Last Updated: September 12, 2025

Introduction

This Privacy Policy describes how Rubin Education, a Virginia corporation (“Rubin Education,” “we,” “us,” or “our”), collects, uses, protects, and shares personal information when you use our educational software platforms and services (collectively, the “Services”).

Our Services include:

1. Emerge: Digital library of communication skill activities
2. Aspire: Digital library of career exploration videos
3. Propel: Email productivity tool for Gmail and Outlook

This Policy applies to our website (rubineducation.com), learning platform (learning.rubineducation.com), Google Chrome extension, Outlook Add-In, and all related services.

Information We Collect

Student Information

For Emerge and Aspire, we collect:

1. First name and last name
2. Email address (for account creation and login)
3. Usage data: login times, page views, time spent on activities, assignment submissions, and grades received

Educator Information

For all Services, we collect from educators:

1. First name, last name, and email address
2. School or district affiliation
3. Usage and activity data

Propel Tool Data

When using Propel, we temporarily process email content to provide grammar, punctuation, and professionalism guidance. All personally identifiable information (PII) including names, locations, phone numbers, email addresses, and other sensitive data is automatically anonymized before analysis and is not retained in system logs.

Technical Information

We automatically collect:

1. Device and browser information
2. IP addresses and location data
3. Cookies and session data
4. System performance and error logs

How We Use Information

We use collected information solely for educational purposes:

1. Creating and managing user accounts
2. Providing curriculum content and tools
3. Tracking educational progress and engagement
4. Improving our Services and developing new features
5. Communicating with educators about updates and new content
6. Ensuring platform security and preventing unauthorized access

We do NOT use student data for:

1. Commercial advertising or marketing
2. Creating student profiles for non-educational purposes
3. Selling or renting data to third parties

Data Sharing and Disclosure

Limited Sharing

We may share information only in these circumstances:

1. With Schools: Student data is shared with the student’s school or district as authorized
2. Service Providers: With vetted third-party service providers who assist in delivering our Services, bound by strict confidentiality agreements
3. Legal Requirements: When required by law, court order, or to protect safety and security

No Commercial Sharing

We do not sell, rent, trade, or otherwise monetize student or educator personal information.

Cookies and Tracking Technologies

We use cookies and similar technologies to:

1. Maintain user sessions and login states
2. Remember user preferences and settings
3. Analyze platform usage and performance
4. Provide seamless single sign-on experiences

Types of Cookies:

1. Session Cookies: Deleted when you close your browser
2. Persistent Cookies: Stored until deleted or expired, used for login convenience and consistent user experience

Cookie Management: You can control cookies through your browser settings, though disabling cookies may limit platform functionality.

Data Security

We implement industry-standard security measures including:

1. Encryption: All data is encrypted in transit and at rest
2. Access Controls: Role-based access with multi-factor authentication
3. Password Protection: All passwords are hashed and salted, never stored in plain text
4. Staff Training: All personnel undergo background checks and regular security training
5. NIST Framework: Our security practices align with the National Institute of Standards and Technology Cybersecurity Framework Version 1.1

Breach Response

In the event of a security incident affecting personal data, we will:

1. Immediately investigate and contain the breach
2. Notify affected schools and districts within 72 hours
3. Post alerts on our login page and user dashboards
4. Coordinate with authorities as required by law
5. Provide detailed incident reports and remediation steps

Data Retention and Deletion

Standard Retention: Student data is automatically deleted at the end of each academic year (typically June 30).

Extended Retention: Schools may request up to 12 additional months of data storage for renewal purposes.

On-Demand Deletion: Schools, parents, or eligible students may request immediate data deletion by contacting support@rubineducation.com.

Account Termination: Upon service termination, all associated data is permanently deleted within 30 days.

Your Rights and Choices

Access and Control

1. Schools can access, update, or delete student records at any time
2. Parents/guardians can request copies of their child’s data
3. Eligible students (18+ or as defined by local law) can access their own records

Communication Preferences

Educators can opt out of newsletters and promotional communications using unsubscribe links in emails or by contacting us directly.

Data Portability

Upon reasonable request, we can provide data in standard formats for transfer to other educational platforms.

Children’s Privacy

We are committed to protecting children’s privacy and comply with:

1. COPPA (Children’s Online Privacy Protection Act): For users under 13
2. FERPA (Family Educational Rights and Privacy Act): For educational records
3. We never knowingly collect personal information from children without proper school authorization

State Privacy Laws

California Residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act:

1. Right to know what personal information is collected
2. Right to delete personal information
3. Right to opt-out of sale (note: we never sell personal information)
4. Right to non-discrimination for exercising privacy rights

To exercise CCPA rights, contact us at (800) 975-5846 or support@rubineducation.com.

Virginia Residents (CDPA)

Virginia residents have rights under the Consumer Data Protection Act similar to CCPA rights listed above.

International Users

Our Services are designed for U.S. educational institutions. International users should be aware that data may be transferred to and processed in the United States, which may have different privacy laws than your jurisdiction.

Third-Party Integration

Our Services may integrate with:

1. Learning Management Systems (Canvas, Schoology, Moodle, Brightspace, Blackboard)
2. Single Sign-On providers (Google, Microsoft)
3. Educational access tools (Clever, ClassLink)

These integrations are governed by the privacy policies of the respective third-party services in addition to this Policy.

Policy Updates

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. When we make material changes:

• We will update the “Last Updated” date
• We will notify schools and districts via email
• Continued use of our Services after notification constitutes acceptance of changes

Contact Information

Privacy Questions or Requests: Email: support@rubineducation.com Phone: (800) 975-5846

General Support: Email: support@rubineducation.com Phone: (800) 975-5846

Mailing Address: Rubin Education 5229 Baptist Circle Virginia Beach, VA 23464

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This Privacy Policy is designed to comply with applicable federal and state privacy laws including FERPA, COPPA, CCPA, and CDPA. For specific legal questions, please consult with your institution’s legal counsel.