Privacy Policy

1. Information We Collect

ESA collects personal information directly from individuals and through automated means when they engage with us. This information may include:

1.1. Application Materials

When you apply to ESA, you may be asked to provide:

• Full name, date of birth, and contact information

• Mailing address and phone number

• Academic history, standardized test scores, and prior transcripts

• Government-issued identification

1.2. Enrollment Records

Upon enrollment, we may collect:

• Social Security Number or national ID (as required by law)

• Immunization and health records (for applicable programs)

• Financial aid documents and payment information

• Emergency contact details

• Residency and citizenship status

1.3. Coursework and Campus Activity

Throughout your enrollment, we may collect:

• Grades, attendance, course progress, and academic performance

• Participation in student activities and campus services

• Disciplinary records or appeals (if applicable)

• Internship, licensing, or certification documentation

1.4. Website & Digital Services Usage

When you access ESA’s website or digital platforms, we automatically collect:

• IP address, device type, and browser information

• Referring URLs, pages viewed, and time spent on site

• Cookies and other tracking data for service improvement and analytics

2. How We Use Your Information

ESA uses personal information for legitimate educational, administrative, and legal purposes, including to:

• Process applications and manage admissions

• Deliver academic programs, track progress, and issue certifications

• Provide student support services, including financial aid and advising

• Maintain academic, health, and legal compliance records

• Communicate important updates, deadlines, and institutional news

• Improve educational offerings, platform usability, and student experience

• Respond to emergency situations or safety concerns

• Comply with federal, state, and local regulations

3. How We Share or Disclose Information

ESA does not sell or share your personal information for commercial gain. We may disclose your information to third parties only when:

• Required by law, such as to comply with a subpoena or governmental investigation

• Necessary for academic operations, such as transferring transcripts, confirming enrollment, or providing credentials

• Authorized by you, including sharing with employers, professional bodies, or scholarship programs

• In connection with third-party service providers, including payment processors, learning platforms, or cloud-based systems that support ESA functions under strict data privacy agreements

Examples of recipients include:

• Government agencies (e.g., U.S. Department of Education, state boards)

• Accrediting and regulatory bodies

• Financial aid providers and student loan servicers

• Other educational institutions, if you transfer or apply elsewhere

• Healthcare providers or emergency responders (in cases of health or safety threats)

4. How We Protect Your Information

ESA takes the security and confidentiality of your information seriously. We implement physical, administrative, and technological safeguards to protect against unauthorized access or disclosure.

These measures include:

• Secure servers and encrypted communication for sensitive transactions

• Access control policies limiting data access to authorized personnel only

• Ongoing staff training on data privacy and FERPA compliance

• Regular audits and system monitoring to detect and prevent breaches

Despite these measures, no system can be guaranteed 100% secure. ESA encourages users to protect their passwords and report suspicious activity immediately.

5. Your Rights and Choices

ESA recognizes your rights regarding your personal information. You have the right to:

• Access the personal data we hold about you

• Request corrections to inaccurate or outdated information

• Request deletion, subject to legal and academic recordkeeping requirements

• Limit use of your personal data for optional communications

• Withdraw consent where applicable, such as for marketing outreach

• Opt-out of cookies or tracking through your browser settings

To exercise these rights, please email us at support@emeraldshield.org.

6. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience and gather analytics. Cookies help us:

• Recognize repeat visitors

• Understand how users interact with our content

• Improve site performance and navigation

You may disable cookies in your browser settings; however, some site features may not function properly as a result.

7. Data Retention

We retain your information for as long as necessary to:

• Fulfill the purposes for which it was collected

• Meet legal or regulatory retention requirements

• Support academic integrity and recordkeeping

If your relationship with ESA ends, your data may still be stored securely for archiving, alumni services, or accreditation purposes unless you request deletion (where allowable).

8. Changes to This Privacy Policy

ESA may update this Privacy Policy periodically to reflect institutional or legal changes. When updates are made, we will:

• Post the revised policy on our website

• Update the “Effective Date” at the top of this document

• Provide notice through email or the website, where appropriate

We encourage you to review this page regularly for updates.

9. Contact Information

If you have questions or concerns regarding this Privacy Policy or your personal data, please contact us:

Emerald Shield Academy (ESA)
📧 support@emeraldshield.org
🌐 https://emeraldshield.org
📍 Based in Texas, United States

10. Related Policies

For additional terms related to your relationship with ESA, including user responsibilities, course access, and legal disclaimers, please review our Terms and Conditions.