Civic Studios Privacy Policy & Student Data Protection
Effective Date: August 2026
Civic Studios is committed to protecting the privacy and personal information of the youth, families, schools, community partners, and individuals who participate in our programs and services.
As a nonprofit organization providing arts education, digital media, podcasting, filmmaking, graphic design, and community-based programming, Civic Studios recognizes the importance of protecting student information and using it only for legitimate educational and program purposes.
Information We May Collect
In connection with our educational programs and services, Civic Studios may collect limited information necessary to administer and evaluate programming. Depending on the program, this may include:
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Student name
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Age or grade level
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School or program affiliation
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Parent or guardian contact information
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Attendance and participation information
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Student-created artwork and media
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Photographs, video, and audio recordings
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Program surveys, feedback, and evaluations
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Other information necessary to provide contracted educational services
Civic Studios seeks to collect only the information reasonably necessary to provide its programs and services.
Student Data
When Civic Studios provides programming in partnership with a school or school district, student information is used solely for legitimate educational and program purposes.
Civic Studios does not sell or rent student information. We do not use student information for targeted advertising or to create profiles of students for non-educational purposes.
When working with Chicago Public Schools, Civic Studios will handle covered student information in accordance with applicable CPS policies and contractual requirements, the Illinois Student Online Personal Protection Act (SOPPA), the Family Educational Rights and Privacy Act (FERPA), and other applicable student privacy laws.
Student Media and Creative Work
Because Civic Studios provides hands-on education in areas such as filmmaking, podcasting, audio production, graphic design, and digital storytelling, students may create photographs, videos, audio recordings, artwork, podcasts, films, and other media as part of their participation.
Civic Studios recognizes that photographs, videos, voice recordings, and other identifiable media may constitute protected student information.
Student-created media and identifiable images, video, or audio will be handled in accordance with applicable school, district, program, and parental or guardian consent requirements. Civic Studios will not publicly distribute identifiable student media when authorization or consent is required and has not been obtained.
How Information Is Used
Information collected through Civic Studios programs may be used to:
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Deliver and administer educational programming
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Communicate with participating schools, students, and families
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Track attendance and program participation
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Support student learning and creative projects
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Evaluate program effectiveness
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Meet contractual or grant reporting requirements
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Maintain appropriate program and administrative records
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Comply with applicable legal and contractual obligations
Personally identifiable student information will not be used for unrelated commercial purposes.
Sharing of Information
Civic Studios does not sell student or participant personal information.
Information may be shared with authorized schools, school districts, program partners, service providers, or government entities only when reasonably necessary to provide services, fulfill contractual requirements, comply with applicable law, or protect the safety and rights of participants.
Any third-party service providers given access to protected student information are expected to use that information only for the authorized purpose and maintain appropriate privacy and security safeguards.
Data Security
Civic Studios takes reasonable administrative, organizational, and technical measures to protect personal and student information from unauthorized access, disclosure, alteration, loss, or misuse.
Access to student information is limited to authorized individuals who require the information to perform legitimate program or administrative responsibilities.
If Civic Studios becomes aware of a breach involving protected student information, Civic Studios will follow applicable legal requirements and the notification procedures required by the relevant school district or contractual agreement.
Data Retention and Deletion
Civic Studios retains student information only for as long as reasonably necessary to provide educational services, fulfill contractual or reporting obligations, or comply with applicable law.
When information is no longer required, Civic Studios will securely delete, destroy, or return protected student information in accordance with applicable agreements, school district requirements, and law.
When providing services to Chicago Public Schools, Civic Studios will comply with CPS requirements regarding the return, transfer, or deletion of covered student information.
Parent and Guardian Rights
Parents and guardians may have rights under applicable law to request access to, correction of, or deletion of covered information associated with their child.
For programs conducted in partnership with a school or school district, requests concerning official student data may also be coordinated through the participating school or district in accordance with its established procedures.
Civic Studios will cooperate with authorized school and district requests concerning access, correction, deletion, or transfer of student information.
Website Information
Civic Studios may collect limited information voluntarily submitted through its website, such as information provided through contact forms, program interest forms, or email inquiries.
Information submitted through the Civic Studios website will be used to respond to inquiries, provide requested information, administer programs, or communicate about Civic Studios activities.
Civic Studios does not knowingly use its website to collect unnecessary personal information from children.
Updates to This Policy
Civic Studios may periodically update this Privacy Policy to reflect changes in its programs, technology, legal requirements, or organizational practices. Updates will be posted on the Civic Studios website with a revised effective date.
Contact Civic Studios
Questions regarding this Privacy Policy or Civic Studios' handling of personal or student information may be directed to:
Civic Studios
Email: valarie.biondi@civicstudios.org
Website: civicstudios.org