targeted content. We do not control these third parties’ tracking technologies or how they may be used. If you have any questions about an advertisement or other targeted content, you should contact the responsible provider directly. You can opt out of the collection and use of this information through tools like Network Advertising Initiative Opt-Out Page.

Your Choices Regarding Use and Disclosure

We give you choices regarding how your PII (and that of the student for whom you are responsible) is used. These choices include:

Cookies.  Cookies are small data files stored by your web browser on your hard drive. You may refuse to accept browser cookies by activating the appropriate setting on your browser. If you select this setting, however, you may be unable to access parts of our Sites. Unless you have adjusted your browser setting so that it will refuse cookies, our system will attach cookies when you direct your browser to our Sites. For more information on cookies and how to adjust your privacy and security settings, visit https://www.aboutcookies.org/how-to-control-cookies/ or access the “help” menu on your browser.

Promotional Offers from the School.  If you wish for the School to not use your email address/contact information to promote our own or third-party products or services, you may opt out by checking the relevant box located on the data collection form, or by sending an email stating you wish to opt out to privacy@aspenacademy.org. If you receive a promotional email, you may reply asking to be omitted from future email distributions.

Analytics. We use analytics providers such as Google Analytics to collect and analyze information about visitor interactions with our Sites. To opt out of Google Analytics’ aggregation and analysis of your information, please click here.

Microsoft Clarity and Microsoft Advertising. We partner with Microsoft Clarity and Microsoft Advertising to capture how you use and interact with our Sites through behavioral metrics, heatmaps, and session replay to improve and market our products and services.

Colorado Privacy Rights

If you are a resident of Colorado, and if you share PII with us, you (and the student for whom you are responsible) have the rights listed below, which you may exercise by contacting us at the address provided at the bottom of this Privacy Policy.

Right of access:  You may request details about your PII held by us.

Right of correction: You may request to edit and update inaccurate PII, and we will comply with your request.

Right to deletion: You may request that we delete your PII. We may be unable to delete your PII unless we also delete your user account or otherwise end our services to you. We may not accommodate a request to change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect.

Right to data portability: We will provide, at your request and free of charge, your PII to you, and to the extent technically feasible, in a structured, commonly used and machine-readable format.

Right to Opt Out. You have the legal right to opt out of (i) the processing of PII for targeted advertising, (ii) the sale of PII, and/or (iii) profiling in furtherance of decisions that produce a legal or similarly significant effect. You may request to opt out from future targeted advertising by checking the relevant box located on the data collection form. Upon receiving an opt-out request, we will act upon the request as soon as feasibly possible.

To further exercise any of these rights, you can contact us by email at privacy@aspenacademy.org or by calling us at 303-346-3500.

Security Practices

We take appropriate security measures to protect your PII from unauthorized access, disclosure, alteration, or destruction consistent with our internal data protection and information retention practices. These measures include physical, technical, and administrative safeguards designed to maintain the confidentiality and integrity of your information.

The safety and security of your information also depends on you. You are responsible for keeping any password to access the Sites confidential.

No information transmission over the internet or electronic storage is entirely secure. Thus, while we strive to safeguard your information, we cannot guarantee security of your information. Any transmission of PII is at your own risk. We are not responsible for circumvention of any privacy settings or security measures contained on the Sites.

Changes to this Policy

We reserve the right to modify this Privacy Policy at any time. If we make material changes to this Privacy Policy, we will notify you by posting the updated Privacy Policy on our Sites or through other appropriate means. Your continued use of our services after the effective date of any revised policy constitutes your acceptance of the changes. The date the Privacy Policy was last revised is identified at the top of the page. You are responsible for ensuring we have an up-to-date, active, and deliverable email address for you, and for periodically visiting our Sites and this Privacy Policy to check for any changes.

Parental Rights and Children Under 13

Before a student under 13 provides PII to us, we obtain verifiable parental consent, unless an exception under COPPA applies (for example, when the school acts as the parent’s agent for educational use).

Parents and guardians have the right to review their student’s PII, exercise the rights detailed herein, and refuse to allow further collection or use of their student’s PII.

Parents or guardians may exercise these rights by contacting us at privacy@aspenacademy.org or by calling us at 303-346-3500. If consent is not provided, the student’s access to certain features of the Sites and educational services may be limited.

Please note that certain features of our Sites allow for the posting of testimonials, photos, and videos. If you are posting any materials to our Sites, you may not post any materials showing or depicting a child unless you are either the parent and/or guardian of that student and authorized to post such material.

Contact Us

To exercise any of you rights under Colorado law, or if you have any questions or concerns regarding your privacy or that of the student for whom you are responsible, please do not hesitate to contact us at privacy@aspenacademy.org or by calling us at 303-346-3500