Privacy Policy

This Privacy Policy explains how the HCCTS Contract Management System (the "System") collects, uses, shares, stores, and protects information submitted through the public contract request portal and processed within the internal administration portal. It applies to requesters, vendors and contractors whose information is submitted, and authorized HCCTS personnel who use the System.

Highlands Community Charter & Technical Schools ("HCCTS") operates the System to intake, review, and administer contract requests. By submitting information through the System, you acknowledge the practices described in this policy.

Depending on the request, the System may collect the following categories of information:

• Requester name
• Requester email address
• Department
• Vendor or contractor name
• Vendor contact information
• Contract descriptions
• Scope-of-work information
• Contract dates
• Payment amounts
• Hourly rates
• Payment terms
• Procurement information
• Conflict-of-interest responses
• Uploaded files and supporting documents
• Submission timestamps
• Review notes
• Approval or workflow status
• Audit and administrative activity associated with a request

You should submit only information that is accurate and appropriate for a contract request, and only information you are authorized to provide.

Most information is collected directly from you when you complete and submit the public contract request form, including any files you choose to upload as supporting documents.

Additional information may be generated by the System itself during processing — for example, submission timestamps, workflow and approval status, review notes entered by authorized personnel, and administrative or audit activity associated with a request.

Information submitted through the System is used to:

• Receive, identify, and process contract requests
• Route requests for the appropriate reviews and approvals
• Communicate about the status of a request
• Maintain accurate contract, procurement, and administrative records
• Support compliance, records management, and internal operations
• Detect and prevent duplicate, erroneous, or unauthorized submissions
• Operate, maintain, and secure the System

Information is used for administrative and operational purposes related to contract intake and review, and is not sold.

Submitted requests move through review and approval steps handled by authorized HCCTS personnel. During this process, personnel may view submitted details, add review notes, request revisions, and update the approval or workflow status of a request.

These activities are part of normal contract administration and may be recorded as part of the request’s history for accuracy, accountability, and records purposes.

Access to information in the System is limited to authorized HCCTS personnel and approved service providers, as reasonably necessary for administration, review, compliance, records management, security, and system operation.

Information may also be shared where required or permitted by applicable law, or in connection with audits, legal obligations, or public-records requirements as described below. Access is granted on a need-to-know basis consistent with the person’s role.

The System relies on third-party service providers to deliver certain functionality, such as data storage, file uploads, communications, and supporting processing. These providers may process information solely to provide their services to HCCTS and are expected to handle information consistent with applicable obligations.

HCCTS does not authorize these providers to use submitted information for their own unrelated purposes.

HCCTS takes reasonable administrative, technical, and organizational measures intended to protect information within the System against unauthorized access, disclosure, alteration, or loss.

No system or method of transmission or storage can be guaranteed to be completely secure. While HCCTS works to protect submitted information, it cannot promise or guarantee absolute security. You should avoid submitting information that is not necessary for a contract request.

Information submitted through the System may be retained according to applicable laws, organizational policies, audit requirements, contractual obligations, and records-retention schedules.

As a result, information may be retained even after a request is completed, withdrawn, or denied, for as long as retention is reasonably necessary or required.

As a public educational institution, HCCTS may be subject to records-retention schedules and public-records or disclosure obligations. Certain contract-related information may constitute a record that must be retained and, in some cases, may be subject to disclosure as applicable.

Where such obligations apply, information may be retained or disclosed as required, notwithstanding a request to delete it.

You are responsible for the accuracy and appropriateness of the information you submit. You should:

• Provide accurate, current, and complete information
• Submit only information you are authorized to share
• Avoid including unnecessary sensitive personal information
• Keep any access credentials confidential where credentials apply
• Use the System only for legitimate contract-related purposes

If you believe information associated with a request is inaccurate or incomplete, you may contact HCCTS to request a correction. HCCTS will consider reasonable requests to review, correct, or update information.

HCCTS cannot guarantee that information will always be deleted upon request, because school records, contract records, audit requirements, litigation holds, public-records laws, or retention schedules may require continued retention. To make a request, contact Ap@hccts.org.

The System is intended for use by authorized adults acting on behalf of HCCTS or its vendors and contractors for contract administration purposes. It is not directed to children, and HCCTS does not intend to collect information from children through the System.

If you believe a child has submitted information through the System, please contact HCCTS so the matter can be addressed appropriately.

The System may contain links to external websites or resources that are not operated by HCCTS. This policy does not apply to those third-party sites.

HCCTS is not responsible for the content or privacy practices of external sites. You should review the privacy policies of any third-party sites you visit.

HCCTS may update this Privacy Policy from time to time to reflect changes to the System, its practices, or applicable requirements. Updates will be posted on this page with a revised effective date.

Continued use of the System after an update indicates awareness of the current policy.

For questions about this Privacy Policy or about information processed through the HCCTS Contract Management System, please contact Ap@hccts.org.

This Privacy Policy is effective as of July 2026.