AEPSi: Privacy Policy


Mon, Sep 25

This Privacy Policy applies to the web-based management system AEPSinteractive™ (AEPSi™) located at www.aepsi.com (the “Site”), which is owned and operated by Paul H. Brookes Publishing Co., Inc. (“Brookes Publishing Co.”). AEPSi™, a companion to the Assessment, Evaluation, and Programming System for Infants and Children (AEPS®), is a web-based assessment, programming, and reporting system designed to track the progress and support the development of individual children and groups of children through instruction, intervention, and ongoing evaluation. Brookes Publishing Co. respects the privacy of our customers, web site visitors, and AEPSi™ users, and we understand how important it is to protect their personally identifiable information and the child information they manage. This Privacy Policy identifies the information that is collected on this Site and explains how it is used and how it is protected.
Please read this Privacy Policy carefully before using this Site. Your use of the Site is also subject to the Terms of Use and AEPSi™ License Agreement. Brookes Publishing Co. may, from time to time, change, amend, modify, or update this Privacy Policy and the Terms of Use without notice to you and at its sole discretion. Any such revisions or changes will be considered effective from the date they are posted on this Site. Your continued access or use of this Site constitutes acceptance of the latest version of this Privacy Policy by you and your institution. It is your responsibility to regularly check the Privacy Policy and Terms of Use, which are accessible from the home page of www.aepsi.com.
If you have questions or concerns regarding this Privacy Policy, please contact Lisa Brack at 410-337-9580, lbrack@brookespublishing.com, or P.O. Box 10624, Baltimore, MD 21285-0624, U.S.A.
COLLECTING AND USING INFORMATION
This Site features on-line assessment, programming, and reporting functionality (“Services”) that enables users to track the progress and assist in the development of individual children and groups of children. The portion of the Site that contains this assessment and reporting functionality, as well as the data input and managed by AEPSi™ users, is restricted and is intended to be used by teachers, specialists, school and education administrators, parents and guardians, child care providers, and other interested parties and can be accessed only by registered users. 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.
User Data
In order to access the Services available on this Site, you must become a registered user or have successfully registered for a free trial. You may become a registered 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 or that has registered for a free trial; (b) and you are provided access rights and privileges by the Account Holder or an Administrator for that organization. (User roles in AEPSi™ are defined in the AEPSi™ License Agreement.) Before using the Site and Services and to obtain a user name and password, 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 or registered for a free trial, you must provide your full name, title, phone number, valid email address, and, if purchasing a subscription, your financial information (e.g., credit card number).
  • Member of a subscribing organization: If you are affiliated with a school, school district, child care center, Head Start program, or other organization that has purchased a subscription to use the Site and Services or registered for a free trial, you must provide your full name and e-mail address to the subscribing organization's AEPSi™ Account Holder or Administrator. The AEPSi™ Account Holder or Administrator may request additional information from you (e.g., mailing address, telephone number) at his or her discretion.
The User Data are used to register you as an AEPSi™ user; set up and maintain your user profile; determine the individual child records, if any, you are authorized to access, create, or otherwise modify; and determine which features and data you are authorized to access, view, update, modify, or otherwise manage.
Brookes Publishing Co. only uses the financial information for billing purposes and your name and e-mail address to send e-mail alerts and updates related to AEPS and AEPSi™. If you desire, you may opt-out of receiving e-mail alerts and updates by e-mailing implementation@brookespublishing.com 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 e-mail custserv@brookespublishing.com; 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 AEPSi™ as part of an agreement negotiated by a larger entity. For example, local preschools across a state may elect to purchase subscriptions to AEPSi™ at a rate negotiated by state-level personnel 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 as well as the subscribing organization.
User Name and Password
Your user name and password enable you to access data and use the Services in the restricted areas of the Site in accordance with the access rights Brookes Publishing and your Administrator grant you. Brookes encourages AEPSi™ Account Holders and Administrators and their 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 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 AEPSi™ Administrator at your organization immediately, or if you are an individual subscriber, notify Brookes Publishing Co. directly. AEPSi™ provides a secure automated mechanism for re-issuing user names and passwords for registered users in the event they are lost or forgotten. If an AEPSi™ Administrator loses or forgets his or her user name or password, he or she must contact Brookes Publishing Co. immediately implementation@brookespublishing.com.
Child Data
Depending on the individual registered user's role and access rights, registered users may use the Site and Services to create, view, interact with, and/or modify a child's profile, assessments, reports, journal entries, team information, and calendar events (“Child Record”) for one or more individual children. Each registered user's role and access rights are determined by the subscribing organization's AEPSi™ Account Holder and/or Administrator and are not assigned or modified by Brookes Publishing Co.
Initiating a new Child Record requires the collection of certain information about the individual child (“Child Data”), including but not limited to the child's full name and date of birth. Other Child Data may be collected at the subscribing organization's discretion, including but not limited to family/caregiver contact information, gender, ethnicity, number of weeks premature, and notes about the child's medical needs. Using the full range of the Site's Services requires the collection of additional Child Data including but not limited to assessment data and scores; journal entries from parents, guardians, and teachers; calendar events relating to the child; and potential individualized family service plan (IFSP)/individualized education program (IEP) targets.
Some Child Data can be used to personally identify individual children. Brookes Publishing Co. will not share, rent, or sell personally identifiable Child Data except as permitted by this Privacy Policy. Brookes Publishing Co. will only access personally identifiable Child Data when a support call initiated by the registered user absolutely necessitates it. All Child Data are stored and transmitted securely in AEPSi™; please see the SECURITY section below for details.
Using Child Data for Reporting
Depending on the individual registered user's role and access rights, registered users may use the Site and Services to create, view, interact with, and/or modify reports generated from the Child Data for one or more children (“Reports”). The Reports include but are not limited to assessment scores and developmental progress reports for individual children and aggregate reports for multiple children that enable subscribing organizations, or larger controlling entities such as state-level organizations, to comply with state and federal reporting mandates (e.g., U.S. Office of Special Education Programs [OSEP] Child Outcomes report).
Archiving Child Data
If for any reason you desire to make a Child Record inactive (e.g., the child moves to another district and is no longer enrolled in your program) but wish to retain the Child Data for viewing and reporting purposes, you may elect to archive the Child Record and associated Child Data (“Archived Data”). The Archived Data will remain in the Site's database, and registered users with appropriate access rights may access but not modify the Archived Data. Archived Data may be included in aggregate reports of Child Data. Archived Data may be reactivated if needed. Brookes Publishing Co. uses Archived Data no differently than we use active Child Data.
Deleting Child Data
You may at any time delete any Child Record that you have created. If you do so, all Child Data, including assessment data and scores, journal entries, and personally identifiable information, associated with the Child Record will be deleted (“Deleted Data”). Once you elect to delete a Child Record, the Deleted Data are no longer stored in the Site's database and cannot be included in aggregate reports of Child Data.
Brookes Publishing Co. does not retain Deleted Data, nor can we recover or restore Deleted Data. Before deleting a Child Record, you may elect to export the Child Record and associated Child Data from the system at no charge.
Using Child Data for Research to Improve AEPS
The developers of AEPS are founders and board members of the Early Intervention Management and Research Group (EMRG), which is a non-profit mutual benefit corporation that was formed “To manage future developments associated with linked measurement and curriculum systems designed to enhance early childhood intervention offered to young children and their families, thus providing a public service and benefit” (from the EMRG By-Laws).. EMRG members are engaged in ongoing work to improve AEPS to better enable them to evolve their educational approach and conduct research. Brookes Publishing Co. and EMRG may use Child Data that have been stripped of all personally identifying information about individual children, registered users, organizations, and programs (“De-identified Data”) for research purposes.
From time to time, Brookes Publishing Co. and/or EMRG or its individual members 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 child, 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 EMRG (nor any individual EMRG member or AEPS developer) will rent or sell the De-identified Data under any circumstances.
Discussion Board Data
Registered users have the option to post messages, share thoughts and ideas, and ask questions of registered users from other subscribing organizations through the on-line Discussion Board (“Discussion Board Data”). Your user name will accompany any entries you elect to post. AEPSi™ Administrators and subscribing organizations should encourage all registered users to avoid posting entries or materials that contain personal identifying information about any child or any confidential information or trade secrets owned by you or any other party. Any personal information you post is strictly voluntary.
All Discussion Board Data are the property of Brookes Publishing Co. At its sole discretion, Brookes Publishing Co. may delete Discussion Board Data that are deemed inappropriate or offensive. If at any time you elect to terminate your registration, any Discussion Board Data you posted will remain on the Site. Discussion Board Data are accessible to registered users, Brookes Publishing Co., and the AEPS developers/EMRG members. Brookes Publishing Co. and the AEPS developers/EMRG members use Discussion Board Data to improve and enhance AEPS and the Site and Services.
Feedback Data
Brookes Publishing Co. encourages registered users to provide feedback on their use of the Site and Services by posting in the designated Discussion Board forum or by e-mailing implementation@brookespublishing.com. The registered 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.
Termination of Subscription
If a subscribing organization elects to terminate its account (see Terms of Use, all User Data and Child Data will be deleted from the AEPSi™ database (“Terminated Data”). However, messages posted to the Discussion Board are the property of Brookes Publishing Co. and will not be deleted. Brookes Publishing Co. does not retain Terminated Data, nor can we recover or restore Terminated Data. Before terminating your account, you may elect to export all User Data and Child Data from the system at no charge.
If a subscribing organization allows its account to expire but does not notify Brookes Publishing Co. of its intent to terminate, your User Data and Child Data will continue to be maintained for a limited period of time to facilitate the renewal of your subscription. See Terms of Use for details.
SECURITY
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, Child Data, and other data used by the Site and ensure their confidentiality and correct use.
Access Security
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 AEPSi™ 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 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 AEPSi™ Administrator at your organization immediately. AEPSi™ provides a secure automated mechanism for re-issuing user names and passwords for registered users in the event they are lost or forgotten. If an AEPSi™ Administrator loses or forgets his or her user name or password, he or she should contact Brookes Publishing Co. immediately.
Please refer to the AEPSi™ License Agreement and the Terms of Use, which include sections on user access, restrictions on use, and access limitations.
Data Security
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 on a weekly basis, with incremental backups being made daily. Backed-up data are stored at a secure site for a period of 90 days. Brookes Publishing Co. also encourages AEPSi™ Administrators to use the Site's free data exporting functionality and maintain regular data backups.
Physical Security
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 Discussion Board, which you voluntarily post 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
This Site may contain links to other web sites or refer you to other resources. Brookes Publishing Co. is not responsible for the accuracy or completeness of the content or the privacy practices of other sites we may link to. We encourage users to be aware when they leave our Site and to read the privacy statements of every web site they visit that collects personally identifiable information. This Privacy Policy applies solely to information collected by Brookes Publishing Co.
MAINTAINING, CORRECTING, AND UPDATING INFORMATION
Users of the Site are responsible for creating and managing all User Data, Child 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 in your profile. Depending on the individual registered user's role and access rights, registered users may correct or change Child Data by logging into the Site and updating or correcting the Child Data stored in the Child Record(s). If you need assistance modifying Child Data, contact your organization's AEPSi™ Administrator or use the help and technical support options available on the Site after logging in.
INFORMATION FROM CHILDREN
Brookes Publishing Co. respects the sensitive nature of children's privacy on-line. The Services offered on this Site are intended to be used by teachers, specialists, school and education administrators, parents and guardians, 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 AEPSi™ Administrator and delete any personally identifiable information provided by that user.
FERPA AND HIPAA COMPLIANCE
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 registered AEPSi™ 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
HIPAA: The Health Insurance Portability and Accountability Act (HIPAA) was enacted by Congress in 1996 and is intended to improve the protection and security of individually identifiable health information. HIPAA applies to
  • Health Plans
  • Health Care Clearinghouses
  • Health Care Providers (“Provider” is defined as any person or organization who furnishes, bills, or is paid for health care).
  • Business Associates of covered entities that receive protected information
If you or your organization qualify under one of these categories (“Covered Entity”) and, as a registered user of AEPSi™, you provide data while using the Site and Services that are protected under this act, then Brookes Publishing Co. qualifies as a Business Associate of your organization. As a Business Associate, Brookes Publishing Co. will enter into a Business Associate Agreement with any Covered Entity who is a registered user of AEPSi™. If you believe this applies to you, please contact implementation@brookespublishing.com.
LEGAL DISCLAIMER
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.
QUESTIONS?
Thank you for taking the time to read this Privacy Policy. We take your privacy seriously, so please let us know if you have any questions or comments regarding our Site or this policy. Please direct questions to Lisa Brack at 410-337-9580, lbrack@brookespublishing.com, or P.O. Box 10624, Baltimore, MD 21285-0624, U.S.A.

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