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Privacy & Security Policy

How PhysednHealth collects, uses, protects, retains, and discloses school and student information, including Ed, our AI planning assistant.

Last updated: July 23, 2026

Operator
PhysednHealth, operated by De Monfort LLC
Website
https://www.physednhealth.com
Privacy contact
awesome@physednhealth.com · (202) 579-9172
Mailing address
8829 Gerren Ct, Charlotte, NC 28217

1. Overview

PhysednHealth is a K–12 physical education, health, wellness, assessment, scoring, reporting, and planning platform used by schools, districts, teachers, and authorized students. This policy explains how PhysednHealth collects, uses, protects, retains, and discloses information in connection with its services, including Ed, the PhysednHealth planning assistant.

PhysednHealth is intended to be used for school-authorized educational purposes. Student information is used to provide the service to the school or district and not for targeted advertising, sale of student data, or unrelated commercial profiling.

2. Scope

This policy applies to PhysednHealth websites, applications, portals, dashboards, student access features, teacher tools, assessment tools, reporting tools, integrations, and Ed planning tools.

This policy does not replace a school or district’s own privacy notices, acceptable use policies, or student data governance obligations. Where PhysednHealth has a written agreement with a school or district, that agreement controls if it provides more specific or more protective terms.

3. Information we collect

A. School, district, and staff account information

  • School, district, and organization name.

  • Educator, administrator, and staff names, roles, email addresses, login identifiers, and account settings.

  • Implementation, support, billing, and communication information.

B. Student and class information

  • Student name or school-provided identifier.

  • Student username, or single sign-on identifier if supplied by the school or district.

  • School, class, grade, teacher, and roster information.

  • Student gender and date of birth (optional) that a school or district chooses to provide for reporting or compliance purposes.

C. Assessment, scoring, and reporting information

  • Physical education, fitness, skill rubric, specialized assessment, and wellness-related scores or observations entered by authorized users.

  • Pre, mid, and post assessment data.

  • Teacher notes, class-level notes, student reflections, report outputs, and program reporting information.

  • Healthy Fitness Zone or similar reporting categories when selected or used by the school or district.

D. Ed planning inputs and outputs

  • Teacher-entered prompts, class context, grade band, class size, space, equipment, schedule, standards, constraints, and planning preferences.

  • Generated lesson plans, unit plans, assessment-day plans, sub plans, stations, rubrics, workouts, and related instructional materials.

  • PhysednHealth recommends that teachers avoid entering unnecessary student-identifiable information into Ed prompts.

E. Technical and usage information

  • Log-in records, device and browser information, IP address, diagnostic logs, feature usage, security logs, and performance data.

  • Cookies or similar technologies necessary for authentication, security, session management, analytics, and service operation.

4. How we use information

  • Provide and operate the PhysednHealth platform.

  • Create and manage classes, rosters, assessments, scoring workflows, reports, and instructional materials.

  • Support school-authorized PE, health, wellness, and educational reporting purposes.

  • Authenticate users and support integrations such as SSO, LMS, SIS, or roster connections when enabled by the school or district.

  • Generate teacher-facing instructional resources through Ed.

  • Provide customer support, troubleshoot issues, monitor security, prevent misuse, and improve platform reliability.

  • Comply with applicable contracts, laws, and school/district instructions.

5. Student data commitments

  • PhysednHealth does not sell student personal information.

  • PhysednHealth does not use student personal information for targeted advertising.

  • PhysednHealth does not create commercial advertising profiles of students.

  • Student information is used for school-authorized educational purposes.

  • No student personally identifiable information or student assessment data is used to train core AI models.

  • Ed is designed for instructional planning and program support, not autonomous student evaluation or high-stakes decision-making.

6. Ed and AI planning tools

Ed helps teachers generate planning and instructional resources such as lesson plans, assessment-day plans, rubrics, sub plans, activities, stations, workouts, and program materials. Ed may process teacher-entered prompts and relevant class context to generate outputs.

PhysednHealth’s intended use of Ed is teacher-facing planning support. Ed should not be used to make autonomous decisions about student placement, discipline, eligibility, disability status, medical status, or other high-stakes outcomes.

PhysednHealth maintains a zero-data-training commitment for student PII and assessment data. Teachers should use class-level context where possible and avoid entering unnecessary student names, health details, disability details, or other sensitive student-specific information into prompts.

7. Disclosure of information

PhysednHealth, operated by De Monfort LLC, is the only operator that collects or maintains personal information through the service. PhysednHealth does not share, sell, rent, or disclose personal information to any third party for that party’s own use. Information is disclosed only as needed to provide and support the service, as directed by the school or district, or as required by law. The only categories of recipients are:

  • Authorized school or district users, such as teachers, administrators, and IT staff.

  • Parents or guardians when access is directed or authorized by the school or required by applicable law.

  • Amazon Web Services, Inc. (AWS), 410 Terry Avenue North, Seattle, WA 98109-5210, https://aws.amazon.com — service provider for the cloud hosting, data storage, and security infrastructure on which PhysednHealth operates. AWS processes information solely to provide infrastructure services to PhysednHealth.

  • OpenAI OpCo, LLC (OpenAI), 1455 3rd Street, San Francisco, CA 94158, https://openai.com, privacy@openai.com — service provider for the AI processing that powers Ed. When a teacher uses Ed, teacher-entered prompts and relevant class context are processed through OpenAI’s API to generate planning outputs. OpenAI processes this information solely to provide API services to PhysednHealth; under PhysednHealth’s API terms with OpenAI, this information is not used to train OpenAI’s models and is not used for OpenAI’s own advertising or other commercial purposes. All parent and school inquiries about data practices for the service should be directed to PhysednHealth at awesome@physednhealth.com.

  • School-authorized integration providers, such as SSO, LMS, SIS, or roster systems.

  • Legal, regulatory, or safety recipients when required to comply with law, enforce terms, respond to legal process, or protect rights, safety, or security.

PhysednHealth requires service providers, through written agreements, to protect information and use it only for the services they provide to PhysednHealth, and obtains written assurances that they will maintain the confidentiality, security, and integrity of the information. PhysednHealth does not allow service providers to use student data for their own targeted advertising or unrelated commercial purposes. The service-provider disclosures described above are integral to providing the PhysednHealth service. PhysednHealth makes no other disclosures of student personal information except to authorized school users, to parents or guardians, or as required by law.

When PhysednHealth is used by a school or district for school-authorized educational purposes, the school may provide consent on behalf of parents for the collection and use of student personal information under COPPA, subject to applicable law and the school’s policies. PhysednHealth provides a separate COPPA Direct Notice for Schools and Parents describing the specific student data collection, use, disclosure, retention, and rights process.

COPPA Direct Notice: https://www.physednhealth.com/coppa-direct-notice/

9. FERPA and school-controlled records

Student information maintained in PhysednHealth may be part of the school’s education records under FERPA. PhysednHealth acts as a service provider to the school or district and uses student information only for authorized educational purposes and as permitted by the applicable agreement and law.

Parents and eligible students should generally direct FERPA access, correction, or records requests to the school or district. PhysednHealth will support schools and districts in responding to authorized requests.

10. Parent and school rights

Parents, guardians, schools, and districts may request, as applicable:

  • Access to student personal information maintained in PhysednHealth.

  • Correction of inaccurate student information.

  • Deletion of student personal information when no longer needed for the educational purpose or when required by law or contract.

  • Termination of further collection or use of a student’s information, subject to the school’s educational program requirements.

To make a request, parents and guardians should first contact their child’s school or district, which authorizes PhysednHealth accounts and controls student records. Schools, districts, or parents may also email awesome@physednhealth.com and include the requester’s name and role, the school or district name, and the student identifier used in PhysednHealth. PhysednHealth will take reasonable steps to verify the requester’s authority — for parent requests, by confirming authorization with the school or district — before providing access, correction, or deletion, and will respond to verified requests within 30 days at no charge.

11. Data retention and deletion

PhysednHealth collects children’s personal information solely to provide the school-authorized educational service described in this policy. PhysednHealth retains that information only as long as reasonably necessary for that purpose: while the school or district’s agreement is active and the information is needed for classes, assessments, scoring, and reporting; to comply with school or district instructions; to satisfy legal or contractual requirements; to maintain security; and to resolve disputes.

After termination or non-renewal of a school or district agreement, school data remains available for export for 30 days and is deleted or de-identified within 90 days, unless a different written agreement, legal obligation, or school instruction applies. Deletion includes removal from active systems, with residual copies in routine backups expiring on the standard backup rotation cycle.

PhysednHealth does not retain student personal information indefinitely for unrelated or secondary purposes.

12. Security

PhysednHealth maintains a written information security program, with a designated coordinator responsible for its implementation, containing administrative, technical, and organizational safeguards appropriate to the sensitivity of school and student information. These safeguards include access controls, authentication protections, hosting on Amazon Web Services (AWS) secure cloud infrastructure, service monitoring, data minimization practices, vendor controls supported by written assurances, staff confidentiality expectations, periodic risk assessment, and reasonable procedures for responding to security incidents.

No system can guarantee absolute security. PhysednHealth works with schools and districts to support secure implementation, appropriate account access, and timely response to security or privacy concerns.

13. Cookies and analytics

PhysednHealth uses cookies and similar technologies, including persistent identifiers such as session cookies and IP addresses, only to support the internal operations of the service: authentication, session management, security and fraud prevention, performance measurement, product functionality, and internal analytics. These identifiers are not used to contact any individual, build advertising profiles, or serve targeted advertising, and are not disclosed to any third party for any other purpose. PhysednHealth does not permit third-party advertising or tracking technologies on the service.

14. State privacy laws

Schools and districts may be subject to state student privacy laws and procurement requirements. PhysednHealth will work with schools and districts to complete applicable student data privacy agreements, data processing addenda, or state-specific documentation when required.

15. Changes to this policy

PhysednHealth may update this policy to reflect changes to the platform, law, security practices, or school requirements. If a material change affects the collection, use, or disclosure of student personal information, PhysednHealth will provide notice as required by law and contract.

16. Contact

Questions about this policy or PhysednHealth privacy practices may be directed to: PhysednHealth, operated by De Monfort LLC; Email: awesome@physednhealth.com; Phone: (202) 579-9172; Mailing address: 8829 Gerren Ct, Charlotte NC 28217

Regulatory references used to prepare this document

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