At Indian Hill School District, protecting student privacy is not just a policy requirement — it is a core commitment. We understand that families entrust us with sensitive information about their children, and we take that responsibility seriously. Our goal is to be transparent about how we collect, use, and safeguard student data so that you can feel confident your child's information is protected.
What Information We Collect
The district collects student information necessary to support learning and school operations, including:
- Directory information such as name, address, phone number, date and place of birth, grade level, participation in activities and sports, and honors and awards received (as defined in Board Policy 8330)
- Academic records are maintained in our student information system
- Assessment data stored on state testing platforms and approved district systems
How We Use Student Data
Student data is used solely to support educational services and school operations. This includes activities such as instruction, assessment, communication with families, and compliance with state and federal reporting requirements.
How We Protect Student Data
The district has a robust protocol for student account creation and management. We utilize a secure single sign-on system and automated rostering tools to create student accounts only when students begin using an approved instructional resource. Accounts are automatically updated and deactivated when a resource is no longer in use or when a student leaves the district, minimizing unnecessary access to student information.
All systems containing student data are protected with secure passwords and two-factor authentication where available. Every software product used by Indian Hill that collects or stores student information is selected through a rigorous vetting and approval process and is governed by a Student Data Privacy Agreement that complies with Ohio state law and clearly defines how vendors must handle, protect, and limit the use of student data.
In addition, staff members receive annual training on FERPA requirements and state data privacy laws, and the district follows a formal review and approval process for any new software or service provider prior to use with students.
What We Will Never Do
- We do not sell student data
- We do not share student data with third parties outside of approved educational partners who have signed data privacy agreements
- We do not allow student data to be used for advertising or non-educational purposes
Your Rights as a Parent
Under Board Policy 8330, you have the right to review your child's educational records, request an explanation of those records, and ask for corrections if information is inaccurate or misleading. You may also opt out of media releases that include your child's photo or video.
When a student graduates or leaves the district, records are retained in accordance with schedules established under guidance from the Ohio Historical Society.
Our Ongoing Commitment
Protecting student data is an ongoing priority. This statement is reviewed annually to ensure it accurately reflects current district practices, technologies, and legal requirements. As tools and regulations evolve, we remain committed to maintaining the highest standards of data privacy and communicating openly with families about any changes.
Questions?
For general questions about student data privacy, contact the District Office at 513-272-4500.
For questions about specific software platforms and their data protections, contact Mark Richardson, Director of Technology, at mark.richardson@ihsd.us.
All board policies may be accessed at indianhill.esvsoftware.com/BoardofEducation.aspx