Privacy Policy for Grace Lutheran School - Oak Creek, WI. 

Grace Lutheran School — Official Privacy Policy
Effective Date: August 1, 2026
Websites: https://graceoakcreek.org/school/ | https://gracelutheranschooloc.org
Location: 8537 S Pennsylvania Ave, Oak Creek, WI 53154-3333

Grace Lutheran School is a private prekindergarten through eighth grade (4K–8th grade) Christian school operated by Grace Lutheran Church and affiliated with the Lutheran Church-Missouri Synod (LCMS). Grace Lutheran School is committed to protecting the privacy of its students, families, faculty, and website visitors. This Privacy Policy governs our data collection, record maintenance, disclosure protocols, and digital privacy practices across campus operations and online portals (including graceoakcreek.org and gracelutheranschooloc.org).

Grace Lutheran School adheres to applicable state and federal data protection laws, including the Wisconsin Pupil Records Law (Wis. Stat. § 118.125), Wisconsin Department of Public Instruction (DPI) directives for Private School Choice Program participants, the Family Educational Rights and Privacy Act (FERPA), the Children's Online Privacy Protection Act (COPPA), and the Protection of Pupil Rights Amendment (PPRA).

 

1. Categories of Information We Collect
Grace Lutheran School collects personal information necessary to deliver educational instruction, fulfill state reporting requirements, manage enrollment, process donations, and maintain school-home communications.
A. Pupil Records and Student Data
Through enrollment applications, tuition management tools, and academic software, we collect:

• Demographic and Contact Information: Student full name, home address, phone listing, birth date, birthplace, parent/guardian contact details, and emergency contact lists.

• Academic Progress Records: Attendance logs, course enrollment, academic grades, progress reports, immunization records, lead screening documentation, and extracurricular activity logs.

• Behavioral and Educational Records: Standardized testing results, psychological or academic evaluations, disciplinary notes, individual education plans (IEPs), and professional counselor logs.

• Health and Medical Records: Immunization history, emergency medical authorization cards, medication administration logs, allergy documentation, and athletic physical permit cards.

• Financial and Choice Program Records: Documentation collected to verify eligibility under the Wisconsin Parental Choice Program (WPCP), Milwaukee Parental Choice Program (MPCP), or Racine Parental Choice Program (RPCP), alongside tuition payment history processed through TADS.

B. Website and Online Form Data
When visitors access our public websites (graceoakcreek.org or gracelutheranschooloc.org), we collect:

• Voluntary Form Submissions: Contact information and details submitted via the Grace Connection Card, Prayer Hotline requests, Altar Flower sign-ups, or online donation forms.

• E-Commerce Data: Name, shipping address, and payment information submitted when purchasing spirit wear through the Panther Gear store.

• Automated Web Metrics: Technical usage data collected automatically via cookies, including IP addresses, browser types, device identifiers, referring URLs, and page navigation history.

 

2. Maintenance, Retention, and Transfer of Pupil Records
In accordance with Wis. Stat. § 118.125 and DPI regulations, Grace Lutheran School classifies and preserves pupil records under strict security standards.

• Progress Record Retention: As required by Wisconsin Department of Public Instruction rules for Choice participating schools, original progress records (grades, courses, attendance, immunizations, lead screening, and extracurricular logs) for all Choice students are maintained during enrollment and retained for at least five (5) years after the student ceases to attend the school.

• Behavioral Record Access: Behavioral records are kept confidential and may be inspected by parents or legal guardians only in the presence of a certified administrator or qualified professional designated by the school to interpret the records.

• Mandatory Record Transfers: Pursuant to Wis. Stat. § 118.125(4), upon receiving written notification that a student has enrolled in another educational institution, Grace Lutheran School transfers copies of the student's pupil records to the receiving school no later than the next working day. Original Choice progress records are retained for the mandatory 5-year retention period. Grace Lutheran School does not withhold pupil progress records due to unpaid tuition or school fees.

 

3. Directory Data Notice and Parental Opt-Out Rights
Grace Lutheran School designates specific basic student identifiers as "Directory Data" under Wis. Stat. § 118.125(1)(b). Directory Data includes: student name, address, telephone listing, date and place of birth, major field of study, participation in officially recognized sports and activities, weight and height of athletic team members, dates of attendance, photographs and video recordings, degrees and academic awards received, and previous schools attended.
 
Annual Notice and Opt-Out Window: Parents, legal guardians, or adult students have the legal right to restrict the disclosure of Directory Data. You must notify the school in writing within fourteen (14) days of the publication of this annual notice if you refuse to permit the school to disclose all or any part of Directory Data without prior written consent. Opt-out requests should be delivered to the school principal.

 

4. Permissible Disclosures of Personal Information
Grace Lutheran School does not sell, rent, lease, or trade student or family personal data to third parties for commercial marketing purposes. Pupil records and personal data are disclosed only under the following authorized circumstances:

1. Written Consent: Upon receiving written authorization signed by a parent, legal guardian, or adult student specifying the records to be disclosed.

2. Educational Transfers:
   To authorized representatives of another school or district where the student seeks or intends to enroll.

3. School Officials:
   To administrators, certified teachers, and contracted service providers who require access to fulfill legitimate educational or operational duties.

4. Health and Safety Emergencies: To law enforcement, emergency responders, or medical personnel if knowledge of the information is necessary to address an immediate health or safety emergency.

5. Child Welfare and Law Enforcement: To county caseworkers under Wis. Stat. § 118.125(2)(q) or law enforcement personnel conducting truancy investigations under Wis. Stat. § 118.125(2)(cg).

6. Judicial Orders: To comply with a valid court order or lawfully issued subpoena, following required parental notification procedures where legally permissible.

 

5. Educational Technology Platforms and Vendor Governance
Grace Lutheran School partners with third-party software providers to manage school records and deliver educational instruction.

• School Official Exception: Third-party providers—including TADS (Student Information System), Google Workspace for Education, and Renaissance Learning (Accelerated Reader)—act as "School Officials" under FERPA (34 CFR § 99.31). Vendors are bound by contract to operate under the school's direct control and are prohibited from using student data for commercial profiling, targeted advertising, or unauthorized redisclosure.

• COPPA School Consent: In accordance with the Children's Online Privacy Protection Act, Grace Lutheran School grants institutional consent on behalf of parents for students under age 13 to utilize approved educational platforms solely for educational instruction.

 

6. Website Privacy, Cookie Management, and Third-Party Links
Our websites (graceoakcreek.org and gracelutheranschooloc.org) utilize cookies to optimize user experience, manage interactive forms, and analyze site traffic.

• Cookie Management: Visitors can manage cookie preferences through the on-site consent banner or browser settings. Blocking functional or necessary cookies may impact site navigation or access to secure portals.

• Third-Party Links: Our websites contain links to external portals, including payment platforms, apparel stores, and calendar systems. Grace Lutheran School is not responsible for the privacy practices of external third-party websites.

 

7. Parental Rights and Administrative Access
Parents, legal guardians, and adult students retain the following legal rights regarding education records:

• Right to Inspect: The right to inspect and review student progress and behavioral records within forty-five (45) days of submitting a written request to the principal.

• Right to Request Amendment: The right to request an amendment to records believed to be inaccurate, misleading, or in violation of privacy rights. If the school declines to amend the record, the parent will be notified of the decision and provided an opportunity for a formal hearing.

• Right to File a Complaint: The right to file a complaint with the U.S. Department of Education's Student Privacy Policy Office regarding alleged non-compliance with federal privacy standards.

 

8. Contact Information and Policy Amendments
Grace Lutheran School reserves the right to amend this Privacy Policy periodically to reflect legal or operational changes. Updated policies will be posted on the school websites with a revised effective date.
Inquiries, record inspection requests, or Directory Data opt-out notices should be directed to:

Grace Lutheran School
Attn: Privacy and Records Officer
8537 S Pennsylvania Ave
Oak Creek, WI 53154-3333
Phone: (414) 762-3655
Email: school@graceoakcreek.org
Websites: https://graceoakcreek.org/school/ | https://gracelutheranschooloc.org