Sample CodaClass parent notice

Dear parent / guardian,

[Center name] is using CodaClass, a classroom tool from Codachord Inc., to support teaching and to share updates with families.

What CodaClass is used for

Staff may use CodaClass for classroom rosters and child profiles, observations (written notes, photos / videos), standards tagging, daily logs, family notes and messages, and a parent login where can view updates for your child(ren).

AI and how your child’s data is handled

Some classroom features use AI help (for example suggesting state standards tags for observations or helping with lesson ideas). Those features run through Microsoft Azure. Your child’s data is not sold, and is not used by Codachord or Microsoft to train AI models. Staff review is required for all information before anything is saved in our files or sent to families.

Your child’s information in CodaClass is controlled by [Center name]. Access is limited to authorized staff and to the parents/guardians we invite and link to that child. Codachord processes the data only to run and secure the service for our program.

When you sign in to CodaClass as a parent, you’ll Accept Terms and Privacy Policy once in the app.

Privacy and security

• Your child’s information is controlled by [Center name]
• Your child’s data is not sold by Codachord
• Access is limited to authorized staff and to parents/guardians we invite and link to your child
• Child data is not used to train AI models
• Codachord uses access controls, encryption in transit and at rest, separate program accounts, and additional privacy gateways (including steps that limit identifying details sent to AI features) to help protect data
• Questions about what we collect, who can see it, or how to remove access: contact the center

Photos and videos

Teachers may add photos and short videos of your child for observations, portfolios, and family updates. Photos or videos may occasionally include other children in the same activity. If you allow photos/videos in CodaClass, please do not reshare any of other children outside CodaClass without that family’s permission.

Group activities may still show other children even if a family has opted out of media for their own child. Your choices about photos and videos are in the acknowledgment below.

Your choices / how to opt out

Please pick one option in the acknowledgment below. If you prefer not to use CodaClass for family updates, we will communicate with you another way.

To change your mind later, or if you have questions, contact the center:

• Name / role: [Center contact]
• Email / phone: [Center contact info]

Acknowledgment

Child’s name: ________________________________

Parent / legal guardian name: ________________________________

Email for CodaClass invite: ________________________________

Please check one:

• [ ] I allow [Center name] to use CodaClass for my child, including photos and videos as described above.
• [ ] Media opt-out: I allow CodaClass for notes / messaging / parent login, but do not want photos or videos of my child used in CodaClass.
• [ ] Complete opt-out: I opt out of CodaClass for my child at this time

I understand that other children’s images may appear in group activities, and I agree not to share photos or videos of other children outside CodaClass without permission.

Parent / legal guardian signature: _______________________________ Date: ____________