Privacy Policy

1. Introduction

FormVault (“we,” “our,” or “us”) provides digital form management software for school athletic departments. This Privacy Policy explains how we collect, use, disclose, and protect information when you use our platform. We are committed to safeguarding the privacy of students, parents, and school staff who interact with our services.

2. Information We Collect

We collect information necessary to deliver and improve our services:

• Account information: Name, email address, school or district affiliation, and role (athletic director, coach, administrator).
• Athlete data: Student names, grade levels, sport participation, clearance status, physical examination records, and parental consent documentation uploaded by authorized school staff.
• Usage data: Log files, IP addresses, browser type, pages visited, timestamps, and actions taken within the platform (form views, signatures, downloads).

3. How We Use Your Information

We use the information we collect to:

• Provide and maintain the FormVault platform and its features.
• Process and store athletic clearance forms, signatures, and related documents on behalf of your school or district.
• Send transactional communications such as form reminders, signature requests, and account notifications.
• Maintain an audit trail to support FERPA compliance and district record-keeping obligations.
• Improve platform performance, diagnose technical issues, and develop new features based on usage patterns.

4. FERPA Compliance

FormVault processes student education records on behalf of schools and districts that are subject to the Family Educational Rights and Privacy Act (FERPA). In this capacity, FormVault acts as a “school official” with a legitimate educational interest as permitted under FERPA (20 U.S.C. § 1232g; 34 CFR Part 99).

Student data is never shared with third parties without explicit consent from the school or as otherwise required by law. FormVault maintains a complete, tamper-proof audit trail of all access to student records, which can be exported at any time by authorized administrators to support FERPA compliance reviews.

5. Data Security

We implement industry-standard security measures to protect your data:

• All documents and student records are encrypted at rest using AES-256-GCM encryption.
• All data in transit is protected with TLS 1.2 or higher.
• Our infrastructure operates on SOC 2 compliant cloud services with strict access controls and logging.
• Role-based access controls ensure that coaches, staff, and administrators can only access data within their designated scope.

6. Data Retention

We retain your data for as long as your account is active and for two years following account closure, unless a longer retention period is required by law or requested by your school or district. After the applicable retention period, data is permanently deleted from our systems and backups within 30 days.

7. Your Rights

Depending on your jurisdiction, you may have rights to access, correct, or request deletion of personal data we hold about you. School administrators may also request data exports or deletions on behalf of students in accordance with FERPA. To submit a request, contact us at privacy@formvault.net.

8. Cookies

FormVault uses minimal session cookies required for authentication and platform functionality, and optional analytics cookies to understand how the platform is used. We do not use advertising or third-party tracking cookies. For full details, see our Cookie Policy.

9. Contact

If you have questions about this Privacy Policy or how we handle your data, please contact our privacy team at privacy@formvault.net.