Privacy Policy

Last updated: 6/26/2026
Effective date: January 1, 2025

1. Information We Collect

AccommodoHub collects only the minimum information necessary to provide accommodation management services:

1.1 Student Information

• Identity information: Name, student ID, institutional email address
• Disability documentation: Medical documentation, diagnostic reports, and accommodation recommendations (uploaded by student or DRC)
• Accommodation records: Approved accommodations, implementation status, and related communications
• Academic information: Course enrollments, exam schedules, and academic term data

1.2 Faculty & Staff Information

• Name, institutional email, department/course assignments
• System access logs and accommodation implementation records

1.3 Technical Information

• IP addresses and browser information (for security purposes only)
• System usage logs for audit trails
• Session data for authentication

2. FERPA Compliance Statement

AccommodoHub is designed to support institutional compliance with FERPA regulations:

• Education Records (34 CFR § 99.3): All accommodation records are treated as protected education records under FERPA
• Consent Requirements (34 CFR § 99.30): Student consent is obtained before sharing accommodation information with faculty, with consent records maintained in the system
• Legitimate Educational Interest (34 CFR § 99.31(a)(1)): Faculty access is limited to accommodation information for students enrolled in their courses
• Directory Information (34 CFR § 99.37): We do not treat disability status or accommodation information as directory information
• Right to Inspect (34 CFR § 99.10): Students may request access to their complete accommodation record at any time
• Right to Amend (34 CFR § 99.20): Students may request amendments to inaccurate records through their institution's DRC
• Record of Disclosures (34 CFR § 99.32): All access to student records is logged with timestamps and user identification

Note: AccommodoHub provides tools to support FERPA compliance. Each institution remains responsible for their own compliance decisions and implementation of FERPA requirements.

3. How We Use Information

Information collected is used solely for:

• Processing and tracking accommodation requests
• Communicating accommodation requirements to authorized faculty
• Generating reports for institutional compliance
• Maintaining audit trails as required by law
• Improving system functionality and user experience

We do NOT:

• Sell or rent personal information to third parties
• Use student data for marketing purposes
• Share data with advertisers
• Use data for AI training outside of your institution's system

4. Data Security Measures

We implement comprehensive security measures:

• Encryption in Transit: TLS 1.3 for all data transmission
• Encryption at Rest: AES-256 encryption for stored data
• Access Controls: Role-based access ensuring users only see data relevant to their role
• Session Management: Automatic session timeout and secure authentication
• Audit Logging: Complete audit trail of all data access and modifications
• Regular Security Assessments: Periodic penetration testing and vulnerability scans
• Data Backup: Encrypted backups with secure recovery procedures

5. Data Retention & Deletion

• Active Records: Maintained throughout student enrollment
• Post-Enrollment: Retained for 7 years after last enrollment, per federal guidelines
• Audit Logs: Retained for 7 years for compliance purposes
• Deletion Requests: Students may request deletion subject to legal retention requirements. Requests processed within 30 days.

6. Third-Party Services

AccommodoHub may integrate with:

• Learning Management Systems: Canvas, Blackboard, Moodle (via LTI 1.3)
• Student Information Systems: For enrollment data synchronization
• Email Services: For system notifications

All third-party integrations are bound by data processing agreements that ensure FERPA compliance.

7. Your Rights

You have the right to:

• Access your accommodation records
• Request correction of inaccurate information
• Know who has accessed your records (via audit log)
• Revoke consent for information sharing
• Request data deletion (subject to retention requirements)
• File a complaint with the U.S. Department of Education

8. Contact Information