School Data Agreement

This agreement is between Aprative LLC (“we”), which makes Beadbar, and the school whose head of school accepts it (“the school”). A head of school accepts it for the school before any child’s information is added, and so does each new head of school. The person accepting confirms they can agree to terms for the school.

It follows the structure of the Student Data Privacy Consortium’s National Data Privacy Agreement (“the national agreement”), and its exhibit letters match that agreement. A school that needs the national agreement itself can ask us to sign it.

1. Purpose and scope

We provide Beadbar, described in Exhibit A, to the school. This agreement covers all school data, as defined in Exhibit C. Exhibit B lists the data we may receive. Together with the Privacy Policy, this agreement is our notice to the school of what we collect, how we use it, and whom we share it with.

2. The school owns its data

All school data belongs to the school and stays under its control. That includes anything Beadbar creates from it and every copy.
The school gives us permission to use school data only to provide Beadbar to the school under this agreement. We get no other rights to it.
For a school covered by FERPA, we are a “school official” with a legitimate educational interest. We perform a service the school would otherwise use its own staff for, we are under the school’s direct control in how we use and keep its records, and we do not disclose them except as this agreement allows.

3. The school’s part

The school:

uses Beadbar and provides data in line with the laws that apply to it;
gives families any notice the law requires, including listing us in its yearly FERPA notice if it has one;
enters only what guides need to plan and record lessons;
keeps sign-ins to its own staff and removes staff when they leave;
decides which family members may see a child’s progress, invites only people entitled to see it, and removes access when that changes;
tells us promptly if it learns of a breach involving Beadbar.

4. Requests from families

Families ask the school to see, correct, delete, or get a copy of their child’s information. The school can do each of these in Beadbar, including downloading any child’s full record.
If a family contacts us, we refer them to the school.
If the school asks us for help with a request, we respond within 30 days, or sooner if the law sets a shorter deadline.

5. How we may use school data

We use school data only to provide, secure, and support Beadbar for the school, and to contact the school’s staff about the service.

We will never:

sell, rent, or trade school data;
use it for advertising or marketing, or build a profile of a child, family, or staff member for any purpose other than providing Beadbar to the school;
use it, including any version with names removed, to train or build artificial intelligence models;
disclose it to anyone except the school’s own users, our listed outside services (section 6), or as the law requires.

If we create data with identifying details removed, we follow federal or NIST guidance on doing so, never try to identify anyone from it, and share it only with our listed outside services.

Beadbar does not use artificial intelligence on school data. Before we add any feature that does, we will list the service that runs it, bind that service not to keep or train on the data, use it only to serve the school, let the school turn it off, and give notice under section 11.

If a court order, subpoena, or other legal demand asks us for school data, we tell the school before we respond, unless the demand or the law forbids it.

Anyone we allow to access school data is bound in writing to keep it confidential and to use it only to support the school.

6. Outside services

We use a short list of outside services, each bound by written terms to protect school data at least as well as this agreement and not to sell it. The current list is on Outside services. We email the head of school at least 30 days before a new service handles school data. If the school objects, it may end this agreement without any fee and download its data first.

7. Security

School data is stored in the United States only.
It is encrypted while it travels and while it is stored.
The database itself keeps each school’s data separate. Staff other than a head of school see only their assigned classrooms.
We record who changed each child’s record.
We keep a written security program based on the NIST Cybersecurity Framework (Exhibit F). Security summarizes it. We review it at least once a year and after any breach. On the school’s request, we provide a copy of the latest review, with sensitive details removed, within 10 days.
The school can reach our security coordinator at privacy@aprative.com.

8. Breaches

If we confirm that school data was accessed, disclosed, or acquired without permission, we notify the head of school within 72 hours of confirming it. If law enforcement asks us to wait, we notify as soon as it allows.

The notice says, as far as we know then and updated as we learn more: our contact details, the date of the notice, when the breach happened, whether law enforcement delayed the notice, what happened, what data was involved, and whose data it was. We also say what we have done and what we recommend.

We follow the breach laws that apply to us, keep a written plan for responding to incidents, and give the school a summary of the plan on request. The school notifies families; we help it do so.

9. Deleting data

The school can delete any child’s data at any time. Deleting a child removes their lesson records and notes at once.
A head of school can ask to delete the whole school. Deletion runs 7 days after the request and can be cancelled until then.
After this agreement ends, we delete all school data once the period the school set runs out (0 to 60 days; 60 unless the school chooses less). The school can download its data until then. We do not keep school data past that date unless the school tells us to in writing.
Deleted data is gone from our backups within 7 days.
If the law requires us to keep some data longer, we keep only that data, only as long as required, and tell the school unless the law forbids it.
When asked, we confirm a deletion in writing.

10. Audits

On reasonable written notice, the school or someone it names may review our compliance with this agreement. We answer its questions and provide the records it reasonably needs. We also cooperate with any government audit of the school’s use of Beadbar.

11. Changes to this agreement

We will not change how school data is collected, used, or shared without telling the school first. Before a material change, we email the head of school at least 30 days ahead and ask them to accept the new version. If the school does not accept, it may end this agreement without any fee and download its data. A change never applies to data collected before it without the school’s consent.

12. Ending the agreement

The school may end this agreement at any time by deleting its school in Beadbar.
If we breach this agreement’s privacy terms and do not fix the breach within 30 days of the school’s written notice, the school may end this agreement and its account with no fee, penalty, or other cost.
This agreement keeps applying for as long as we hold any school data.

13. Sale or merger

If Aprative or Beadbar is sold or merged, the new owner is bound by this agreement. We tell the school within 60 days after it closes, with the new owner’s written promise to keep this agreement. The school may end this agreement if it reasonably believes the new owner cannot keep it.

14. General

On school data, this agreement controls over the Terms of Service and the Privacy Policy.
If the school signs the national agreement or a state addendum with us, that document controls over this one where they differ.
The law that governs this agreement is the law named in the Terms of Service, unless a signed agreement with the school names another.
Notices go by email: to the head of school’s email address in Beadbar, and to us at privacy@aprative.com.

Exhibit A: The service

Beadbar: a Montessori curriculum library and a record-keeping tool for classrooms, staff, children, lesson records, notes, and exports.

Exhibit B: Data we may receive

Category	Data
Staff	Name, email address, role, classrooms, training progress
Children	First name, last name, preferred name, birthdate (optional), classroom, an ID from another system (if the school imports one)
Family members	Name, email address, and which child they may see, for family members the school invites
Learning records	Lessons planned, presented, practiced, and mastered, with dates; notes written by staff; family reports
School	School name, state, settings; for a paid plan, the plan, its status, the number of classrooms paid for, and Stripe’s account numbers (the payer’s card and billing details go to Stripe, not to us)
Technical data	IP address and browser for sign-in sessions and document acceptances, sign-in times, and the cookies the Privacy Policy lists

We receive no other school data. Before we add a field, we update this exhibit and email the head of school at least 30 days ahead. If the school objects, it may end this agreement without any fee. All school data is stored in the United States.

Exhibit C: Definitions

School data: all information about children, families, or staff that the school’s users put into Beadbar, or that Beadbar creates from it or records about its use, while it can be linked to a person. It includes records, notes, technical data, and copies.
Breach: access to, or disclosure or acquisition of, school data without permission that puts its security, confidentiality, or integrity at risk.
Outside service: a company that handles school data for us to help provide Beadbar.

Exhibit D: Disposal

The school sets its disposal choices in School settings: the period after the agreement ends before deletion (0 to 60 days), and deletion of the whole school on request. A school with other disposal needs can write to us.

Exhibit F: Security framework

NIST Cybersecurity Framework, reviewed at least once a year.

Exhibit H: Terms beyond the national agreement

These terms go further than the national agreement’s standard terms. A school that signs the national agreement with us can add them as its Exhibit H:

the limits on artificial intelligence in section 5;
the right to end without a fee in sections 6, 11, and 12.

Contact

Aprative LLC · privacy@aprative.com · 1674 N 840 W, Salem, Utah 84653

Change log

Version	Date	Change
1.0	2026-09-25	First version for the pilot.
1.1	2026-09-26	Added our mailing address.
1.2	2026-09-26	Exhibit B: the plan details kept for a paid plan. Card and billing details go to Stripe, not to us.