Privacy Policy

1. Information we collect

We collect information that families and authorized school personnel provide, including:

• Account and family information: names, email addresses, guardian and primary-contact details, mailing addresses, phone numbers and account sign-in information.
• Student and enrollment information: English and Chinese names, dates of birth, sex where requested, class selections, registrations, waitlist positions, transfers, withdrawals and policy acknowledgments.
• Financial records: tuition charges, discounts, payment amounts and dates, transaction or receipt references, payment-report details, and adjustments or reversals.
• School communications: messages and replies sent through the portals and records of school email communications.
• Technical and activity information: account activity, administrative audit records, request information, IP addresses used for security controls, and cookies needed to operate the site.

Please provide only information needed for school services. Do not put passwords, Social Security numbers, bank login credentials or full payment-card details in messages or payment reports.

2. How we use information

We use information to manage accounts and family records; determine class eligibility; process registrations, waitlists and class changes; maintain rosters; calculate tuition and reconcile payments; communicate with families; provide support; and protect accounts and school records. Audit records help us identify who performed administrative actions and when.

We do not sell personal information or use student records for targeted advertising.

3. Access and sharing

Access is limited according to school responsibilities and assigned permissions. Parents use their household's records. Teachers use records and communications for their assigned classes; access to parent email addresses depends on the school's communication settings. Authorized administrators and volunteers access information needed for registration, academic administration, finance, leadership or technical support.

Service providers may process information needed to operate the website, host records, deliver school email or support payments when those services are enabled. We may also disclose information when required by law or when necessary to address fraud, security incidents or threats to safety. We do not make family or student records publicly available through this registration site.

4. Payments and external services

The school keeps payment and accounting records needed to reconcile tuition. When an external payment service is available, information you provide directly to that service is also governed by its own privacy notice. A Zelle payment report records information about a transfer for school review; submitting a report does not initiate a bank transfer. Do not share your bank password with the school.

Links to other websites do not extend this notice to those websites. Please review their privacy notices before providing information.

5. Cookies

The site uses cookies to keep you signed in, protect form submissions and remember your language choice. These are functional cookies; this registration site does not use advertising trackers. You can manage cookies in your browser, but blocking them may prevent sign-in or form submission.

6. Security and retention

We use account authentication, permission controls and audit records to protect information. No online service can guarantee complete security. Keep your password private, sign out on shared devices and promptly report suspected unauthorized access.

School records are retained for registration, educational administration, accounting, dispute resolution and applicable recordkeeping requirements. Retention needs vary by record type. Closing an account or withdrawing from a class does not automatically erase enrollment, financial or audit history. Contact the school about retention or deletion of specific records.

7. Children's information

The registration portals are intended for parents or legal guardians, teachers and authorized school personnel. A parent or legal guardian should submit and manage a minor student's registration information. Children should not create accounts or submit personal information independently. Contact the school if you believe information was submitted by a child without appropriate adult involvement.

8. Your choices and requests

You can review your household's available records through the Parent portal and update information where editing is supported. Contact the school to request access, corrections, account closure or deletion, or to ask about use and sharing of your information. We may need to verify your identity and authority to act for a student. Some records may need to be retained for legitimate school or legal recordkeeping purposes.

Required registration information is needed to provide the corresponding school service. If you prefer not to provide it online, contact the school to discuss available arrangements. Requests about school communications can also be sent to the contact below; essential registration or account notices may still be needed.

9. Updates to this notice

We may update this notice as school services or information practices change. The updated notice and revision date will appear on this page. For material changes, the school will provide additional notice where appropriate or required.

10. Contact the school

For privacy questions, record requests or concerns about unauthorized access, contact Huaxia Chinese School Greater New York at registration@hxgny.org. Use the subject “Privacy request” and describe your concern without including passwords or sensitive payment credentials.