Student Records & Privacy Policy

Goshen Christian Academy takes the privacy of student records seriously. This policy explains what information we collect, how we use it, and how it is protected.

What We Collect

• Student name, date of birth, and grade level
• Parent/guardian contact information
• Academic records: course names, grades, credit hours, and attendance
• Enrollment history with GCA
• Transcripts from previously attended schools (submitted voluntarily during enrollment)
• Educational evaluations or IEPs voluntarily shared with GCA during the application process

What We Do Not Collect

• Health or immunization records (not required by GCA)
• Social Security Numbers
• Financial account information beyond payment records for GCA fees

How We Use Your Information Student records are used solely to maintain enrollment status, prepare official transcripts, issue enrollment documentation, and support the student’s academic journey at GCA. We do not use student information for marketing purposes.

Who Can Access Records

• The parent or guardian of record, at any time upon written request
• The student, upon written request if 18 or older
• Third parties (colleges, employers, other schools) only with signed written authorization from the parent/guardian of record
• GCA staff and authorized volunteers on a strict need-to-know basis

We do not sell, share, or disclose student records to any outside party without written authorization, except as required by law.

How Records Are Stored Student records are maintained in Stellar Academic, a secure cloud-based student information system. Access is password-protected and limited to authorized GCA personnel.

Record Retention GCA retains student records for a minimum of seven (7) years following the student’s last enrollment year, or until the student’s 21st birthday, whichever is later. After this period, records are securely deleted.

Requesting Your Records Parents and eligible students may request a complete copy of their records at any time by emailing info@goshenchristianacademy.org. Requests are fulfilled within 10 business days at no charge.

Questions or Concerns If you have questions about this policy or how your student’s records are handled, contact us at info@goshenchristianacademy.org.