Student privacy & retention
Effective September 14, 2026. This notice covers Arabic 180 and Madrasah at Taqwa Institute, 1642 S Parker Rd, Suite 205. Privacy contact: tquranarabic@gmail.com, 720-466-0722.
What we collect and why
We use account identity, email, declared age, enrollment, submitted work, grades and feedback to deliver lessons and maintain progress. Madrasah also uses school grade, gender and learning format for placement and class administration, plus guardian contact details for children. Provide optional phone/address information only when needed for arrangements with the institute. We do not need identity-document uploads, payment-card numbers, or sensitive personal details in homework.
Parents and students under 18
A parent or legal guardian completes registration for a student under 18 by typing their full name and checking the consent box. We record this declaration, its date, the privacy-notice version and its connection to the child’s account. This is not independent identity verification. Each child has a separate consent record. Existing students without a recorded age/consent check must complete it before new learning activity is processed. Staff handles age corrections.
Multiple-choice assessments use fixed answer keys for automatic scoring. Teachers assess other work and can review any score. Work from students under 18 is not sent to OpenAI for grading. Parents may review or correct their child’s records, withdraw consent, and request deletion. Withdrawing consent pauses further processing after identity verification. Read the parent notice.
Access and service providers
Students can see their own records. Assigned Madrasah teachers can see their students’ records; authorized administrators manage the institute. Staff sign in with their institute password; administrator access is also available through the verified institute owner account. Passwords are stored as one-way hashes. The portal uses Sites/Cloudflare hosting and private Google Drive/Sheets copies managed through tquranarabic@gmail.com. Google also delivers requested verification emails. These copies support teaching and administration; they are not public sharing folders.
Adults may opt into AI-assisted written assessment. When selected, written answers, including uploaded worksheet photos or PDFs, notes and relevant previous feedback may be sent to OpenAI against the course rubric. Names and email addresses from your profile are not intentionally included in the grading payload. Uploaded pages are sent as provided and may contain anything visible in the photo; crop out names, faces and other identifying information. API requests use store:false, but this is not a claim of Zero Data Retention: provider security retention may still apply. AI feedback can be mistaken; use the teacher-review request to challenge a score. Unclear worksheet photos, unsupported files and recordings require teacher assessment. An adult may ask to switch to teacher-only assessment.
Stripe handles checkout. The site retains payment references, amount and entitlement status, not full card numbers or bank credentials. Optional marketing consent is separate. We do not sell student information or use grades or religious-learning records to create advertising audiences.
Retention schedule
- Unfinished verification: email codes expire after 15 minutes; unused parent approvals expire after 7 days. Expired, unused verification records are cleared within 30 days during the administrator’s retention review.
- Active learning: keep current profiles, work and grades while needed for instruction and student access. Each quarter, staff reviews detailed work for students inactive for 24 months. Contact the student or verified parent before removing it and allow 30 days for export or continued-use requests. Keep the minimum progress/entitlement record needed to honor lifetime access; lifetime course access is not a promise to retain every answer forever.
- Support and verification evidence: retain only what is needed to resolve the request and document consent or safeguarding. Review resolved support details after 12 months and routine security logs after 90 days, removing unnecessary personal text. A documented legal or safeguarding hold can require longer retention.
- Payments: minimal transaction and entitlement records may be retained for up to 7 years for accounting/disputes, or longer where required by law or necessary to honor lifetime access. This does not justify keeping unrelated homework.
The scheduled retention reviews are an administrator responsibility, not a claim that Google or hosting automatically erases every copy on those dates.
Access, correction and deletion
Use Arabic 180 Support & privacy, Madrasah Support & privacy, or contact us if you cannot sign in. We verify the adult student or guardian before exporting or removing records. We aim to acknowledge requests within 2 business days and complete ordinary deletion requests within 30 days after verification. If a legal hold or provider limitation prevents full deletion, we explain what remains, why, and the next review date.
Staff first pauses further processing. The deletion checklist covers uploaded files and learning records on the site, Google Drive folders and Trash, Sheets rows and revision/shared/exported copies, and the applicable backup schedule. Staff must record Google cleanup and backup evidence before erasing site learning data. A synced file is not deleted merely by removing the original. Backups may remain until the provider’s verified expiration date; we do not promise immediate deletion from immutable backups. A deletion must be reapplied before any restored data returns to normal use.
Minimal request history, a pseudonymous deletion marker preventing re-sync, and necessary payment/entitlement records may remain. Removing learning records is irreversible and does not itself request a refund. We explain how to restore access to purchased content without restoring deleted work. For parent requests outside a student account, contact the institute through your previously verified email.