Privacy Policy

Overview

ConexED ("we," "us," or "our") provides a student success platform designed for higher education institutions. This Privacy Policy describes how we collect, use, store, and protect information when you use our platform and visit our website. We are committed to transparency about our data practices and to protecting the privacy of students, faculty, staff, and institutional administrators who interact with our services.

This policy applies to all users of the ConexED platform, including institutional administrators who configure the system, advisors and faculty who use it to support students, and students who interact with scheduling, messaging, and advising features. By using ConexED, you agree to the practices described in this policy.

ConexED serves as a data processor on behalf of the educational institutions that license our platform. Each institution remains the data controller for student educational records processed through ConexED. This distinction is critical for understanding data governance responsibilities under FERPA and other applicable regulations.

Information We Collect

We collect information in several categories depending on your role and how you interact with ConexED. For institutional administrators and staff, we collect account credentials, professional contact information, role assignments, and configuration preferences. For students, we process information provided by the institution, including student IDs, enrollment data, contact information, and academic records necessary for advising and early alert functionality.

When you use the ConexED platform, we automatically collect usage data including login timestamps, pages visited, features used, appointment history, and interaction logs. This data helps us maintain service quality, troubleshoot issues, and improve the platform. We also collect device information such as browser type, operating system, and IP address for security and diagnostic purposes.

Through integrations with your institution's student information system, learning management system, and identity providers, we may receive student demographic data, course enrollment information, grades, attendance records, and authentication tokens. The specific data elements depend on which integrations your institution has enabled and configured.

On our marketing website, we collect standard analytics data including page views, referral sources, and interaction patterns. We use cookies and similar technologies for website analytics and to remember your preferences. You can control cookie settings through your browser.

How We Use Information

We use the information we collect to provide, maintain, and improve the ConexED platform. This includes powering core features like appointment scheduling, early alert workflows, communication tools, and analytics dashboards. Student data processed through ConexED is used exclusively to deliver the services contracted by your institution.

We use usage analytics to identify performance issues, optimize the user experience, and inform product development. Aggregate, de-identified usage statistics may be used to create benchmarks and reports that help institutions understand how they compare to peers. These reports never contain personally identifiable information.

We use contact information for institutional administrators to communicate about service updates, maintenance windows, new features, and account management. We do not use student contact information for marketing purposes. Students may receive notifications through ConexED only as configured by their institution, such as appointment reminders or advisor messages.

Data Sharing

ConexED does not sell, rent, or trade personal information or student data to third parties. Period. This is a foundational commitment, not a negotiable term. Student educational records belong to the institution and its students, and we treat them accordingly.

We share data only in the following limited circumstances. First, with the educational institution that is our customer, as they are the data controller. Second, with service providers who help us operate the platform, such as cloud infrastructure providers, under strict contractual obligations that limit their use of the data. Third, when required by law, such as in response to a valid subpoena or court order. Fourth, in connection with a merger, acquisition, or sale of assets, with advance notice to affected institutions.

All third-party service providers who may access data are bound by data processing agreements that require them to maintain confidentiality, implement appropriate security measures, and use the data only for the purposes we specify. We regularly review these agreements and audit our vendors to ensure compliance.

Data Retention

We retain institutional and student data for the duration of the service agreement with each institution. When an institution's contract ends, we provide a data export in a standard format and then delete all institutional data from our systems within 90 days, unless a longer retention period is required by law or requested in writing by the institution.

Usage logs and analytics data are retained for up to 24 months to support troubleshooting, performance analysis, and product improvement. After this period, the data is either deleted or aggregated and de-identified so that it can no longer be associated with individual users.

Marketing website data, including cookie data and analytics, is retained according to our cookie policy and typically does not exceed 13 months. You can request deletion of your marketing data by contacting us at the address provided below.

Your Rights

If you are a student, your rights regarding educational records are governed by FERPA and your institution's policies. To exercise rights related to your educational records processed through ConexED, please contact your institution's registrar or designated FERPA compliance officer. They can direct requests to us as needed.

For website visitors and institutional contacts, you have the right to access, correct, or delete your personal information. You may also opt out of marketing communications at any time by using the unsubscribe link in any email or by contacting us directly. We will respond to all data rights requests within 30 days.

If you are located in a jurisdiction with specific privacy regulations, such as the California Consumer Privacy Act (CCPA) or the General Data Protection Regulation (GDPR), you may have additional rights. We are committed to honoring these rights regardless of where you are located. Contact our privacy team for specific requests.

Security Measures

We implement comprehensive technical and organizational security measures to protect the data we process. These include encryption of data in transit using TLS 1.2 or higher, encryption of data at rest using AES-256, strict access controls based on the principle of least privilege, and continuous monitoring of our infrastructure for potential threats.

Our security practices are validated through TX-RAMP certification with the Texas Department of Information Resources. We maintain an incident response plan that includes notification procedures aligned with FERPA requirements and applicable state breach notification laws. For more detail on our security posture, visit our Security page.

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify institutional administrators via email and post a notice on our platform at least 30 days before the changes take effect.

We encourage you to review this policy periodically. The "Last updated" date at the top of this page indicates when the most recent revisions were published. Continued use of ConexED after the effective date of any changes constitutes acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy or our data practices, please contact our privacy team:

ConexED Privacy Team
Email: privacy@conexed.com
Address: ConexED, Inc., 2825 E. Cottonwood Pkwy, #500, Cottonwood Heights, 84121

For institution-specific data requests, please contact your ConexED account representative or reach out to our support team at support@conexed.com. We aim to respond to all privacy inquiries within five business days.