Client Privacy Policy

Effective Date: Fall 2026

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Verenta Education (“Verenta,” “the Agency,” “we,” “us,” or “our”) is committed to maintaining the highest standards of data privacy, clinical security, and regulatory compliance. This Privacy Policy outlines how we collect, protect, utilize, and systematically purge Personal Identifiable Information (PII) and Protected Health Information (PHI) across our target target targets and software ecosystems.

Our operations strictly comply with the Family Educational Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act (HIPAA). By utilizing our platform, scheduling via our Book Online portals, or entering a Subscription Tier, you consent to the data parameters detailed in this policy.

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1. Information We Collect

To engineer our custom Diagnostic Roadmaps and maintain your Compliance Shield, Verenta collects essential personal, educational, and clinical data:

• Demographic & Contact Data: Parent/guardian names, student names, dates of birth, geographic location (to determine Georgia vs. Illinois state regulatory compliance rules), phone numbers, and email addresses.

• Educational Records & Artifacts: Current IEPs, 504 plans, Multi-Tiered System of Support (MTSS) logs, report cards, structural work samples, and historical district communications.

• Clinical & Diagnostic Data: Cognitive profiles, behavioral data sheets, speech/language logs, and psychological evaluations generated through our advanced Cross-Battery Assessments (XBA).

• Billing Information: Credit card and financial transaction tokens processed securely through our automated, pre-paid financial networks. Verenta does not store raw credit card numbers locally.

 

2. Infrastructure Security & Data Isolation

Verenta handles highly sensitive student matrices through an enterprise-grade digital ecosystem built to prevent tracking leaks and security breaches.

 

The Secure Vault Ecosystem

The moment a client completes onboarding, an isolated, fully encrypted storage folder is provisioned natively within the Google Workspace Vault. All case data, testing logs, and record histories reside in this secure environment.

 

The Staffing Firewall (Zero Local Storage)

We enforce an absolute zero-local-storage mandate across our entire network of 1099 independent contractors and specialists (including psychologists, BCBAs, and SLPs managed via Gusto). Specialists are strictly prohibited from saving, downloading, or storing client files on personal hard drives, local desktops, or mobile devices. All active casework must be executed directly within our protected cloud environment.

The SpedTrack Pipeline

For traditional public and charter school tracks, client implementation metrics sync directly into specialized SpedTrek routines. This allows our team to run automated compliance audits on district documentation while keeping your information safely isolated from external network exposures.

 

3. How We Use Your Information

Verenta utilizes your data exclusively to drive student progress, optimize instructional systems, and maintain strict institutional compliance. We use collected data to:

• Administer standardized testing through secure digital tokens via Pearson Q-Global and WPS environments.

• Conduct Curriculum Diagnostic Mapping to align a student’s cognitive profile with home-education or private school materials.

• Represent families at official district eligibility, IEP, and 504 accommodation meetings.

• Audit school implementation fidelity and timeline management.

• Conduct macro-level, anonymous organizational research to improve teacher efficacy and school administration frameworks.

 

🛑 Zero Data-Sharing Policy

Verenta Education does not sell, lease, trade, or distribute your personal or educational data to corporate advertisers or third-party marketing brokers. Your information is shared strictly with the assigned 1099 specialists actively working on your portfolio and, when explicitly authorized by you in writing, with your child’s school administration or private practitioners.

 

4. The Data Purging & Retention Lifecycle

To protect your family from long-term identity vulnerabilities and minimize digital liability, Verenta enforces a strict data lifecycle policy.

All student portfolios, clinical logs, testing records, and Vault files are retained for a maximum duration of six (6) years following the formal termination of services. Upon the conclusion of this six-year cycle, all digital artifacts, encryption links, and personal profiles are permanently and irreversibly purged from our secure database servers.

 

5. Free Screeners & Community Disclaimer

Verenta frequently coordinates public community events, including local Free Screener Fests.

• Data captured during informal milestones checks or preliminary survey tools is utilized solely to provide families with immediate developmental feedback and tracking clarity.

• Consistent with our Terms and Conditions, participation in an informal screening event does not trigger federal IDEA evaluation timelines, Child Find district clocks, or formal clinical-to-classroom diagnostic baselines.

 

6. Access and Control of Your Records

You retain absolute sovereignty over your child's data. Clients maintaining an account in good standing may request a complete export of their secure Google Workspace Vault folder layout at any time. Because our systems operate on an automated, pre-paid framework, an administrative pause resulting from billing failures will temporarily restrict live data syncs and active specialist reporting until your account balance is cleared.

 

7. Updates to this Policy

Verenta reserves the right to revise this Client Privacy Policy to remain perfectly aligned with evolving state parameters, FERPA updates, or federal monitoring updates. Any modifications to our security infrastructure or data collection policies will be updated directly on our website platform layout.

 

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