COLLECTING AND USING INFORMATION
This Site features online screening and reporting functionality (“Services”) that enables users to screen, evaluate, and report on the progress of language skills development of young children. The portions of the Site that contain this screening and reporting functionality, as well as the data input and managed by QUILS users, is restricted and is intended to be used by teachers, aides and classroom volunteers, school and education administrators, specialists, child care providers, early interventionists, clinicians, and other interested parties and can be accessed only by Users (“Users” as defined in the QUILS End User License Agreement). The Site is not intended to be used by any persons under the age of 18. Brookes Publishing Co. will not sell, share, or rent any information collected on this Site in ways different from what is disclosed in this statement.
In order to access the Services available on this Site, you must become a User. You may become a User after you have subscribed or if you are (a) employed by or otherwise appropriately affiliated with (e.g., as a third-party contractor or consultant) an organization that has purchased or otherwise licensed a subscription to use the Site and Services and (b) you are provided access rights and privileges by the Account Holder and/or an Account Administrator for that organization. (User roles in QUILS are defined in the QUILS End User License Agreement.) Before using the Site and Services and to obtain a username and password (if you are a QUILS Account Holder), you must provide certain information that can be used to personally identify you (“User Data”); the specific User Data you must provide are determined by whether you are a “subscriber” or a member of a “subscribing organization.”
• Subscriber: Whether you are an organization or individual, if you have purchased a subscription to use the Site and Services, you must provide your full name, title, mailing address, telephone number, valid e-mail address, and, if purchasing a subscription, your financial information (e.g., credit card number). The User Data are used to register the Subscriber as a QUILS Account Holder; set up and maintain your Account; and contact you regarding the Account renewal.
• Member of a subscribing organization: If you are affiliated with a child care center, Early Head Start or Head Start program, school, school district, home visiting program, early intervention program, physician’s office, health clinic, or other organization that has purchased a subscription to use the Site and Services, you must provide your full name and e-mail address to the subscribing organization's QUILS Account Administrator. The QUILS Account Administrator may request additional information from you at his or her discretion. At the QUILS Account Administrator’s discretion, he or she can share the Account’s username and password with additional Users, as determined by the QUILS End User License Agreement.
Brookes Publishing Co. only uses the financial information you provide for billing purposes and your name and e-mail address to send e-mail alerts and updates related to the QUILS product suite. If you desire, you may opt-out of receiving e-mail alerts and updates by creating a ticket at http://support.brookespublishing.com/new, selecting Product Inquiry for the Category, and selecting QUILS, or selecting the “opt-out” option included at the bottom of each e-mail.
If you are a subscriber, you will likely receive catalogs by postal mail from us throughout the year. On rare occasions, we share small segments of our list of customers with related publishers and nonprofit organizations. If you wish to be removed from our postal mailing list, please call toll-free 1-800-638-3775; fax to 410-337-8539; or write to Brookes Publishing Co., P.O. Box 10624, Baltimore, MD 21285-0624, U.S.A., Attention: Customer Service. We will be happy to remove you from any list that we generate from our customer records, but please be aware that we may not be able to remove your name from lists that we purchase from outside vendors. We will make every effort to make your name inactive if you so request.
If you are a member of a subscribing organization, the User Data you provide will be accessible by that organization. In some cases, a subscribing organization may have purchased a subscription to QUILS as part of an agreement negotiated by a larger entity. For example, local child care centers across a state or a group of school districts in an area may elect to purchase subscriptions to the QUILS at a rate negotiated by district/state-level personnel or corporate officers in order to achieve cost savings and/or to facilitate data management and reporting. In cases such as this, the User Data you provide are accessible by the larger entity(ies) as well as the subscribing organization.
Username and Password
Your username and password enable you to log in and access data and use the Services in the restricted areas of the Site in accordance with the access rights Brookes Publishing and your Account Holder and/or Administrator grant you. Brookes encourages Account Holders and Administrators and their subscribing organizations to employ best security and privacy practices and require Administrators to regularly change their passwords. Do not disclose, share, or allow any third party to use your username and/or password. If you become aware that your username and/or password has been stolen or is being misused, notify the Administrator at your organization immediately, or if you are an individual subscriber or an Administrator, notify Brookes Publishing Co. directly. QUILS provides a secure automated mechanism for re-issuing usernames and passwords for Authorized Users in the event they are lost or forgotten. If a QUILS Administrator loses or forgets his or her username or password, he or she should select the forgotten password link on the login page to generate a replacement password. Please note, as Administrators are permitted to share their username and password with authorized Users, it is their responsibility to update the Authorized Users anytime the username and password are updated.
Depending on the individual User's role, Users may use the Site and Services to create, view, interact with, and/or modify a Student Record, screenings, and reports (“Student Record”) for one or more individual students. Each User’s role is determined by the subscribing organization’s QUILS Account Holder and/or Administrator and are not assigned or modified by Brookes Publishing Co.
Initiating a new Student Record requires the collection of certain information about the individual student (“Student Data”), including but not limited to the student’s full name, gender, and date of birth. Other Student Data may be collected at the subscribing organization’s discretion, including but not limited to class, teacher, family/caregiver SES, ethnicity, and race. Using the full range of the Site’s Services requires the collection of additional Student Data including but not limited to screening data and scores.
Using Student Data for Reporting
Depending on the individual User’s role, Users may use the Site and Services to create, view, interact with, and/or modify reports generated from the Student Data for one or more students (“Reports”). The Reports include but are not limited to screening scores and status over time reports for individual students and aggregate reports for multiple students.
Archiving Student Data
If for any reason you desire to make a Student Record inactive (e.g., the student moves to another district and is no longer enrolled in your program) but wish to retain the Student Data for viewing and reporting purposes, you may elect to archive the Student Record and associated Student Data (“Archived Data”). The Archived Data will remain in the Site’s database, and Users may access the Archived Data. Archived Data will not be included in aggregate reports of Student Data. Archived Data may be reactivated if needed. Brookes Publishing Co. uses Archived Data no differently than we use active Student Data.
Deleting Screening Data
You may at any time delete an In-Progress or Expired screening that you have started. If you do so, that Student Data will be deleted (“Deleted Data”). Once you elect to delete a screening, the Deleted Data are no longer stored in the Site’s database and cannot be included in aggregate reports of Student Data.
Brookes Publishing Co. does not retain Deleted Data, nor can we recover or restore Deleted Data.
Using Student Data for Research to Improve the QUILS
The developers of QUILS are engaged in ongoing work to improve the QUILS to better enable them to evolve their educational approach and conduct research. Brookes Publishing Co. and the developers may use Student Data that have been stripped of all personally identifying information about individual students, users, organizations, and programs (“De-identified Data”) for research purposes. Brookes Publishing Co. agrees not to attempt to re-identify deidentified Data and not to transfer de-identified Data to any party unless that party agrees not to attempt reidentification.
From time to time, Brookes Publishing Co. and/or the developers or an individual developer may publish the results of their research on the aggregated De-identified Data. In no event will any such results identify in any way an individual student, site, program, or organization, and there is no threat to your privacy from the distribution of such de-identified information. Neither Brookes Publishing Co. nor the developers (nor any individual developer) will rent or sell the De-identified Data under any circumstances.
Brookes Publishing Co. encourages registered users to provide feedback on their use of the Site and Services through the on-line survey on the Help page (“Survey Data”) The User's feedback and any personally identifiable information contained within (e.g., name, e-mail address) are used by Brookes Publishing Co. only for purposes directly related to responding to the User. Brookes Publishing Co. and the QUILS developers use Survey Data to improve and enhance the QUILS and the Site and Services.
Termination of Subscription
This Site uses robust security measures, provided by a Tier 1 managed host, to prevent unauthorized access to the Site and to safeguard the User Data, Student Data, and other data used by the Site and ensure their confidentiality and correct use.
Users may only gain access to the Site's Content and Services by providing a valid user name and password combination, which is encrypted during transmission via Secure Sockets Layer (SSL), the industry standard security protocol. Secure pages can be recognized by the lock icon on the bottom of the web browser.
Brookes encourages QUILS™ Administrators and subscribing organizations to employ best security and privacy practices and require Users to regularly change their passwords. Do not disclose, share, or allow any third party outside of your subscribing site to use your user name and/or password. If you become aware that your user name and/or password has been stolen or is being misused, notify the QUILS™ Administrator at your organization immediately. QUILS™ provides a secure automated mechanism for re-issuing user names and passwords for Administrators in the event they are lost or forgotten. If a QUILS™ Administrator loses or forgets his or her user name or password, he or she should contact Brookes Publishing Co. immediately.
Brookes Publishing Co. takes precautions to protect the confidentiality and security of the data collected and stored in the Site's database by using industry-recognized security safeguards such as firewalls, coupled with carefully developed security procedures to protect your information from loss, misuse, or unauthorized alteration.
Regular backups of the Site and all data are made; all data are backed up in full both locally and remotely on a daily basis. Backed-up data are stored at a secure site for a period of 30 days. Brookes Publishing Co. also encourages QUILS™ Administrators to use the Site's free data exporting functionality and maintain regular data backups.
Access to the personal information—not just the sensitive information—that you provide during the registration process or put on the Site (with the exception of information on the survey, which you voluntarily submit at your own risk) is restricted to only staff of Brookes Publishing Co. and any outside contractor who need the information to perform a specific job. Our databases and the servers on which we store Site information are kept in a secure Tier 1 data center that includes physical security, conditioned power, environmental controls, uninterruptible power supplies, diesel generator, and fire suppression technologies. Our databases and customer service systems are protected by employee-specific passwords. Furthermore, all employees and outside contractors are kept up-to-date on our security and privacy practices. Each year, as well as any time policies are added or modified, our employees are notified and/or reminded about the importance we place on privacy and what they can do to ensure that our customers' information is protected.
LOG FILES AND IP ADDRESSES
This Site's log files collect anonymous data such as IP addresses, browser types, referring pages, pages visited, and time spent on the Site. Collection of IP addresses is for system administration purposes, such as monitoring the level of activity on the Site. All other anonymous data are used only in aggregate by Brookes Publishing Co. for internal review to improve the Site and its Services.
LINKS TO OTHER SITES
MAINTAINING, CORRECTING, AND UPDATING INFORMATION
Users of the Site are responsible for creating and managing all User Data, Student Data, and other data provided for accessing and using the Site and its Services. If you wish to correct or change your personal User Data, you may do so by logging into the Site and updating or correcting the User Data stored on your Account page. Depending on the individual User's role, Users may correct or change Student Data by logging into the Site and updating or correcting the Student Data stored in the Student Record(s). If you need assistance modifying Student Data, contact your organization's QUILS™ Administrator or use the help and technical support options available on the Site after logging in.
INFORMATION FROM STUDENTS
Brookes Publishing Co. respects the sensitive nature of students’ privacy on-line. The Services offered on this Site are intended to be used by teachers, specialists, school and education administrators, and other child care providers. They are not intended for use by persons under the age of 18. If we learn that a user is under 18 years of age, we will promptly notify the subscribing organization's QUILS™ Administrator and delete any personally identifiable information provided by that User.
FERPA: The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records. This law applies to all schools that receive funds under an applicable program of the U.S. Department of Education. If this law applies to your organization and you are a QUILS™ User, you must be aware of your obligations under, and respect the terms of, this law. For more information on FERPA, follow this link: http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html
Although Brookes Publishing Co. makes every effort to honor and protect our users' privacy, we may need to disclose the data we collect and we reserve the right to do so if required by law or in the good-faith belief that disclosure is necessary (a) to obey the law or comply with legal process served on us or our affiliates; (b) to protect and defend our rights or property or the rights and property of other users of the Site; or (c) to act in an emergency to protect the personal safety of users of the Site or the public.