FERPA privacy policy

(Last updated February 2024) 

Purpose

OnBalance Health is committed to protecting the privacy of student educational records, as required by the Family Educational Rights and Privacy Act (FERPA) of 1974. This policy outlines our practices regarding the collection, use, and protection of student records.

Scope

This policy applies to all records that contain information directly related to a student and are maintained by OnBalance Health or a party acting on its behalf.

 Definitions

  • Education Records: Any record (in handwriting, print, tapes, film, or other medium) maintained by OnBalance Health or an agent acting for the institution that is directly related to a student.

  • Personally Identifiable Information (PII): Data that can be used to identify a student, such as name, address, social security number, or other information that, alone or in combination, is linked to a specific student.

  • Directory Information: Information contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed. Such as a student name, address, telephone number, date and place of birth.

 Rights Under FERPA

Students have the right to:

  1. Inspect and review their education records within 45 days of the day OnBalance Health receives a request for access.

  2. Request the amendment of the student’s education records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

  3. Provide written consent before OnBalance Health discloses personally identifiable information from the student's education records, except to the extent that FERPA authorizes disclosure without consent.

  4. File a complaint with the U.S. Department of Education concerning alleged failures by OnBalance Health to comply with the requirements of FERPA.

 Disclosure of Education Records

OnBalance Health will not disclose information from a student's education records without the written consent of the student, except:

  • To school officials with legitimate educational interests

  • To federal, state, and local authorities involving an audit or evaluation of compliance with educational programs

  • In connection with financial aid /scholarships

  • To organizations conducting studies for or on behalf of the school

  • In health and safety emergencies

  • Directory information, unless the student has opted out of such disclosures

 Directory Information Opt-Out

Students may opt-out of the disclosure of directory information by submitting a written request to the OnBalance Health Privacy Officer at privacy@onbalancehealth.com.

Please make the subject line of your communication “FERPA: Opt-out.”

Include:

·       Your full name

·       Email address

·       Desired effective date

 Data Security

OnBalance Health is committed to ensuring the security and integrity of student education records. We employ appropriate physical, technical, and administrative safeguards to protect against unauthorized access and use. Questions regarding the security controls or methodologies in place should be directed to security@onbalancehealth.com.

 Policy Updates

This policy may be updated periodically to reflect changes in our practices or legal requirements. Notice of such changes will be provided as required by law.

 Contact Information

For questions or concerns about this FERPA Privacy Policy or to review or request amendments to your education records, please contact privacy@onbalancehealth.com.