Privacy Policy

1. Information We Collect

When you use this system, we may collect the information you enter into an incident or supplemental report, which can include:

• Your name, title/role, and information you provide as the reporter
• Information about students, staff, witnesses, or other involved persons that you choose to include
• Incident dates, times, locations, and descriptions
• Injury, accident, follow-up, and supplemental-report details
• School/site information
• Report identifiers and timestamps generated by the system
• Administrative status or follow-up information added by the HCCTS Safety Team

The system does not require you to create an account. A local copy of your own submission history is kept in your browser's storage on the device you used, for your convenience only.

2. How Submitted Information Is Used

Information submitted through this system is used by HCCTS for safety recordkeeping, incident review, follow-up action, and related administrative purposes.

3. Storage and Processing Through Authorized Service Providers

HCCTS may use service providers to host, process, or manage information submitted through this system. These providers currently include:

• Coda — used as an operational data platform where submitted report records are stored and reviewed by authorized HCCTS Safety Team members.
• Netlify — used for website hosting and serverless processing of report submissions between this form and Coda.

PDF copies of a report can be generated directly in your browser for your own records; this generation happens on your device and is separate from the record stored in Coda.

4. Who May Access Reports

Access is intended to be limited to authorized HCCTS personnel through a separate Google-authenticated administration interface.

5. Confidentiality Limitations

While HCCTS takes reasonable steps to limit access to report information, no system can guarantee that information will never be viewed by anyone other than its intended recipients. Please avoid including more sensitive detail than necessary for an accurate report.

6. Records Retention

Retention of submitted reports is governed by applicable HCCTS policies, operational requirements, and legal obligations, rather than by a fixed period stated here.

7. Security Safeguards

HCCTS uses reasonable administrative and technical safeguards intended to protect submitted information, including restricting the reporting function's data-write access through server-side credentials that are not exposed to your browser. However, no method of electronic storage or transmission can be guaranteed to be completely secure.

8. Children and Student Information

Incident reports may reference students, including minors, when relevant to an incident. This system is intended for use by HCCTS staff acting in their professional capacity and is not directed at children as end users. HCCTS is responsible for ensuring that its use of student-related information in this system is consistent with applicable school-record and student-privacy obligations.

9. Your Choices and Correction Requests

If you believe information in a report you submitted needs correction, or if you have questions about a specific report, please contact HCCTS using the information below rather than editing the record yourself.

10. Changes to This Policy

HCCTS or Highlands Forward may update this Privacy Policy from time to time. The "Last updated" date above reflects the most recent revision.

11. Contact

12. Emergency Reporting Notice

As noted above, this system is not monitored in real time and is not a substitute for calling 911. For an immediate threat to life or safety, call 911 and follow HCCTS emergency procedures.

This Privacy Policy describes the system's data handling as currently implemented in its code. It does not claim compliance with any specific law or standard (such as FERPA, COPPA, or HIPAA) unless and until that compliance has been separately verified. HCCTS leadership and, where appropriate, legal counsel should review this content before it is treated as final policy.