2.3: Privacy Policies

Criterion Overview

Educational technologies often require students to create accounts, share personal information, submit coursework, or record audio and video. When courses require the use of Canvas, publisher platforms, or third-party applications, students should have access to the privacy policies that explain how their personal information is collected, stored, used, and protected.

Providing access to privacy policies promotes transparency and helps students make informed decisions about the technologies they use throughout the course. While students are not expected to become experts in privacy law, they should know where to locate information about the tools they are being asked to use and understand how their personal information may be managed.

Privacy information should be available before students are required to register for or use an external technology tool. Making this information easy to locate demonstrates a commitment to ethical technology use, responsible course design, and respect for student privacy.

Why It Matters

Students trust their college to protect their personal information. When instructors require the use of external technologies, they also have a responsibility to help students understand how those tools collect, store, and use their data. Providing access to privacy policies promotes transparency, builds trust, and empowers students to make informed decisions about the technologies they use throughout the course.

Although students may not read every privacy policy in detail, providing direct access demonstrates that privacy is an important consideration—not an afterthought. Students should know when they are creating accounts, sharing personal information, or submitting coursework through third-party applications so they understand how their information is being managed.

Protecting student privacy begins long before students click "Create Account." When selecting technology, instructors should consider not only how well a tool supports learning, but also whether it protects student data, complies with institutional technology guidelines, and aligns with institutional expectations for approved instructional technologies. Purposeful technology selection demonstrates a commitment to both effective teaching and responsible stewardship of student information.

What This Looks Like

Courses provide direct access to privacy policies for all required external technologies before students create accounts or submit personal information.

A well-designed course typically includes:

• Privacy policy links for all required third-party technologies.
• Privacy information located where students first encounter the technology.
• Explanations when students are required to create accounts or share personal information.
• Technology resources that clearly identify required tools and their instructional purpose.
• Current and functional privacy policy links.
• Technologies selected with consideration for student privacy, institutional guidance, and instructional value.

Students can easily locate privacy information before they begin using each technology.

Design Tips

Ask yourself: If I were a student enrolling in this course, would I know what personal information each required technology collects, why I am being asked to use it, and where I can review its privacy practices before creating an account?

✔ Include privacy policy links for every required third-party technology.

✔ Place privacy information where students will encounter it before registering for or using a technology.

✔ Regularly verify that privacy policy links remain active and up to date.

✔ Inform students when they will be asked to create accounts or provide personal information.

✔ Whenever possible, select technologies that collect only the information necessary to support learning.

✔ Consider student privacy alongside accessibility, usability, instructional value, and equity when evaluating new technology tools.

✔ Consult institutional technology guidelines when selecting external applications for instructional use.

✔ Periodically review the technologies used in your course to ensure they continue to meet institutional expectations for privacy and data security.