SydTek / Scholars policies / ST-009
Data Privacy And Cybersecurity Policy
What this document supports
-
SydTek Scholars · Safeguarding & privacy
Data privacy, cybersecurity and learning-environment expectations are drafted.
Full document
DATA_PRIVACY_AND_CYBERSECURITY_POLICY.md
SydTek Scholars Canon
Accreditation Readiness Framework
Chunk 24 of 50
Status: Draft
Owner: Chief Compliance Officer / Registrar
Version: 2.0
PURPOSE
Establish student data privacy,
cybersecurity governance,
record retention,
parent rights,
AI security standards,
access controls,
incident response procedures,
and institutional data protection
requirements for SydTek Scholars.
PRIVACY AND SECURITY PHILOSOPHY
Student information is a sacred trust.
SydTek Scholars protects student,
parent, faculty, financial,
academic, and institutional records
through layered security controls,
role-based access management,
continuous monitoring,
and cybersecurity oversight.
Data protection is both an educational
and operational responsibility.
CYBERSECURITY PROVIDER
Primary Cybersecurity Partner:
Gemach AI
Security Framework:
SentinelX Cybersecurity Framework
Repository:
Goldstonian Concordance Bible
SentinelX Security Framework
Purpose:
Threat Detection
Security Monitoring
Access Control
Incident Response
Risk Assessment
Compliance Monitoring
Security Awareness
Audit Logging
PROTECTED RECORDS
Student Profiles
Enrollment Records
Attendance Records
Seat-Time Logs
Grades
Progress Reports
Transcripts
Portfolio Evidence
Spanish Evidence
Service Learning Records
Parent Communications
Faculty Review Notes
Financial Records
Compliance Records
Board Records
Graduation Records
DATA CLASSIFICATION LEVELS
Level 1
Public Information
Examples
Course Catalog
Public Policies
Marketing Materials
Graduation Announcements
Level 2
Internal Information
Examples
Faculty Documents
Curriculum Development
Board Working Papers
Internal Reports
Level 3
Confidential Information
Examples
Student Records
Transcripts
Grades
Portfolio Evidence
Parent Records
Attendance Records
Level 4
Restricted Information
Examples
Financial Records
Security Credentials
Administrative Accounts
Security Logs
Compliance Investigations
AUTHORIZED ACCESS MATRIX
President
Full Institutional Access
Chief Compliance Officer
Compliance And Audit Access
Registrar
Student Record Access
Academic Director
Academic Progress Access
Faculty Reviewers
Assigned Student Access Only
Parents
Own Student Access Only
Students
Own Learning Records Only
GEMACH AI SECURITY SERVICES
Cybersecurity Monitoring
Threat Detection
Access Auditing
Policy Enforcement
Risk Analysis
Security Reporting
Incident Tracking
Cybersecurity Awareness Support
SENTINELX SECURITY CONTROLS
Identity Verification
Role-Based Access Control
Audit Logging
Security Event Monitoring
Risk Scoring
Data Protection Controls
Credential Management
Incident Response Workflows
Compliance Monitoring
System Health Monitoring
AI DATA PROTECTION POLICY
Private student data may not be entered
into unauthorized AI systems.
Student records must only be processed
through approved institutional systems.
Sensitive records must be redacted
before use in AI-assisted workflows.
Faculty remain responsible for all
AI-assisted outputs and reviews.
RECORD STORAGE
Approved Systems
Google Workspace
LearnWorlds
Shopify Student Services
Credential Registry
Institutional GitHub Repositories
Registrar Systems
Gemach AI Security Systems
SentinelX Security Infrastructure
RECORD RETENTION
Enrollment Records
Permanent
Transcript Records
Permanent
Graduation Records
Permanent
Board Records
Permanent
Attendance Records
7 Years
Portfolio Evidence
7 Years After Graduation
Financial Records
7 Years
Security Logs
7 Years
Incident Reports
7 Years
INCIDENT RESPONSE PROCESS
Step 1
Incident Detection
Step 2
SentinelX Monitoring Alert
Step 3
Compliance Review
Step 4
Containment
Step 5
Investigation
Step 6
Parent Notification If Required
Step 7
Corrective Action
Step 8
Resolution Documentation
Step 9
Board Reporting If Required
PARENT RIGHTS
Parents may request:
Transcript Copies
Attendance Reports
Progress Reports
Portfolio Reviews
Record Corrections
Data Access Clarification
Privacy Complaint Review
ANNUAL CYBERSECURITY REVIEW
Annual Risk Assessment
Access Control Audit
Incident Log Review
Data Retention Review
Vendor Security Review
Policy Compliance Review
Board Security Summary
ACCREDITATION ALIGNMENT
Cognia Standard 3
Resource Capacity
Cognia Standard 4
Leadership Capacity
Evidence Produced:
Data Privacy Policy
Cybersecurity Policy
Access Control Matrix
Incident Response Procedures
Risk Assessments
Audit Logs
Data Retention Records
Parent Rights Documentation
Gemach AI Security Reports
SentinelX Monitoring Reports
EVIDENCE FOLDER
/data_privacy/
data_privacy_and_cybersecurity_policy.md
access_control_matrix.md
record_retention_policy.md
incident_response_plan.md
cybersecurity_review.md
gemach_ai_security_framework.md
sentinelx_security_controls.md
security_audit_log.md
risk_assessment_template.md
COMPLETION CHECKLIST
[ ] Data Privacy Policy Approved
[ ] Cybersecurity Policy Approved
[ ] Gemach AI Security Integration Approved
[ ] SentinelX Security Framework Approved
[ ] Access Control Matrix Approved
[ ] Incident Response Plan Approved
[ ] Annual Security Review Process Approved
[ ] Board Approval Recorded
Source, version and verification
Reference: ST-009
Repository: SydTek_Scholars_Canon
File: DATA_PRIVACY_AND_CYBERSECURITY_POLICY.md
Checked: 2026-10-24T00:07:53.705Z
Website edition: 2
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DATA_PRIVACY_AND_CYBERSECURITY_POLICY.md SydTek Scholars Canon Accreditation Readiness Framework Chunk 24 of 50 Status: Draft Owner: Chief Compliance Officer / Registrar Version: 2.0 ⸻ PURPOSE Establish student data privacy, cybersecurity governance, record retention, parent rights, AI security standards, access controls, incident response procedures, and institutional data protection requirements for SydTek Scholars. ⸻ PRIVACY AND SECURITY PHILOSOPHY Student information is a sacred trust. SydTek Scholars protects student, parent, faculty, financial, academic, and institutional records through layered security controls, role-based access management, continuous monitoring, and cybersecurity oversight. Data protection is both an educational and operational responsibility. ⸻ CYBERSECURITY PROVIDER Primary Cybersecurity Partner: Gemach AI Security Framework: SentinelX Cybersecurity Framework Repository: Goldstonian Concordance Bible SentinelX Security Framework Purpose: Threat Detection Security Monitoring Access Control Incident Response Risk Assessment Compliance Monitoring Security Awareness Audit Logging ⸻ PROTECTED RECORDS Student Profiles Enrollment Records Attendance Records Seat-Time Logs Grades Progress Reports Transcripts Portfolio Evidence Spanish Evidence Service Learning Records Parent Communications Faculty Review Notes Financial Records Compliance Records Board Records Graduation Records ⸻ DATA CLASSIFICATION LEVELS Level 1 Public Information Examples Course Catalog Public Policies Marketing Materials Graduation Announcements ⸻ Level 2 Internal Information Examples Faculty Documents Curriculum Development Board Working Papers Internal Reports ⸻ Level 3 Confidential Information Examples Student Records Transcripts Grades Portfolio Evidence Parent Records Attendance Records ⸻ Level 4 Restricted Information Examples Financial Records Security Credentials Administrative Accounts Security Logs Compliance Investigations ⸻ AUTHORIZED ACCESS MATRIX President Full Institutional Access Chief Compliance Officer Compliance And Audit Access Registrar Student Record Access Academic Director Academic Progress Access Faculty Reviewers Assigned Student Access Only Parents Own Student Access Only Students Own Learning Records Only ⸻ GEMACH AI SECURITY SERVICES Cybersecurity Monitoring Threat Detection Access Auditing Policy Enforcement Risk Analysis Security Reporting Incident Tracking Cybersecurity Awareness Support ⸻ SENTINELX SECURITY CONTROLS Identity Verification Role-Based Access Control Audit Logging Security Event Monitoring Risk Scoring Data Protection Controls Credential Management Incident Response Workflows Compliance Monitoring System Health Monitoring ⸻ AI DATA PROTECTION POLICY Private student data may not be entered into unauthorized AI systems. Student records must only be processed through approved institutional systems. Sensitive records must be redacted before use in AI-assisted workflows. Faculty remain responsible for all AI-assisted outputs and reviews. ⸻ RECORD STORAGE Approved Systems Google Workspace LearnWorlds Shopify Student Services Credential Registry Institutional GitHub Repositories Registrar Systems Gemach AI Security Systems SentinelX Security Infrastructure ⸻ RECORD RETENTION Enrollment Records Permanent Transcript Records Permanent Graduation Records Permanent Board Records Permanent Attendance Records 7 Years Portfolio Evidence 7 Years After Graduation Financial Records 7 Years Security Logs 7 Years Incident Reports 7 Years ⸻ INCIDENT RESPONSE PROCESS Step 1 Incident Detection Step 2 SentinelX Monitoring Alert Step 3 Compliance Review Step 4 Containment Step 5 Investigation Step 6 Parent Notification If Required Step 7 Corrective Action Step 8 Resolution Documentation Step 9 Board Reporting If Required ⸻ PARENT RIGHTS Parents may request: Transcript Copies Attendance Reports Progress Reports Portfolio Reviews Record Corrections Data Access Clarification Privacy Complaint Review ⸻ ANNUAL CYBERSECURITY REVIEW Annual Risk Assessment Access Control Audit Incident Log Review Data Retention Review Vendor Security Review Policy Compliance Review Board Security Summary ⸻ ACCREDITATION ALIGNMENT Cognia Standard 3 Resource Capacity Cognia Standard 4 Leadership Capacity Evidence Produced: Data Privacy Policy Cybersecurity Policy Access Control Matrix Incident Response Procedures Risk Assessments Audit Logs Data Retention Records Parent Rights Documentation Gemach AI Security Reports SentinelX Monitoring Reports ⸻ EVIDENCE FOLDER /data_privacy/ data_privacy_and_cybersecurity_policy.md access_control_matrix.md record_retention_policy.md incident_response_plan.md cybersecurity_review.md gemach_ai_security_framework.md sentinelx_security_controls.md security_audit_log.md risk_assessment_template.md ⸻ COMPLETION CHECKLIST [ ] Data Privacy Policy Approved [ ] Cybersecurity Policy Approved [ ] Gemach AI Security Integration Approved [ ] SentinelX Security Framework Approved [ ] Access Control Matrix Approved [ ] Incident Response Plan Approved [ ] Annual Security Review Process Approved [ ] Board Approval Recorded