Data protection overview
CoGuide implements comprehensive data protection measures to ensure that all classroom data is handled securely and in compliance with educational privacy regulations. Our multi-layered approach protects data at every stage of collection, processing, and storage.Security by design: Data protection is built into every aspect of CoGuide, from initial design through ongoing operation.
Data protection framework
Core principles
Our data protection approach is built on fundamental principles:Data minimization
Collect only what’s needed
- Only essential data is collected
- No unnecessary information gathered
- Regular data purging
- Purpose limitation
Privacy by design
Built-in protection
- Privacy built into system design
- Default privacy settings
- No data collection without purpose
- User control over data
Transparency
Clear communication
- Clear privacy policies
- Transparent data practices
- Regular updates
- User education
User control
User empowerment
- Complete data control
- Easy data deletion
- Access to own data
- Consent management
Data classification
All data is classified according to sensitivity and protection requirements:1
Public data
Non-sensitive information that can be shared freely (system information, general usage statistics).
2
Internal data
Information used for system operation that requires protection (configuration data, system logs).
3
Confidential data
Sensitive information that requires strong protection (participation data, classroom analytics).
4
Restricted data
Highly sensitive information with strictest protection (student information, personal data).
Technical protection measures
Encryption
All data is protected with industry-standard encryption:Encryption in transit
- TLS 1.3: All network communication encrypted with latest TLS standards
- Perfect Forward Secrecy: Unique encryption keys for each session
- Certificate pinning: Prevents man-in-the-middle attacks
- HSTS: HTTP Strict Transport Security for web connections
Encryption at rest
- AES-256: Military-grade encryption for stored data
- Key management: Secure key generation, storage, and rotation
- Separate keys: Different encryption keys for different data types
- Hardware security: Use of secure hardware when available
Access controls
Comprehensive access control system ensures only authorized users can access data:Authentication
Authentication
- Multi-factor authentication: Required for all administrative access
- Strong passwords: Enforced password complexity and rotation
- Session management: Automatic logout and session timeout
- Biometric authentication: Support for fingerprint and face recognition
Authorization
Authorization
Network security
Network security
- Firewall protection: Network-level security controls
- VPN support: Secure remote access capabilities
- Intrusion detection: Monitoring for unauthorized access attempts
- DDoS protection: Protection against denial-of-service attacks
Data storage security
Secure storage
Protected data storage
- Encrypted data storage
- Secure data centers
- Physical security controls
- Environmental monitoring
Backup protection
Secure backups
- Encrypted backup storage
- Geographic distribution
- Regular backup testing
- Secure backup access
Privacy protection measures
Data anonymization
All personal data is anonymized to protect individual privacy:1
Identity removal
Remove or replace personally identifiable information with anonymous identifiers.
2
Data aggregation
Combine individual data points into aggregate statistics to prevent individual identification.
3
Pseudonymization
Replace direct identifiers with pseudonyms that cannot be linked back to individuals.
4
Differential privacy
Add statistical noise to data to prevent individual identification while preserving useful insights.
Consent management
Informed consent
Informed consent
- Clear information: Provide clear, understandable information about data collection
- Specific consent: Obtain consent for specific data uses
- Easy withdrawal: Allow easy withdrawal of consent
- Regular renewal: Regular renewal of consent as appropriate
Parental consent
Parental consent
- Age-appropriate: Special considerations for minors
- Parental involvement: Parental consent for student data collection
- School policies: Compliance with school consent policies
- Legal requirements: Adherence to applicable legal requirements
Data retention
1
Retention policies
Establish clear policies for how long different types of data are kept.
2
Automatic deletion
Implement automatic deletion of data when retention periods expire.
3
Manual deletion
Provide tools for immediate data deletion when needed.
4
Audit trails
Maintain complete audit trails of all data deletion activities.
Compliance and regulations
FERPA compliance
Full compliance with the Family Educational Rights and Privacy Act:Student privacy
Protect student data
- No unauthorized disclosure
- Parental access rights
- Data correction rights
- Deletion rights
School control
School authority
- School controls data access
- No third-party sharing
- Educational purpose only
- Complete data ownership
COPPA compliance
Compliance with the Children’s Online Privacy Protection Act:No personal information
No personal information
- No collection of personal information from children
- Anonymous data collection only
- No third-party data sharing
- School-controlled data processing
Parental rights
Parental rights
- Parental notification of data practices
- Parental consent for data collection
- Parental access to child’s data
- Parental deletion rights
State privacy laws
Compliance with state student privacy laws:1
California Student Privacy Rights Act
Compliance with CalSPRA requirements for student data protection.
2
New York Education Law Section 2-d
Adherence to New York’s student privacy protection requirements.
3
Illinois SOPPA
Compliance with Illinois Student Online Personal Protection Act.
4
Other state laws
Compliance with other applicable state privacy regulations.
Incident response
Security incident procedures
1
Detection
Monitor systems for security incidents and data breaches.
2
Assessment
Quickly assess the scope and impact of any security incident.
3
Containment
Immediately contain the incident to prevent further damage.
4
Notification
Notify appropriate stakeholders according to legal and policy requirements.
5
Recovery
Implement recovery procedures and security improvements.
Data breach response
Immediate response
Immediate response
- Stop data collection: Immediately halt all data collection
- Secure systems: Lock down all systems and data
- Assess impact: Determine scope and severity of breach
- Notify authorities: Contact appropriate legal and regulatory authorities
Investigation
Investigation
- Forensic analysis: Conduct thorough investigation of breach
- Identify cause: Determine how breach occurred
- Assess damage: Evaluate data and system impact
- Document findings: Create detailed incident report
Recovery
Recovery
- System restoration: Restore systems to secure state
- Security improvements: Implement additional security measures
- Monitoring: Enhanced monitoring for future incidents
- Training: Additional security training for staff
Data protection training
Teacher training
1
Privacy awareness
Train teachers on data protection principles and practices.
2
System security
Educate teachers on secure use of CoGuide systems.
3
Incident response
Train teachers on recognizing and reporting security incidents.
4
Regular updates
Provide ongoing training on new security features and threats.
IT administrator training
Technical security
Technical security
- System hardening: Techniques for securing CoGuide systems
- Access management: Proper user access control and monitoring
- Incident response: Technical response to security incidents
- Compliance monitoring: Ensuring ongoing compliance
Policy implementation
Policy implementation
- Privacy policies: Implementing and enforcing privacy policies
- Data governance: Managing data throughout its lifecycle
- Risk assessment: Identifying and mitigating security risks
- Audit procedures: Conducting security audits and assessments
Monitoring and auditing
Continuous monitoring
System monitoring
Real-time protection
- 24/7 system monitoring
- Automated threat detection
- Performance monitoring
- Anomaly detection
Access monitoring
User activity tracking
- Login monitoring
- Data access tracking
- Privilege escalation detection
- Suspicious activity alerts
Regular auditing
1
Security audits
Regular comprehensive security audits of all systems and processes.
2
Compliance audits
Periodic audits to ensure ongoing compliance with regulations.
3
Penetration testing
Regular penetration testing to identify security vulnerabilities.
4
Risk assessments
Regular risk assessments to identify and address security risks.
Data protection tools
Privacy controls
Data access controls
Data access controls
- User permissions: Granular control over data access
- Data masking: Hide sensitive data from unauthorized users
- Access logging: Complete audit trail of data access
- Consent management: Tools for managing user consent
Data deletion tools
Data deletion tools
- Immediate deletion: Tools for immediate data removal
- Scheduled deletion: Automatic deletion based on retention policies
- Bulk deletion: Efficient deletion of large datasets
- Verification: Confirmation of complete data deletion
Security tools
Encryption tools
Data protection
- End-to-end encryption
- Key management
- Secure communication
- Data integrity verification
Monitoring tools
Security monitoring
- Real-time alerts
- Threat detection
- Performance monitoring
- Compliance tracking
Support and resources
Getting help
Documentation
Comprehensive data protection documentation and guides.
Support team
Contact our data protection team for assistance and questions.
Training resources
Data protection training materials and courses.
Compliance support
Assistance with compliance requirements and audits.