Candle School Software (“Candle,” “we,” “us,” or “our”) provides school information system software, including Candle K–12 and Candle Primary, along with related websites and services. This Privacy Policy applies to the websites, products, and services provided by or associated with Candle, except where a separate privacy notice applies.
This Policy explains what information we collect, how we use it, and how we protect it.
1. Confidentiality
Candle respects the privacy of its customers, website visitors, and users of its products and services. We are committed to protecting the confidentiality of personal information provided to us in connection with our services.
We do not sell personal information to third parties for their own commercial or marketing purposes.
Access to personal information is limited to authorized personnel and service providers who need the information to provide services, maintain our systems, respond to customer requests, or perform other legitimate business functions. Such access is subject to appropriate confidentiality and data protection obligations.
Candle retains personal information for as long as reasonably necessary to fulfill the purposes described in this Policy, comply with legal obligations, resolve disputes, and enforce agreements. Retention and deletion of school data are also governed by the applicable customer agreement and data processing terms.
2. Collection of Personal Data
Candle may collect personal information from customers, prospective customers, website visitors, and users of our products and services.
Information we collect may include:
- Contact information: Names, email addresses, telephone numbers, school or organization names, and other contact details.
- Account information: Usernames, account settings, roles, permissions, and information needed to administer access to Candle services.
- Customer information: Subscription details, billing contacts, support requests, and communications with Candle.
- Website information: IP addresses, browser and device information, pages visited, referral information, and other technical information collected through website activity.
- School and student information: Information that educational institutions enter into or submit through Candle software, including student and guardian information, enrollment, attendance, grades, assignments, report cards, transcripts, and other school records.
The information collected depends on the products and features used and the nature of the interaction with Candle.
Candle's school customers are responsible for determining what student and school information they submit to our services and for ensuring that they have the appropriate authority to provide that information.
3. Use of Personal Data
Candle uses personal information for purposes including:
- Providing, maintaining, and supporting Candle Primary and Candle K–12.
- Establishing and administering customer and user accounts.
- Responding to demonstration requests, inquiries, and customer support requests.
- Processing subscriptions, billing, and related business transactions.
- Maintaining the security, integrity, and reliability of our systems.
- Diagnosing technical problems and improving product functionality.
- Understanding how visitors use our website and evaluating website performance.
- Communicating with customers about their accounts, services, and relevant updates.
- Complying with legal obligations and protecting Candle's rights and legitimate business interests.
Candle may collect technical information, such as IP addresses, browser types, operating systems, and website activity, for system administration, security, and analytics purposes.
Information received through email, telephone calls, contact forms, and other correspondence will be used to respond to inquiries, provide support, and conduct related business activities. Where information must be shared internally or with a service provider to address a request, Candle will limit disclosure to what is reasonably necessary.
Candle does not use student data processed on behalf of a school for unrelated advertising or marketing purposes. Any additional use of student data must be authorized and permitted under the applicable agreement and law.
5. Access to Customer Information
Candle provides school information system software to help educational institutions manage school-related information.
School customers may use Candle Primary and Candle K–12 to maintain information concerning students, parents and guardians, teachers, administrators, and other individuals associated with their institutions. Depending on the school's use of the software, this information may include academic, attendance, enrollment, contact, behavioral, and other school records.
The school generally determines how this information is collected and used for its educational and administrative purposes. Candle processes school data as necessary to provide and support the contracted services and in accordance with the school's instructions and applicable agreements.
Access to school information is controlled through the software's available account permissions and administrative functions. Candle personnel may access customer information when necessary to provide technical support, maintain the services, investigate issues, or fulfill other authorized operational responsibilities.
Service providers may also process or access information when necessary to provide services to Candle, subject to appropriate contractual and confidentiality obligations.
For questions about a student's records, or requests to review, correct, or delete those records, parents and guardians should generally contact the relevant educational institution.
6. United States Education Privacy Laws
Candle provides software used by educational institutions to manage student and school information. Student information may be subject to the Family Educational Rights and Privacy Act (FERPA), the Children's Online Privacy Protection Act (COPPA), applicable state student privacy laws, and other relevant requirements.
Where applicable, Candle may act as a service provider or “school official” processing education records on behalf of an educational institution under FERPA. The school remains responsible for determining the purposes for which student information is used and for meeting its own legal obligations, including providing required notices and obtaining any necessary permissions or consents.
Candle treats student information processed on behalf of a school as confidential and uses it to provide the contracted services, subject to applicable agreements and law.
Questions about a student's education records, including requests for access, correction, or deletion, should generally be directed to the student's school.
7. International Privacy and Data Protection
Candle serves customers in different countries. Personal information may therefore be processed in countries other than the country in which a customer or individual is located.
Candle will handle personal information in accordance with applicable data protection laws. Depending on the jurisdiction and circumstances, individuals may have rights to request access to, correction of, deletion of, or a copy of their personal information, or to object to or restrict certain processing.
Where Candle processes personal information on behalf of a school, requests concerning school records may need to be directed to the school, and Candle will assist the school as required by applicable law and the relevant agreement.
8. Third-Party Websites and Services
Candle's website may contain links to third-party websites or services. These third parties operate independently and have their own privacy practices.
Candle is not responsible for the privacy, security, or content of third-party websites. Visitors should review the privacy policies of those websites before submitting personal information.
9. Disclosure of Information
Candle may disclose personal information when necessary to:
- Provide services through contracted hosting, infrastructure, support, analytics, or other service providers.
- Respond to lawful requests from public authorities or comply with legal obligations.
- Protect the rights, property, safety, and security of Candle, its customers, and others.
- Investigate suspected fraud, misuse, security incidents, or unlawful activity.
- Complete a merger, acquisition, restructuring, or sale of business assets, subject to applicable legal requirements.
- Fulfill another purpose authorized by the individual or permitted by applicable law.
Candle requires service providers processing personal information on its behalf to be subject to appropriate confidentiality and data protection obligations.
10. Security
Candle uses administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, disclosure, alteration, loss, or destruction.
Access to information is restricted according to business and operational needs. Candle reviews and maintains its safeguards as appropriate to the services provided and the risks involved.
No method of electronic transmission or storage can be guaranteed to be completely secure. Candle will respond to security incidents in accordance with applicable law and its contractual obligations.
11. Changes to This Privacy Policy
Candle may update this Privacy Policy from time to time to reflect changes in its services, information practices, or legal requirements. The current version will be published on Candle's website with its updated date.
Where required by applicable law, Candle will provide additional notice of material changes or obtain consent.
12. Contact Information
Questions or requests concerning this Privacy Policy may be directed to:
CandleLegal entity: Candle School Software
Email: candle@srpsoftware.com
Website: candle-schools.com
Questions?
Contact candle@srpsoftware.com.