RUBIN
PRIVACY POLICY
Last Updated: September 3, 2024
This privacy policy describes how Rubin Education collects personal information of users of Rubin’s three products, Emerge, Aspire and Propel. This Policy represents the privacy practices used in our web domain, rubineducation.com, its affiliated web domain learning.rubineducation.com, Google Chrome extension and Outlook Add-In.
Emerge: Digital library of communication skill activities.
Aspire: Digital library of career exploration videos.
Propel: Email productivity tool for Gmail and Outlook.
Rubin Education employs commercially reasonable security measures that comply, in Rubin Education’s reasonable discretion and interpretation, with all applicable Federal and State laws and regulations regarding data privacy and security. These measures include appropriate administrative, physical, and technical safeguards to secure data from unauthorized access, disclosure, alteration, and use. Neither Rubin Education nor its successors or assigns shall have any liability for the breach of its privacy and security measures or the integrity of its hosting services unless caused by the willful misconduct of Rubin Education.
We utilize educator’s email addresses to deliver our newsletter which is delivered on a monthly basis. The newsletter contains information regarding new features and new lessons added to Rubin Education. If educators wish to opt out of receiving these newsletters, each email we send contains an unsubscribe link in the footer.
Emerge and Aspire
Rubin Education collects first name, last name and email address of each user. Rubin Education signs data privacy agreements with participating customers (ex: school divisions) to ensure student data is not shared with external parties.
Rubin Education tracks log-ins to Emerge and Aspire as well as page views, time spent and grades received. Data is retained only for educational purposes.
Rubin does not collect, maintain, use, or share student personal information beyond that needed for authorized educational/school purposes, or as authorized by the parent/student.
Cookies. We may log information using “cookies.” Cookies are small data files stored on your hard drive by a website. We may use both session cookies (which expire once you close your web browser) and persistent cookies (which stay on your computer until you delete them) to provide you with a more personal and interactive experience on our site.
Cookies maintain session information and preferences over multiple visits. For student and teacher accounts, persistent cookies are used to remember login details and provide consistent session management.
Cookies contain encrypted identifiers mapped to the user’s session data. This ensures that any persistent information stored in the cookie cannot be used to directly access the user’s account without proper authentication.
Rubin Education stores student personal information for the purpose of persistent cookies so students do need to manually log into our learning platform with a traditional username and password. We sign an agreement with the participating school district to allow for persistent cookies and a seamless log-in process.
Site Roles: We have two roles available to site users – Instructor and Student.
- Instructor: Has the ability to assign work, review submissions and provide grades and feedback. Can also reset login information.
- Student: Has the ability to complete work as assigned and make submissions. Can also reset login information.
Instructors and students can access Emerge and Aspire multiple ways:
- Through traditional log-in at learning.rubineducation.com
- Through a single sign-on integration with Google or Microsoft
- Through an LTI 1.3 integration with popular LMS like Canvas, Schoology, Moodle and Brightspace and Blackboard
- Through a third-party tool (ex: Clever, ClassLink).
Rubin Education works with each school partner to determine the best access method.
Propel
When the user activates and engages with Rubin Education’s Propel tool, Propel logs emails written by the user. In that way, Propel can analyze the email to provide guidance for grammar, punctuation and professionalism.
To protect user privacy, Propel employs advanced anonymization methods. These techniques are integral to the system’s processing. Before any user data is analyzed, Rubin Education’s anonymization algorithm scrubs the email messages of any personal identifiable information (PII) – names, locations, numbers, email addresses and other sensitive items.
Additional Security Information
- Parents or guardians can request deletion of student data. Please contact support@rubineducation.com to submit the request.
- We provide schools with the ability to access, update, or delete student data maintained by the school or district.
- Rubin Education has a breach response plan in place. See the company’s Security Incident Response Policy and Disaster Recovery Plan.
- Student data is protected by industry accepted standards (National Institute of Standards and Technology – NIST Cybersecurity Framework Version 1.1).
How Do We Protect Your Data?
Rubin Education uses encryption to protect all data according to risks. Encryption is applied to stored data and transmitted data. Passwords are hashed in the database and not stored in clear text. In addition, all team members with access to personal information and data are required to undergo a thorough background check and must also complete professional development programs on data security practices.
In the event of a security breach resulting in unauthorized release of personal data, we will notify affected districts impacted by the breach. In addition, we will place alerts on both our login page (www.learning.rubineducation.com) as well as each the dashboard for all impacted users with specific details of the breach.
What Do We Not Do with Your Data?
We do not sell data or any other personal information to any third parties. In addition, we do not use data to engage in targeted advertising from third parties.
We also do not create or keep student profiles for non-educational purposes.
If we share data with third parties, that are not the result of a court order (e.g. sub-processors), we require them to have policies that are consistent with the same principles that Rubin Education adheres to.
In the event of an acquisition, we require the acquiring company to act in accordance with Rubin Education’s same principles or allow users a choice to send information to the future entity or have their information deleted.
How Long Do We Keep Data?
Data is deleted at the end of the given academic year (typically June 30). Districts can request data is stored for an additional 12 months in the event they wish to renew again. This ensures Rubin Education content customized by teachers will not be lost during inactivity period. However, a district can delete organization data at any time by sending an email request to support@rubineducation.com or written request to:
Rubin Education
5229 Baptist Circle
Virginia Beach, VA 23464
FERPA and COPPA
Rubin Education adheres to the rules of FERPA and COPPA regarding all applicable services provided by the organization. Rubin Education recognizes the importance of controlling personally identifiable information (PII) and reviews controls and capabilities for protecting this data on a regular cadence.
Rubin Education also adheres to the rules of the California Consumer Privacy Act of 2018 Notice (“CCPA”).
If you are a California resident and would like to submit a CCPA request, you may contact Rubin Education by phone at (800) 975-5846 or via email to support@rubineducation.com.
CONTACT INFORMATION. We welcome your comments or questions about this privacy policy.
You may also contact us at our address:
Rubin Education
5229 Baptist Circle
Virginia Beach, VA 23464
CHANGES TO THIS PRIVACY POLICY
We may revise the privacy policy at appropriate intervals. If we make changes, we will change the Last Updated date above.
As we only collect data under a contract with a school or district, and those terms override any consent that an individual could provide through direct consent, through email notification and continued use of our service after notification constitutes consent to the changes.
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