General Privacy Policy
Voces Digital (“Voces”, “we”, “us” or “our”) provides a platform and web-based resources for use in an educational setting. In providing our wide-ranging service, and considering the usefulness of personal information, we have established an information protection policy to protect our user’s rights and interests.
The term “personal information” as used in this policy shall mean any information that enables us to identify you, directly or indirectly, by reference to an identifier such as your name, email, school, location data, unique Voces identifier or one or more factors specific to you.
For the purposes of the EU General Data Protection Regulation 2016 (the “GDPR”) Voces Digital is the controller of personal information and responsible for our websites.
TLDR; Version
First off, Voces will never sell any user data. Period. We collect as little information about our users as possible to provide access and support. Student personal information is restricted to first name, last name, and their User ID. When setting up an account teachers can use as little as a single letter for each name field. Student data is only accessible to their teacher and Voces staff. It will never be shared with outside sources, unless all identifiers are removed and the data is aggregated. (Example: 17259 students viewed Video A.) If you have any questions about the data stored by Voces, please email
[email protected]. Thank you. Now for the longer, more technical version...
What information do we collect?
We use different methods to collect personal information from and about you including through:
- Personal information you give us. You may give us your personal information including name and contact details, by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal information you provide when you register to use Voces or give us feedback.
- Personal information we collect. As you interact with our Site, we may automatically collect technical information about your equipment, browsing actions and patterns, the date you have accessed our Site, the website you have visited before visiting our Site, your browser, OS, IP address, and the domain name. We collect this personal information by using cookies, server logs and other similar technologies.
Regarding Cookies
Like many websites, we use ‘Cookies’ to make our Site more convenient to our customers.
Cookies are small pieces of data that are transferred between a Web server and your Web browser, and stored on your computer or mobile device as a file.
We mainly use Cookies for the following purposes.
- When you use the service, you do not enter your login information every time.
- To detect your timezone so that we can provide accurate dates and times.
- To store device specific user settings such as menu position or folder visibility.
You may disable the function of Cookies by choosing the browser’s configuration. Please note that this may result in you needed to enter login information every visit or in the times being incorrect when logged in.
How do we process teacher information?
We will use your personal information for the following purposes:
- To confirm your identity;
- To respond to your questions and provide related customer services;
- To monitor and protect the security of our information, systems and network;
- For internal business intelligence purposes, to conduct research, product development and enhancement;
- To inform you of changes made to our Site and other services;
- To ensure that content from our Site is presented most effectively for you and your computer;
- Enable you to search information on our Site; and
- Improve our Site.
How do we process student information?
We will use student personal information for the following purposes:
- To confirm your identity;
- To respond to your questions and provide related customer services;
- To monitor and protect the security of our information, systems and network;
How do we use de-indentified student information?
We will use general student information (without personal information) for the following purposes:
- For internal business intelligence purposes, to conduct research, product development and enhancement; and
- Improve our Site.
For example, if we see that a specific video is receiving a large number of student views then we may develop more of that type of video.
Emails
From time to time, we may send out emails (to teachers only) for promotion purposes to announce updates, news, contests, and events. Our customers may opt-out of receiving these emails. We may use a third-party service provider to send out emails or to communicate smoothly with our customers. For a smoother communication, we may share information, such as your email address, to the service provider for this limited purpose only.
How do we share teacher information?
Your personal information will be treated as being strictly confidential. We may share your personal information with the parties set out below for the purposes set out in this policy:
- An employee of Voces or our parent company, Teacher’s Discovery;
- New teachers looking for a reference, but only after confirmation with you.
We may also disclose your personal information as required by law, such as to comply with a subpoena, or a similar legal process, when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request, and to any other third party with your prior consent to do so, unless notification is prohibited by the applicable law.
We will never sell any teacher or student data.
How long do we retain information?
Teachers - We will store your personal information, in a form which permits us to identify you, for a minimum of one year after a subscription expires. Information may be kept longer for historical purposes. Upon request, we will delete your personal information from our systems within a reasonable timeframe.
Students - We will store your personal information, in a form which permits us to identify you, for a maximum of 90 days after the teacher's subscription expires. This time-period is in place so that students do not lose work in the event of an administrative oversight on renewal. Upon request, we will delete your personal information from our systems within a reasonable timeframe. A teacher may also delete student data as desired.
Backups - Backups of all data are kept for seven days.
Regarding SSL
Our Site uses ‘SSL’ to protect personal information. By using a browser that supports security functions, when you access to our Site and enter personal information including your name and e-mail address, and this information is transferred to our server, the information is automatically encrypted when transmitted and received by servers. Therefore if the transmitted data is intercepted by a third party, there is no need to worry about the content being stolen.
If you use a browser that does not support SSL, you may not be able to access our Site or input information.
Your Data Rights
Your data is... your data. At any time you may contact
[email protected] to request information about the data we have, correct any data, or request that the data be erased. Teachers and parents may request reviews or corrections for their students. Students may request reviews or corrections for themselves, either directly or through their teacher.
Successor Entities
Voces will only contract with companies who follow these privacy policies and have signed privacy agreements with Voces. In the event that a company is contracted which does not adhere to these policies users will be given a choice whether to send data to them or not.
Guidelines for Children Under 13 (COPPA)
To ensure the protection of children under the age of 13 Voces Digital adheres to the following policies:
- As Voces is used in an educational setting, it is expected that a teacher has received parental permission before creating a student's account.
- While first and last name are used as identifiers for a student, teachers have the option to provide as little as one letter for both first and last names.
- No contact information is collected from students.
- Students have no access to public forums or social networking. All student work is contained within the teacher's account.
- Voces will never advertise to a student.
- We do not distribute any personally identifiable information about students to third parties.
- Parents have the right to review their student's stored data and may request for it to be deleted.
Security Policy
All data is encrypted both in transit and at rest.
Data is stored with a hosting company that is: Policy Compliant - SOC 2 Type 2 Audited, HIPAA Audited, and PCI Compliant
Data servers are stored in a facility with the folowing security measures:
Minimize Risk of Loss and Theft
- 24/7/365 Manned Facility
- Closed Circuit TV Security Cameras
- Monitored 24/7/365 by 3rd Party Security Company
- Site Entrance Controlled by Electronic Perimeter Access Card System
Minimize Risk of Damage
- High Security Facilities
- Data Centers Privately Owned and Operated
- Disaster Neutral Geographic Locations
Security Zones
- Office Space Separate from Data Center Space
- Advanced Proximity Credentials Required to Access Data Center
- All Employees Receive Full Background Check
- Key Locked Physical Server Rack Enclosures
- Component Level Redundancy Available for Hard Drives
- Hot and Cold Spare On-site Servers Available
Entry Security - Access Controls
- Exterior Entrances Secured by Mantraps with Interlocking Doors
- Access to the Data Center Space Requires Secure Credentials
Uninterruptible Power Supplies (UPS)
- Multiple N+1 MPS Generators
- Multiple Fuel Contracts Ensure Fuel Availability for Generators
- Multiple N+1 UPS Systems with 30 Minute Minimum Runtime.
- Server Chassis Feature Redundant Power Supplies
- Server Chassis Have A/B Power Configurations
- Four 10 Megawatt Feeds Available
- Diverse Paths from Substation
Your European privacy rights
For European residents only. We collect and process personal information about you only where we have a legal basis for doing so under applicable data protection law, including under the GDPR. The legal bases will depend on the purpose for which we process your personal information. This means we collect and use your personal information only where:
- We need it to provide the services, including to operate the Site, provide customer support and personalized features and to protect the safety and security of the Site;
- It satisfies a legitimate interest (which is not overridden by your rights and interests), such as for research and development, to market and promote the Site and to protect our legal rights and interests;
- You give us consent to do so for a specific purpose; or
- We need to process your personal information to comply with a legal obligation.
If you have consented to our use of personal information about you for a specific purpose, you have the right to change your mind at any time.
We may use your email address to send you newsletter or marketing emails. We assume your consent when you first provide your personal information by signing up for a trial or purchasing a subscription. You can opt out by following the unsubscribe instructions included in these emails, or you can contact us using the Contact Us page on our Site.
In certain circumstances, you have rights under the GDPR in relation to your personal information.
- Request access to your personal information. You may have the right to request access to any personal information we hold about you as well as related information, including the purposes for processing the personal information, the recipients or categories of recipients with whom the personal information has been shared, where possible, the period for which the personal information will be stored, the source of the personal information, and the existence of any automated decision making.
- Request correction of your personal information. You may have the right to obtain without undue delay the rectification of any inaccurate personal information we hold about you.
- Request erasure of your personal information. You may have the right to request that personal information held about you is deleted.
- Request restriction of processing your personal information. You may have the right to prevent or restrict processing of your personal information.
- Request transfer of your personal information. You may have the right to request transfer of personal information directly to a third party where this is technically feasible.
Where you believe that we have not complied with our obligation under this privacy policy or European data protection law, you have the right to make a complaint to an EU Data Protection Authority, such as the UK Information Commissioner’s Office.
Contact Us
If you have any questions regarding our policy or privacy practices, please contact us using the Contact Us page on our Site.
Changes to this Policy
We may update this policy to reflect changes to our information practices. Any material changes will be indicated on the user login pop-up with a requirement to consent while logging in. We encourage you to periodically review this page for the latest information on our privacy practices.
LMS Usage & Privacy Policy
Currently we offer limited integrations with Google Classroom, Canvas, and Schoology. Below you will find the scope of our integration and the areas in the LMS that we will read or write.
- Teacher Data (read-only) - Teacher data is read to create a link to the account for Single Sign-On as well as to retrieve all additional data points listed here.
- Classes (read-only) - We are able to read the class names from your LMS for the purpose of creating thoses classes in Voces.
- Roster Data (read-only) - We read the student names and ids to add them to your classes, allow Single Sign-On, and provide a match for grade syncing.
- Assignments (write-only) - This is used to sync assignments created in Voces with your LMS.
- Grades (write-only) - We use this to sync grades from Voces into your LMS. Grades are only able to be sync'd for assignments that were created in the LMS by Voces.
Voces stores unique identifiers for your LMS account, student LMS accounts, and Voces created assignments.
This is the full extent of Voces' scope of access to your LMS. In the event that this scope is changed, all users will be notified by email.
If you or your administrator have any questions about the usage of your LMS data by Voces please email
[email protected]
