Privacy Policy - 71Five VoTech

1. Introduction

Youth 71Five Ministries (“71Five,” “we,” “us”) is committed to protecting the privacy of all individuals whose data is managed through the 71Five VoTech Student Database (“the Service”). This policy describes how we collect, use, and protect personal information.

2. Information We Collect

Student Data:

Demographic information (name, date of birth, contact details)
Educational history and program enrollment data
Attendance records and certification progress
Case notes and assessment information (restricted access)
Emergency contact information

Staff/User Data:

Name and email address (via Google OAuth)
Role and location assignments
Activity logs for audit purposes

3. How We Use Information

We use collected information to:

Manage student enrollment and track program progress
Record and monitor attendance
Generate reports for program evaluation and grant compliance
Coordinate case management services
Send email and SMS notifications (reminders, schedule updates, follow-ups) based on contact preferences selected during enrollment
Maintain system security and audit trails

4. Data Protection

We implement multiple layers of security to protect data:

Encryption of highly sensitive fields (e.g., SSN) at the database level
Role-based access controls limiting data visibility by user role and location
Row-level security policies enforced at the database layer
Immutable audit logging of all data access and modifications
Authentication via Google OAuth with organizational controls
HTTPS encryption for all data in transit

5. Data Access Tiers

Access to data is governed by a tiered security model. The most sensitive information (encrypted fields, case notes, life stories) is restricted to specific roles. Standard program data is available to all authorized staff within their assigned locations.

6. Data Sharing

We do not sell or share student data with third parties. Data may be shared in limited circumstances:

With partner employers for approved apprenticeship placements (with consent)
In aggregate, de-identified form for grant reporting
When required by law or legal process

7. SMS and Email Communications

We send email and SMS notifications to students and their guardians based on contact preferences selected during enrollment. SMS consent is collected directly from students, or for students under 18, from a parent or guardian, during the enrollment process via an explicit opt-in checkbox or by selecting SMS/text as a preferred contact method.

Message Types:

Enrollment confirmations
Session and class reminders
Schedule changes and program updates
Daily check-ins
Attendance and check-in links
Appointment reminders
Milestone reminders
Follow-up surveys after program completion

Frequency: Varies by message type. Typically 1–5 messages per week during active enrollment. Follow-up surveys are sent periodically after program completion.

Opt-Out: Reply STOP to any message to unsubscribe. You may also contact your case manager or update your contact preferences to “email only.”

Help: Reply HELP for assistance, or contact us at info@71five.org or office@71Five.org.

Costs: Standard message and data rates may apply. 71Five does not charge for text messages, but your carrier may.

Consent Records: We maintain records of SMS consent including phone number, consent status, consent source (enrollment form, checkbox, or contact preference), and timestamp.

Text messaging originator opt-in data and consent will not be shared with any third parties.

We do not share phone numbers or SMS opt-in data with third parties for marketing or any other purposes. General data-sharing provisions described in Section 6 above explicitly exclude SMS opt-in data and consent. Message delivery records (type, status, timestamp) are retained for 90 days. See our SMS Terms for full details.

8. Data Retention

Student records are retained for the duration required by program compliance and applicable regulations. Inactive student records are soft-deleted (hidden from active use) but preserved for audit and reporting purposes.

9. Minors’ Data

Many students in our program are minors (under 18). We take additional care with minors’ data, including restricted access to sensitive fields, enhanced audit logging, and compliance with applicable child data protection requirements.

10. Your Rights

Users and data subjects may request access to, correction of, or deletion of personal information by contacting 71Five. Note that some data may be retained as required by law or program compliance obligations.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Users will be notified of material changes and asked to re-acknowledge the updated policy.

12. Contact

For privacy-related questions or requests, contact us at info@71five.org.