Parental consent, enforced
When consent is required, Athletes without a recorded parent consent are never shown well-being questions — on web or the iOS apps.
Student Data Privacy
Student Data Privacy & Texas Compliance
How The Program Suite protects student data: Texas SB 12 parental-consent tooling, no ads or data sales, 60-day deletion workflow, role-based health access, and audit logs districts can review.
For athletic directors, technology directors, and district privacy officers who vet vendors before students touch them.
Built for the laws Texas schools answer to.
60-day deletion clock
District deletion requests get their statutory deadline stamped automatically and tracked to done.
Audited sensitive access
Reads of health, family, academic, and message data are logged, with pattern alerts school admins can review.
How student data privacy & texas compliance helps school sports programs
Texas SB 12: parental consent before well-being questions
Texas now requires written parental consent before a student well-being questionnaire is administered, and parents must receive a copy of the questions first. The Program Suite ships this as product, not paperwork: a per-Athlete consent record, a program switch that hides readiness check-ins and Team Vibe from any Athlete without a granted consent, and a printable copy of the exact questions for the parent packet.
Texas Student Privacy Act: the operator duties, by design
As an operator under Education Code 32.151, The Program Suite does not sell or rent student information, does not build non-school profiles, and does not use student data for targeted advertising — and it ships a deletion-request workflow that stamps the 60-day statutory deadline automatically. Sponsor content in team graphics is never targeted using student data.
Health data stays in the health lane
Injury and health records follow a dedicated access lane: athletic trainers hold school-wide health-only access, clinical notes can be marked trainer-only, and every read of the health board or an Athlete's health panel lands in an audit log with suspicious-pattern alerts. Row-level security in the database backs every rule the interface enforces.
Families are first-class, minors are protected
Parents and guardians sign in with their own accounts, sign forms with tokenized signatures, and confirm anything that exposes their Athlete — including recruiting discovery, which requires Athlete opt-in, guardian confirmation, coach advisement, and a captured release before a profile can be found. Athlete-to-staff messaging follows a guardian-visibility floor aligned with SafeSport's MAAPP.
How we compare with forms-and-physicals tools
Most athletic software a Texas district already knows grew up as electronic UIL forms, physicals, and eligibility paperwork, and it does that job well. The Program Suite is a full program operating system: schedule, roster, practice, training, game day, travel, communication, gear, health, recruiting, and content, with the same privacy controls running underneath all of it. The comparison isn't badge-for-badge — it's a compliance filing cabinet versus the system your coaches actually run the program in every day. Schools often keep a forms tool and still adopt The Program Suite for everything the forms tool was never meant to do.
What the compliance badges you'll see actually mean
FERPA, PPRA, and HIPAA have no certifying body — no agency issues a "FERPA certified" seal, so any vendor showing those badges, us included, is describing its own practices. We'd rather show ours: record a parental consent and watch an Athlete's check-ins pause, log a deletion request and see the 60-day deadline stamp itself, open the audit log and find both events. HIPAA generally doesn't even govern school athletic records — student health held for school purposes is a FERPA education record — so we hold it to health-lane access, encryption, and audit rather than a badge. TX-RAMP is the real exception — an actual State of Texas security authorization, and a fair thing for a district to require. We don't hold one today; what we hold is the security itself: database-enforced row-level security, encryption of restricted student data, code-allowlisted service access, and read auditing with suspicious-pattern alerts. We'd rather show you those controls working than print a seal we didn't earn.
What we ask districts to verify
Ask us for the security summary, review the audit log live in a demo, and send your NDPA. A vendor that has done this work should be able to show it inside the product in under ten minutes — that is the bar we set for ourselves.
Questions coaches and ADs ask
Is The Program Suite compliant with Texas SB 12?
The Program Suite is built SB 12-ready. Programs can require recorded parental consent before any well-being questionnaire is shown to an Athlete, print the exact questions for the parent copy requirement, and every consent decision is kept in a tamper-evident audit log. Districts remain responsible for their own consent processes; the software gives staff the records and enforcement to run them.
Does The Program Suite sell student data or show ads?
No. Student data is never sold, rented, or used for targeted advertising or non-school profiling — the prohibitions in the Texas Student Privacy Act (Education Code 32.151) are how the product is designed, not just policy language.
What happens when a district asks for student data to be deleted?
The Texas Student Privacy Act gives an operator 60 days to delete a student's covered information after a district request. The Program Suite includes a deletion-request queue that stamps the statutory deadline the day a request is logged and tracks it to completion.
Will The Program Suite sign our district's data privacy agreement?
Yes. We work from the TX-SDPC/National Data Privacy Agreement framework Texas districts already use and can attach our security summary as the exhibit. Contact us and we will route it to the right person.
Can college recruiters see our athletes?
Only if the family chooses it. An Athlete profile is never discoverable to college programs unless the Athlete opts in, a parent or guardian confirms, the coach is advised, and a signed release is captured — and the database itself enforces that gate. Revoking consent removes the Athlete from discovery.
How is The Program Suite different from the forms-and-physicals tool we already use?
Most athletic software a Texas school already knows grew up as electronic UIL forms, physicals, and eligibility paperwork, and it does that job well. The Program Suite runs the whole program day to day: practice and training, game day, travel, communication, gear, health, recruiting, and content, with student-privacy controls built into every module rather than living in a separate forms product. Schools often keep a forms tool and still adopt The Program Suite for everything the forms tool was never meant to do.
Are you HIPAA, FERPA, and PPRA "compliant" like other vendors advertise?
We are built for FERPA and PPRA duties and can demonstrate each one live — parental consent gating well-being questions, a 60-day deletion workflow, health-lane access, and an audit log — but we do not claim a certification that no agency actually issues. HIPAA generally does not apply to school athletic records, which are FERPA education records; we still hold health data to encryption, a dedicated access lane, and audit-on-read.
Where to go next
The full product story — what The Program Suite does for coaches, athletic directors, Athletes, and families — lives on the marketing site.
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