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West Clermont School District

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Google-EULA

Google Workspace for Education Notice to Parents and Guardians

West Clermont Local School District

This notice describes the personal information we provide to Google for these accounts and how Google collects, uses, and discloses personal information from students in connection with these accounts.

Using their Google Workspace for Education accounts, students may access and use the following "Core Services" offered by Google:

  • Google Calendar

  • Classroom

  • Drive and Docs

  • Gemini for Education

  • Gemini Notebook

  • Gmail (grade-level access restrictions apply; see details below)

  • Google Chat

  • Google Chrome Sync

  • Google Meet

  • Google Vault

  • Google Workspace LTI™

  • Workspace Studio

  • Keep

  • Sites

  • Tasks

Additional Google Services

In addition, West Clermont Local School District allows students to access select Google services with their Google Workspace for Education accounts to support coursework. Specifically, your child may have access to the following Additional Services:

  • YouTube (Educational Access)

  • Google Maps

  • Google Earth

(Note: YouTube, Google Maps, and Google Earth are the only Additional Google Services enabled for student accounts within the district.)

Third-Party Services & Single Sign-On (SSO)

Further, West Clermont Local School District allows students to access additional third-party digital learning tools with their Google Workspace for Education accounts.

  • Clever SSO (Grades K–3): In Grades K–3, our district utilizes Clever as an approved Single Sign-On (SSO) platform to streamline secure student access to digital learning programs.

  • Approved Third-Party Tools: Our school administrators enable access to third-party services with your student's Google Workspace for Education account and authorize the disclosure of necessary data as requested for educational purposes. A complete, updated directory of West Clermont Local School District’s approved third-party digital tools and privacy agreements is available on the Student Data Privacy Consortium West Clermont Directory.

Even with administrative and safety controls active, students may still access content parents or guardians do not want them to see. If West Clermont Local School District intends to add access to more Additional Google Services or third-party services in the future, the district will notify parents and obtain consent as required.

Privacy & Data Collection FAQ

Google provides detailed information about what it collects and how it uses student data in the Google Workspace for Education Privacy Notice. Below are answers to common questions regarding student account data:

What personal information does Google collect?

A Google Workspace for Education account is a Google Account created and managed by West Clermont Local School District for use by students and educators. The information that Google collects and stores in your student's account is treated as personal information.

When a student uses Workspace Core Services, Google collects information based on service usage, including:

  • Account Information: Name, district-assigned email address, password, and grade level.

  • Activity: Viewing and interacting with content, communications, and sharing details within enabled services.

  • Settings, Apps, Browsers & Devices: Browser and device type, settings configurations, unique identifiers, operating system, mobile network info, application version, IP address, system activity, and request timestamps.

  • Location Information: General location determined by IP address and GPS technology (learn more in Google's Location Data Overview).

  • Direct Communications: Records of support communications, technical help requests, or feedback.

When students use the district-approved Additional Services (YouTube, Google Maps, Google Earth), Google may also collect:

  • Search terms, sites visited, videos viewed, content interactions, uploaded files/images, voice inputs, generative AI responses, and device sensor data as outlined in the Google Privacy Policy.

How does Google use this information?

In Google Workspace for Education Core Services, customer data (such as emails or documents stored in Drive) is used strictly to provide, secure, and monitor the Core Services. Service Data (such as user settings and activity logs) is used to maintain services, improve security, optimize performance, provide technical assistance, protect users, and comply with legal requirements.

In Additional Services, Google uses collected data to deliver, maintain, improve, and personalize services, measure performance, and protect users and the public as described in the Google Privacy Policy.

Search Services History and Personalized Recommendations

Search Services History and Personalized Recommendations are enabled across signed-in Search services available to students (including Search, Maps, Translate, and News). When enabled, Google saves search activity to help students revisit past research for multi-day school projects and tailors response explanations to be more relevant to what the student is learning.

Does Google use student personal information for users in K-12 schools to target advertising?

No. There are no ads displayed in Google Workspace for Education Core Services, and student personal information collected in Core Services is never used for advertising.

For primary and secondary (K-12) students designated as under 18 years old accessing Additional Services, Google does not display personalized ads or use student account history to target advertising. Any ads displayed in Additional Services are non-personalized and based strictly on contextual factors such as search query or page topic.

Does Google train generative AI models on student personal information?

No. Google does not use student data from Workspace Core Services or Search services (including Search, Maps, Translate, and News) to train generative AI models. Learn more in the Generative AI in Google Workspace Privacy Hub.

Student Communication & Sharing Controls by Grade Level

West Clermont Local School District enforces customized, grade-appropriate safety controls and digital boundaries for student communication and document sharing:

  • Email Access (Gmail):

    • Grades K–5: Students do not have access to Gmail or external email capabilities.

    • Grades 6–8: Students are provided email accounts restricted to internal communication only; students cannot send or receive emails outside the district domain (@my.westcler.org).

    • Grades 9–12: High school students are provided managed educational email accounts for schoolwork, teacher communication, and college/career readiness under district filtering and monitoring.

  • File & Document Sharing (Google Drive, Docs, Sites):

    • Grades K–8: Students are only permitted to share files internally within the West Clermont domain (@my.westcler.org). External file sharing is blocked.

    • Grades 9–12: Document sharing is managed under district safety guidelines for educational collaboration.

(Note: When students share information within permitted channels, recipients who make copies or forward content may preserve that content even if the original student owner deletes it from their account.)

Disclosure of Student Information

Google will not share personal information with companies, organizations, or individuals outside of Google except in the following limited circumstances:

  1. With West Clermont Local School District: District administrators have full authority to view account activity, change passwords, suspend/terminate account access, restrict sharing settings, preserve records, or access data to satisfy legal requirements or regulations.

  2. With Parental Consent: Information may be shared externally with explicit parental approval.

  3. For External Processing: Shared with trusted affiliates and service providers under strict confidentiality and security agreements.

  4. For Legal Reasons: Shared when required in good faith to meet enforceable legal requests, laws, or safety protections.

Parent/Guardian Rights & Contact Procedure

How to Address Questions or Concerns

If you have questions, concerns, or requests regarding your student's account, digital tools, or privacy settings, please follow our district escalation process:

  1. Building Level First: Please contact your student’s school building main office or building principal first. The building administrative staff will address your inquiry and forward technical or policy matters to the District Technology Department as needed.

  2. Direct Technology Assistance: You may also submit inquiries directly to the Technology Department via the online contact form on the West Clermont Technology Support Portal.

Opt-Out & Account Deletion Requests

Parents/guardians may elect not to consent to the creation or use of a Google Workspace for Education account for their child. If consent is withheld, an account will not be created, and alternative non-digital/core instructional methods will be provided.

If you have previously consented and wish to review, limit, or request deletion of your child’s account or personal information, please submit a request through your child's school building office or contact:

West Clermont Local School District — Technology Department

4350 Aicholtz Rd., Suite 220, Cincinnati, OH 45245

Tech Support Line: 513-943-5095

District Office Phone: 513-943-5000

Web Contact Form & Support Portal: West Clermont Technology Support Portal

You and your student can also visit Google Account Settings while logged in to view and manage account profile settings.

Additional Policy Resources