1. Overview,

Respawn Youth is committed to protecting the privacy and safety of the students and families we serve. We comply with all applicable laws and regulations, including the Family Educational Rights and Privacy Act (FERPA), the Children’s Online Privacy Protection Act (COPPA), and relevant state data privacy requirements.

This policy outlines what data we collect, how it is used, who it is shared with, and how we protect it.

2. What We Collect,

We collect the following data during program participation:

Student Information:

First name

Discord handle / in-game name

Attendance records

Survey responses (reflective, evaluative, or skill-based)

Parent/Guardian Information:

Full name

Email address and/or phone number

Signed program/media consent forms

We do not collect sensitive personal information such as home addresses, payment details, or academic transcripts.

3. How Data Is Collected,

Students join our educational Discord server and rename themselves using a consistent “First Name – Gamer Tag” format.

Attendance is tracked manually by coaches and logged in internal documents.

Surveys are administered via secure Google Forms and stored in a restricted Google Drive folder.

Parent contact information is submitted during enrollment or orientation.

Students also create personal accounts with third-party platforms such as Discord and Riot Games; these platforms have their own privacy policies and are not managed by Respawn Youth.

4. How We Use This Data,

We use collected data to:

Track attendance and engagement

Support student growth and feedback

Communicate with parents/guardians

Analyze program outcomes (for internal use or to share anonymized insights with partner schools)

Promote student success stories (with signed consent)

We do not sell or share personal data with advertisers or external vendors.

5. Media and Student Likeness,

Respawn Youth may use student gameplay clips, voice recordings, quotes, or likenesses (e.g., photos, screen names) for promotional or educational purposes only with signed media release consent from the parent or legal guardian.

6. Data Storage & Retention,

Storage Platforms: Google Drive (secured with 2FA) and private Discord server (access-restricted)

Retention Period: Up to 5 years, unless deletion is requested earlier by the parent, school, or legal authority

After the retention period, records are permanently deleted unless required for ongoing school reporting or legal compliance.

7. Data Sharing,

We may share relevant data (e.g., attendance, anonymized student feedback) with:

School administrators or faculty supervisors

Authorized Respawn Youth staff and coaches

No personal data is shared publicly or with third-party vendors without explicit consent.

8. Student & Family Rights,

Families have the right to:

Request access to their student’s data

Request corrections or deletions

Withdraw consent for future data collection or media use

Ask questions about how their data is handled

To make any such request, please contact us at team@respawnyouth.com.

9. Security Measures,

Discord server access is monitored and limited to authorized staff and students.

All sensitive files in Google Drive are access-controlled and reviewed periodically.

Coaches and staff undergo training on data privacy and secure communication practices.

10. Updates to This Policy,

We may update this policy periodically to reflect changes in regulation or practice. Families will be notified via email and/or Discord when updates occur.