Data Security & Video Privacy Policy Overview

Ideal Instruction is committed to maintaining the highest standards of data security and privacy, particularly when working with video content that may include students and educators. Our systems and processes are designed to protect against unauthorized access, distribution, and misuse of all hosted materials. We are mindful that Ideal Instruction provides services to schools, districts, and educational organizations that may have obligations under the Family Educational Rights and Privacy Act (FERPA) and related student privacy laws. Therefore, we take steps to ensure that any student-related content is handled in a manner consistent with FERPA requirements and district policies. Ideal Instruction does not determine whether particular content constitutes an education record or whether a specific disclosure is permitted under FERPA. Those determines remain the responsibility of the school or district user. Ideal Instruction implements contractual, administrative, technical, and organizational safeguards designed to support our users’ compliance obligations and to protect student-related video content from unauthorized access, use, disclosure, and redistribution.

This policy is information and describes our general practices. It is not intended to replace, modify, or supersede any separate written agreement between Ideal Instruction and a school, district, customer, or service provider.

1. Respective Privacy Obligations

Schools, districts, and educational organizations are responsible for determining what student privacy laws, notices, consents, permissions, approvals, and internal policies for which they are subject to as related to their use of Ideal Instructions website and platform. Ideal Instruction does not make school-specific legal determinations regarding FERPA, state student privacy laws, or district policy compliance.

2. Website & Platform Security

Our video library is hosted on a secure WordPress environment with multiple layers of protection intended to reduce the risk of unauthorized access, misuse, or improper distribution of hosted materials. Ideal Instruction maintains administrative, technical, and organizational safeguards appropriate to the nature of the website and video content made available through the platform, including:

● Secure Domain Access
Our domain and hosting environment (GoDaddy) are protected by multi-factor authentication (MFA) to prevent unauthorized administrative access.

● Restricted Administrative Control
Administrative access to the website is limited to a single authorized administrator account, reducing exposure risk.

● Security Monitoring & Threat Prevention
We utilize a leading WordPress security plugin that provides:

– Brute force attack prevention
– IP blocking and threat detection
– Login protection and monitoring

● Encrypted Data Transmission
All website traffic is secured via HTTPS encryption, ensuring data is protected during transmission.

3. Access Control & Password Security

Ideal Instruction supports school and district users by applying privacy and security practices such as access limitation, credential management, and removal or access changes upon appropriate request. Access to the video library is limited to authorized users. Ideal Instruction uses the following access controls designed to limit viewing to authorized individuals and to reduce the risk of unauthorized access or redistribution:

● Strong Password Protection
Library access is restricted via a strong password that is securely hashed, ensuring:

– Passwords are not viewable in the database
– Protection against leakage from backups
– Prevention of accidental administrative exposure
– Secure transmission over encrypted networks (HTTPS)

● Controlled Distribution
Access credentials are shared only with authorized client personnel and may be updated or revoked as necessary to maintain a secure access environment.

4. Video Hosting & Content Protection (Vimeo)

All video content is hosted through a secure video-hosting environment that supports controlled delivery and privacy settings. We implement the following safeguards:

● Domain-Level Restrictions
Videos are configured to be viewable only on the Ideal Instruction website (ideal-instruction.com). Embedding on external domains is strictly prohibited.

● Unlisted & Non-Public Content
Videos are not publicly searchable or indexed. Content is accessible only through our secured platform or internal video-hosting dashboard.

● Controlled Access Environment
Videos cannot be accessed independently outside of the protected library environment. This controlled access model supports FERPA-aligned handling of educational video content by limiting exposure to authorized users only.

5. Data Protection Practices

To further safeguard content, we follow these practices:

• Limit access to video content to authorized personnel only
• Avoid inclusion of sensitive or personally identifiable student information whenever possible
• Regularly monitor and update security configurations
• Revoke or update access when client engagements end or as needed
• Apply FERPA-aligned data minimization practices, ensuring that student information is only included when necessary for educational purposes and handled appropriately

6. Responsible Use & Client Expectations

Authorized users are expected to access video content only for approved educational, professional development, training, administrative, or other authorized purposes. Users should access the video library only in the manner permitted by the applicable school, district, organization, customer, or written agreement.

Users should not share login credentials, permit unauthorized individuals to access the video library, or attempt to bypass access restrictions or platform controls. Access credentials are intended only for the authorized user or authorized group to whom they are provided. Unless permitted by the applicable school, district, organization, customer, or written agreement, users should not download, record, screenshot, copy, publish, post, redistribute, transmit, or otherwise make video content available outside the authorized platform environment. Users should also avoid using video content for purposes unrelated to the authorized educational, professional development, training, administrative, or operational purpose for which access was provided. These responsible-use expectations help protect the privacy and security of students, educators, and school-related content.

7. Third-Party Service Providers

Ideal Instruction may use third-party service providers to support website hosting, domain administration, video hosting and delivery, platform security, monitoring, maintenance, and related operational functions. These providers help us operate the website and deliver video content through secure and reliable technical infrastructure.

Third-party providers may have limited access to systems or information as needed to perform their operational functions, such as hosting, storage, security monitoring, troubleshooting, or video playback support. Ideal Instruction seeks to use providers that offer security, confidentiality, access-control, and availability measures appropriate to the services they perform. Ideal Instruction does not authorize third-party service providers to use student-related video content for unrelated business or commercial purposes.

8. Security Incidents

If Ideal Instruction becomes aware of suspected unauthorized access to, acquisition of, disclosure of, loss of, or misuse of protected video content, it will take reasonable steps to evaluate the issue. Those steps may include investigating the circumstances, restricting or disabling access, preserving relevant information where appropriate, applying technical or administrative safeguards, and taking remedial action designed to reduce the risk of further unauthorized activity.

Where appropriate, Ideal Instruction will notify the affected school, district, organization, or customer and provide information reasonably available to support review, mitigation, and follow-up. Ideal Instruction may also coordinate with relevant service providers as needed to assess and address the issue. Our response will depend on the nature and scope of the suspected incident, the systems involved, the information affected, and any applicable written agreement or legal requirement.

9. Retention, Removal, and Deletion.

Ideal Instruction retains content for the period needed to provide, maintain, secure, and support the website or platform services, or as otherwise directed by the applicable school, district, organization, or customer. Content retention may vary depending on the nature of the engagement, customer instructions, platform configuration, operational needs, and applicable written agreements.

Upon appropriate customer request or at the end of an engagement, Ideal Instruction may disable access to, remove, return, delete, archive, or de-identify video content, subject to technical feasibility, backup practices, operational requirements, and applicable legal or contractual obligations. Access credentials and viewing permissions may also be disabled, rotated, or revoked when content is no longer intended to be available through the platform. Backup or archival copies may remain for a limited period consistent with ordinary backup, recovery, security, or continuity practices.

10. Policy Scope and Interpretation

This policy describes Ideal Instruction’s general website, platform, data security, and video privacy practices. It is intended to provide information about our ordinary operational practices and is not intended to replace, modify, or supersede any separate written agreement between Ideal Instruction and a school, district, organization, customer, or service provider. If a separate written agreement applies and differs from this policy, the written agreement controls to the extent of the difference. Ideal Instruction may update this policy from time to time to reflect changes in its practices, technologies, services, or legal and operational requirements.

11. Contact Information

Questions about this policy, access issues, or privacy and security concerns may be directed to Ideal Instruction at info@ideal-instruction.com.