Privacy Policy

Effective Date: January 1, 2026

K12PhoneSystems.com respects the privacy of school districts, technology leaders, administrators, staff, and other visitors who use this website.

This Privacy Policy explains how K12PhoneSystems.com collects, uses, discloses, protects, and retains personal information through this website and related communications.

This Privacy Policy applies to K12PhoneSystems.com, including website pages, contact forms, request forms, downloadable resources, email communications, and other interactions connected to this website.

This Privacy Policy does not replace any separate written agreement, service agreement, data processing addendum, student data privacy agreement, or district contract that may apply to hosted phone system services, implementation services, support services, or district-provided information.

For privacy questions, contact:

privacy@k12phonesystems.com

1. Who We Serve

K12PhoneSystems.com is intended for adults acting in a professional capacity, including school district IT Directors, Technology Directors, Superintendents, administrators, operations leaders, and other district decision makers.

This website is not directed to children under 13. We do not knowingly collect personal information from children through this website.

If we learn that a child has submitted personal information through this website without proper consent, we will take reasonable steps to delete that information.

2. Personal Information We Collect

We collect personal information in three main ways:

1. Information you provide directly.
2. Information collected automatically through website technology.
3. Information received from service providers or business tools used to operate the website.

Information You Provide Directly

You may provide personal information when you:

• Submit a contact form.
• Request a phone system review.
• Request a consultation.
• Download or request a resource.
• Subscribe to communications.
• Email us.
• Call us.
• Ask for support or follow-up.
• Provide information about your district phone system.

This information may include:

• Name.
• Job title or role.
• School district or organization name.
• Work email address.
• Work phone number.
• Mailing address or service location.
• Number of campuses.
• Number of users, extensions, or phone numbers.
• Current phone system vendor or platform.
• Current telecom concerns.
• Information submitted in a message field.
• Call or meeting details.
• Any files, documents, phone bills, or screenshots you choose to provide.

Please do not submit student records, student names, student contact information, health information, disciplinary information, Social Security numbers, financial account numbers, or other sensitive information through general website forms.

Information Collected Automatically

When you visit the website, certain information may be collected automatically, including:

• IP address.
• Browser type.
• Device type.
• Operating system.
• Referring page.
• Pages viewed.
• Time and date of visit.
• Approximate location based on IP address.
• Interaction data, such as clicks, form starts, downloads, and navigation behavior.
• Cookie identifiers or similar tracking identifiers.

This information helps us operate the website, understand site performance, improve content, detect abuse, and measure the effectiveness of outreach.

Information From Service Providers and Business Tools

We may receive information from tools used to operate the website and manage business communications, such as:

• Website hosting providers.
• Form providers.
• Email platforms.
• Analytics tools.
• Scheduling tools.
• Customer relationship management tools.
• Security and spam prevention tools.
• Communication providers.

The information received depends on the tools used and the way you interact with the website.

3. How We Use Personal Information

We use personal information for legitimate business purposes connected to this website and our services.

We may use personal information to:

• Respond to inquiries.
• Provide requested information.
• Schedule calls or consultations.
• Review a district's phone system needs.
• Prepare system review discussions.
• Communicate about hosted phone system options.
• Send requested resources.
• Follow up on requests.
• Provide support.
• Improve website content.
• Improve website performance.
• Maintain website security.
• Prevent spam, misuse, fraud, or abuse.
• Analyze interest in pages, topics, and resources.
• Maintain business records.
• Comply with legal obligations.
• Protect our rights, users, website, and services.

We do not use personal information submitted through this website to make automated decisions that produce legal or similarly significant effects.

4. Cookies and Similar Technologies

This website may use cookies, pixels, tags, scripts, local storage, analytics tools, and similar technologies.

These technologies may help us:

• Keep the website functioning.
• Remember basic preferences.
• Measure website traffic.
• Understand which pages are useful.
• Improve page performance.
• Prevent spam or abuse.
• Measure marketing effectiveness.

For more detail, see our separate Cookie Policy.

You may control cookies through your browser settings. Some website features may not work correctly if certain cookies are blocked.

If we use analytics or advertising tools that create privacy choices under applicable law, those choices will be explained through our Privacy Choices page and Do Not Sell or Share My Personal Information page.

5. How We Disclose Personal Information

We do not sell personal information for money.

We may disclose personal information in the limited situations described below.

Service Providers

We may disclose personal information to service providers that help us operate the website and business, such as:

• Website hosting providers.
• Email service providers.
• Form processing tools.
• Scheduling platforms.
• Analytics providers.
• Security tools.
• CRM or sales workflow tools.
• Communication platforms.
• IT support providers.

These service providers are authorized to use personal information only as needed to provide services to us, subject to their own contractual and legal obligations.

Business Communications

If you request information, submit a form, schedule a call, or ask for a review, we may use your submitted information to communicate with you by email, phone, or other professional contact methods.

Legal, Security, and Protection Purposes

We may disclose personal information if we believe disclosure is reasonably necessary to:

• Comply with law, regulation, subpoena, court order, or lawful request.
• Protect the rights, safety, or security of K12PhoneSystems.com.
• Detect or prevent fraud, abuse, spam, security incidents, or technical issues.
• Protect users, districts, service providers, or the public.
• Enforce website terms or agreements.

Business Transfers

If K12PhoneSystems.com is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, personal information may be disclosed or transferred as part of that transaction.

6. No Sale of Personal Information

We do not sell personal information for money.

We do not knowingly sell personal information of minors.

Some privacy laws define "sell" or "share" broadly to include certain advertising, analytics, retargeting, or cross-context behavioral advertising activities. If we use tools that fall within those definitions, we will provide the required notice and opt-out method.

For more detail, see our Do Not Sell or Share My Personal Information page.

7. Privacy Choices

Depending on your location and the laws that apply, you may have privacy rights related to your personal information.

These may include the right to:

• Request access to personal information.
• Request correction of inaccurate personal information.
• Request deletion of personal information.
• Request a copy of personal information.
• Opt out of certain selling, sharing, targeted advertising, or profiling.
• Limit certain uses of sensitive personal information, where applicable.
• Appeal a denied privacy request, where required by law.
• Not be discriminated against for exercising privacy rights.

To make a privacy request, contact:

privacy@k12phonesystems.com

You may need to provide enough information for us to verify your identity and locate the relevant records.

For more detail, see our Privacy Choices page.

8. California Privacy Notice

This section applies to California residents to the extent the California Consumer Privacy Act, as amended by the California Privacy Rights Act, applies to K12PhoneSystems.com.

Categories of Personal Information Collected

In the past 12 months, we may have collected the following categories of personal information:

• Identifiers, such as name, email address, phone number, IP address, and organization.
• Professional or employment-related information, such as job title, role, district, or department.
• Internet or other electronic network activity information, such as website usage, page views, device data, and interaction data.
• Commercial information, such as service interests, requested resources, or phone system review requests.
• Geolocation information, limited to approximate location derived from IP address.
• Inferences, such as likely service interest based on pages viewed or forms submitted.
• Other information you choose to provide in forms, emails, calls, or uploaded documents.

Sources of Personal Information

We may collect personal information from:

• You.
• Your organization.
• Website technology.
• Service providers.
• Communication tools.
• Publicly available professional or district sources.
• Business tools used to manage inquiries and communications.

Purposes for Collection

We collect and use personal information for the purposes described in this Privacy Policy, including responding to requests, operating the website, improving services, maintaining security, and communicating with prospective district customers.

Categories of Personal Information Disclosed

We may disclose the categories listed above to service providers, contractors, professional advisors, security providers, analytics providers, and business tools used to operate the website and respond to inquiries.

Sale or Sharing

We do not sell personal information for money.

If our use of analytics, advertising, retargeting, or similar tools is considered a "sale" or "sharing" under California law, you may opt out through our Do Not Sell or Share My Personal Information page.

Sensitive Personal Information

We do not request sensitive personal information through this website.

Please do not submit student records, health information, government identification numbers, precise location data, financial account information, or other sensitive personal information through general website forms.

9. Student Data and Education Records

This website is a marketing and informational website for adults and professional district contacts.

This website is not intended to collect student education records or student personal information.

If K12PhoneSystems.com provides services to a school district that involve access to district-controlled data, student information, call records, emergency location data, directory information, or other protected data, that information should be governed by the applicable district contract, data processing agreement, student data privacy agreement, service terms, and applicable law.

If any conflict exists between this Privacy Policy and a signed district agreement covering district-controlled data, the signed agreement controls for that district-controlled data.

10. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information from unauthorized access, loss, misuse, disclosure, alteration, or destruction.

Security measures may include:

• Access controls.
• Vendor review.
• Secure hosting practices.
• Spam and abuse prevention.
• Limited access to submitted forms and records.
• Use of reputable service providers.
• Monitoring for suspicious activity.
• Secure communication practices where available.

No website, email system, hosting platform, or internet transmission can be guaranteed completely secure. You should avoid submitting highly sensitive information through general website forms or unencrypted email.

11. Data Retention

We retain personal information for only as long as reasonably needed for the purposes described in this Privacy Policy.

Retention periods may vary based on:

• The nature of the inquiry.
• The type of information submitted.
• Business record needs.
• Legal obligations.
• Security requirements.
• Contractual requirements.
• Whether the information relates to an active prospect, customer, service request, or legal matter.

When information is no longer needed, we will delete, de-identify, or archive it using reasonable methods.

12. Email Communications

If you contact us, request a review, download a resource, or submit a form, we may send you service-related or business-related communications.

You may opt out of non-transactional marketing emails by using the unsubscribe link in the email, if provided, or by contacting:

privacy@k12phonesystems.com

We may still send non-marketing messages related to active inquiries, requested information, transactions, support, security, legal notices, or business records.

13. Third-Party Websites and Services

This website may link to third-party websites, tools, platforms, resources, or services.

We are not responsible for the privacy practices, security practices, content, or policies of third-party websites or services.

You should review the privacy policies of third-party services before providing information to them.

14. International Visitors

K12PhoneSystems.com is intended for users in the United States.

If you access the website from outside the United States, your information may be transferred to, stored in, or processed in the United States or other locations where our service providers operate.

By using the website, you understand that privacy laws in those locations may differ from the laws where you live.

15. Global Privacy Control and Browser Signals

Some browsers and tools allow users to send opt-out preference signals, such as Global Privacy Control.

Where required by applicable law and where technically feasible, we will treat recognized opt-out preference signals as requests to opt out of sale, sharing, targeted advertising, or similar processing covered by that law.

For more information, see our Privacy Choices page and Do Not Sell or Share My Personal Information page.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When we update it, we will revise the effective date above.

Material changes may be posted on this page or communicated through other reasonable methods.

Your continued use of the website after the updated Privacy Policy is posted means the updated version applies to your use of the website going forward.

17. Contact Us

For privacy questions, privacy requests, cookie questions, data rights requests, or questions about this Privacy Policy, contact:

K12PhoneSystems.com

Email: privacy@k12phonesystems.com

Please include enough detail for us to understand and respond to your request.