Privacy Policy

1.Information we collect

From parents and guardians

• Contact and household details: names, email, phone, address, relationship to the student, and who may pick the student up.
• Custody information: whether a court order affects custody or access to records, and a copy of the order if one exists.
• Billing information: how tuition is split between parents, payment plan, and payment history. Card and bank details are entered directly with our payment processor (Stripe). We do not see or store full card or account numbers.
• Scholarship information: which program the student uses (for example FES-EO, FES-UA, FTC or PEP), the Award ID and award amounts.
• Financial documents: we do not collect tax returns as part of admission. If we offer tuition assistance in the future, families who choose to apply for it may be asked for financial documents, with separate notice and consent at that time.

About students

• Identity: legal and preferred name, date of birth, sex as shown on the birth certificate, grade, and a copy of the birth certificate.
• Health and safety: immunization records (Florida DH 680), the school entry health exam, allergies, medical conditions, medications, emergency contacts, and records of visits to the school nurse.
• Learning support: whether the student has an IEP, a 504 plan or a diagnosed disability, and copies of those documents.
• Academic records: prior report cards and transcripts, our placement assessment and its results, courses, grades, credits, attendance, and transcripts, including courses taken through providers such as FLVS and Johns Hopkins Center for Talented Youth.
• Behavior and support records: discipline records, support plans, and the fact and time of visits with our counselors (see section 6).
• Athletic eligibility: information needed to track NCAA and NAIA eligibility for student athletes.
• Portal activity: students may receive a school-issued account to see their schedule, appointments and school events and to request meetings with staff. We record sign-ins and actions in the portal for security.

Automatically

Our website and portals record basic technical information (such as IP address, browser type and pages visited) to keep the service secure and working. We do not use advertising trackers.

2.How we use information

• To review applications, test and place students, and make admission decisions. All admission, placement and discipline decisions are made by our staff.
• To teach, support and keep students safe, including health care at school and learning accommodations.
• To bill tuition and fees and process payments.
• To administer state scholarships and meet reporting requirements to scholarship funding organizations and the Florida Department of Education.
• To communicate with families by email, text, push notification and the portal.
• To track graduation progress and athletic eligibility.
• To comply with the law, including child-abuse reporting duties.

3.Who we share information with

We do not sell, rent or trade personal information, and we do not use it for targeted advertising. We share information only as follows:

• Service providers who work for us under contract and may use the information only to provide their service to Lewis Prep:
  • Our student information system, KeystoneOS, provided by Titan Secure Technologies & Logistics, Inc.
  • Payment processing (Stripe)
  • Hosting and secure storage for KeystoneOS (Cloudflare)
  • Email and text-message delivery (Resend and Twilio)
  • AI services used inside KeystoneOS (Cloudflare Workers AI, and Anthropic's Claude for tasks that need it), under agreements that do not allow them to train on student information
  • Email, document storage and classroom tools (for example Google Workspace for Education and Google Classroom)
  • Learning and assessment platforms (for example Otus)
• Course providers such as FLVS and Johns Hopkins Center for Talented Youth, for students enrolled in their courses.
• Scholarship funding organizations (such as Step Up For Students) and the Florida Department of Education, as the scholarship programs require.
• Other schools, colleges, and the NCAA or NAIA Eligibility Centers, when you ask us to send records.
• Government authorities, when the law requires it. Staff are required by law to report suspected child abuse or neglect to the Florida Abuse Hotline.
• In an emergency, with first responders or medical providers when needed to protect a student's health or safety.

4.Your rights as a parent or guardian

You may:

• Review your child's records, and request copies.
• Ask us to correct information you believe is inaccurate.
• Withdraw consent for optional uses, such as photos in school publicity.
• Ask us to delete information we are not required to keep (see section 8).
• Decide who else in the family has access, within any court order.

During a financial hold under the Enrollment Contract, online access in the parent portal is limited to billing and safety information. You may still request records as the law allows; the Enrollment Contract explains when records are released.

To make a request, contact us (section 12). We will respond within 30 days.

Lewis Prep is a private school and does not receive federal education funds, so the federal law known as FERPA generally does not apply to us. We follow its principles anyway: parents may review their child's records, and we do not release them to outside parties without consent except as described in this policy.

5.Children under 13

Many of our students are under 13. We collect student information from parents and guardians through the application. Where students under 13 use a school-issued online account (our student portal, Google Classroom or other learning tools), Lewis Prep authorizes that use on the parent's behalf, for educational purposes only, as the federal Children's Online Privacy Protection Act (COPPA) allows. Those services may not use your child's information for advertising or any commercial purpose. You may ask us at any time which services your child uses, review the information they hold, and ask for it to be deleted.

6.Health, counseling and learning-support information

• Health records are visible only to staff with a health role and to administrators who need them.
• Parents can see that their child visited the counselor, the mental health counselor or the nurse, and when. Parents do not see the counselor's notes. Those stay confidential to the counselor.
• Exceptions:
  • If a student may harm themselves or others, parents are informed.
  • If a counselor suspects abuse or neglect, it is reported to the Florida Abuse Hotline as the law requires. The school may withhold notice of that visit from a parent when notifying the parent could put the student in danger.
  • Florida law allows a student 13 or older to receive limited crisis counseling from a licensed mental health professional without prior parental consent (section 394.4784, Florida Statutes).
  • Every such exception requires approval by an administrator and is recorded.
• Teachers receive a summary of a student's approved accommodations, not the full IEP or diagnosis.

7.How we protect information

We use encryption in transit and at rest, access limited by staff role, individual staff logins, and a record of who viewed or changed student information. Sensitive documents such as health records and tax returns are stored separately with stricter access. No system is perfectly secure; if a breach affecting your personal information occurs, we will notify you as Florida law requires (section 501.171, Florida Statutes).

8.How long we keep information

By enrolling, you consent to Lewis Prep and its service providers keeping the records above for the periods listed, including after your child is no longer enrolled.

9.Text messages

With your consent, given in the parent portal, Lewis Prep sends text messages about your child's enrollment, billing reminders, attendance and urgent or emergency notices. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help; you can also change this in the parent portal. We do not sell or share your mobile number or text-message consent with anyone for marketing, and we do not share it with third parties except the service providers that deliver our messages. Texts never include grades, health information or balances.

10.Photos and media

We ask for separate permission before using a student's name, photo or video in school publicity, social media or on our website. You can change your choice at any time.

11.Changes to this policy

If we make material changes, we will post the new policy and notify families through the portal or by email before the change takes effect.

12.Contact us