Policies & privacy
How we handle information about children.
These summaries explain our practice in plain language. Formal policy documents are available from the office on request.
Student records & privacy
Student records are stored in the school's operating system with access limited by role, assignment and relationship. A guardian sees only the students they are authorized for. Teachers see the students assigned to them. Office staff see admissions and family records for their work, and sensitive learning records only when that access has been granted explicitly. Every sensitive action is written to an audit log.
Custody and access restrictions
Guardian access is recorded with effective dates and restrictions. Where a court order or written agreement limits a person's access to records or communications, the school records that restriction and applies it to portal access. Tell the office if your situation changes; changes take effect immediately for portal access.
Media consent
Photos and videos of students appear on this website or in school communications only where a current media release is on file. Consent can be withdrawn at any time in writing, and images are removed from public pages when it is. Our internal records of the release itself are retained.
Messages and consent
Families choose which channels they want for announcements and reminders. Messages about attendance, safety or an individual student's learning are sent as service messages; SMS opt-in and opt-out are recorded with the date and source. We never put sensitive academic, health or disability details in an SMS or email notification body; those messages point to the authenticated portal instead.
Accessibility
This site and the family portal are built to WCAG 2.2 AA: keyboard-operable controls, visible focus, readable type, sufficient color contrast, accessible form errors and respect for reduced-motion preferences. If something is hard to use, tell the office and we will fix it or provide the information another way.
Non-discrimination
Carillon Academy prohibits discrimination and harassment on the basis of race, ethnic or national origin, color, religion, age, sexual orientation, marital status, pregnancy, gender identity, military status, sex, childbirth or related medical conditions, disability, or any other protected class, in admissions, employment or participation in school activities.
Retention and deletion
Records are kept for the period required by applicable Virginia and federal requirements and then scheduled for deletion. Financial records, enrollment documents and student learning records carry different retention periods. Requests to review or correct a record can be made to the office in writing.
Giving and receipts
Charitable gifts are recorded separately from tuition and fees. Receipt wording depends on the school's verified tax-exempt or fiscal-sponsorship status and any goods or services provided in exchange for a gift; the office issues that language, and no receipt is generated automatically until it has been approved.
Last reviewed November 2026. Questions about a policy can be sent through the contact form and will be routed to the director.