Privacy Notice
Effective Date: August 14, 2026
This notice replaces the version dated January 1, 2026.
Introduction
AEA Institute LLC, operating as The AEA Institute ("AEA," "we," "us," or "our"), is committed to protecting the privacy of everyone who uses our website, programs, and applications (together, the "Platform"). This notice explains what information we collect, how we use it, and the choices available to you.
We take particular care with student information. Where we deliver a program to a school or district, that relationship is governed by our Student Data Privacy Statement and by our written agreement with the school, which take precedence over this notice for student data.
Who This Privacy Notice Applies To
This notice applies to information collected through our website, our student and coach applications, and our communications with you. It does not apply to third-party websites we may link to, which have their own policies.
Student Data and Educational Use (K–12 Programs)
Student data is used solely for educational purposes. It is never sold, rented, traded, or used for advertising, marketing, or any commercial purpose.
When a school or district engages us, we act as a school official with a legitimate educational interest under the Family Educational Rights and Privacy Act (FERPA), 34 CFR 99.31(a)(1)(i)(B). We operate under the direct control of the school with respect to the use and maintenance of education records, and we do not re-disclose student information without the school's authorization.
Students are enrolled through their school or district. Individual coaches and athletic directors do not accept privacy terms on a district's behalf.
A fuller description of what our programs collect is available in our Student Data Privacy Statement, which we provide to any school on request.
Age Requirements
General users of our website must be 18 or older. Students under 18 may access our programs where a school or district has authorized their participation, or where a parent or guardian has enrolled them.
Where students under 13 participate, they are enrolled only through their school. Consistent with Federal Trade Commission guidance under the Children's Online Privacy Protection Act (COPPA), the school provides consent on behalf of parents for information collected solely for a school-authorized educational purpose, under a written agreement with us. Parents may, through the school, review their child's information, request its deletion, and refuse further collection.
Information We Collect
Depending on how you use the Platform, we may collect:
- Name and email address
- School, team, and sport
- Account access information, such as email sign-in links or team join codes
- Program participation data, including which sessions and exercises have been completed and when
- Written responses provided during training exercises, reflections, and assessments
- Self-reported mindset or wellbeing selections, chosen from a set list of options
- Coach feedback recorded about a participant's development
- Assessment answers and the scores derived from them
- Parent or guardian name, email, and their student's name, where a Parent Toolkit is licensed
- General device and usage information from our public website, such as browser type and pages viewed
We do not collect Social Security or student identification numbers, dates of birth, home addresses, retained audio recordings, video or photographs, biometric identifiers, precise geolocation, academic grades, transcripts, attendance or discipline records, or medical records.
Voice Input and Microphone Access
Some program exercises let a participant speak a response instead of typing it. This is optional. When a participant chooses it, the browser asks permission to use the microphone and converts what is said into text using the browser's own built-in speech recognition.
Depending on which browser is used, the spoken audio may be processed by the browser's provider — for example Google in Chrome, or Apple in Safari — in order to perform that conversion. The AEA Institute does not receive, record, or store the audio. Only the resulting text is saved as the participant's response, exactly as if they had typed it.
A participant may decline the microphone prompt and type instead; nothing in our programs requires voice input. We never request camera permission and never capture video or photographs.
How We Use Your Information
We use information to deliver the Platform, provide educational content and assessments, generate progress and team-level reporting for coaches and schools, respond to support requests, and communicate about programs you or your school have signed up for.
We may use aggregated and fully de-identified information — containing nothing that identifies an individual — to evaluate program effectiveness and improve our services. When we analyze program results, we de-identify the data first, removing names, email addresses, and anything else identifying an individual before it is used in any analysis or reporting tool.
Student responses are never used to train any model, and we do not send identifiable student information to any outside analysis service. Aside from the optional voice input described above, which is handled by the participant's own browser, program content stays within the systems listed in this notice.
Student data is never used for advertising or marketing.
Disclosure of Information
We do not sell or share personal information for advertising or marketing purposes. We share information only:
- With the service providers listed below, who process information solely on our instructions
- With the participating school or district, for students enrolled through it
- Where you have asked us to, or otherwise given permission
- Where required by law, or to protect the safety and rights of others
In the event of a merger, acquisition, or transfer of our business, any successor would remain bound by the commitments in this notice and by our agreements with participating schools.
Technology Providers
We use three established providers to deliver our student programs. Each handles student information solely on our instructions under a written data processing agreement, and none may use it for advertising, marketing, or resale.
| Provider | Purpose | Location |
|---|---|---|
| Vercel | Application hosting and delivery | United States |
| Supabase | Database and account services | United States |
| Resend | Program and sign-in email | United States |
All student data is stored in the United States. Our student programs are no longer delivered through Kajabi, Google Forms, or VideoAsk. We give written notice to participating schools and districts before adding or replacing any provider that handles student information, and a current list is available on request.
Our public marketing website and general email communications run on separate systems that do not access student information. We do not send marketing email to students.
Data Security
We maintain a documented information security program and apply administrative, technical, and physical safeguards designed to protect information from unauthorized access, misuse, or disclosure. These include encryption in transit (TLS) and at rest (AES-256), row-level security controls on every database table holding student records, server-side data access so that a user's browser never connects directly to our database, and role-based access limited to authorized personnel.
If a security incident involving personal or student information occurs, we will promptly investigate, take appropriate corrective action, and notify affected schools and partners without unreasonable delay — and within any timeframe required by applicable law or by our written agreement with the school or district.
Data Retention and Deletion
We retain information only for as long as necessary to provide the Platform and meet our obligations.
A participating school or district, or a parent or legal guardian through their school, may request removal of student data at any time. On request, or at the conclusion of our agreement with a school, we will delete or return student data within the timeframe specified in that agreement and, in any case, without unreasonable delay. Written confirmation of deletion is available on request.
Cookies and Usage Data
Our public website uses cookies and similar technologies to keep the site working and to understand, in aggregate, how it is used. We do not use advertising cookies, behavioral tracking, or third-party marketing pixels within our student programs, and we do not build advertising profiles from student activity.
You can control cookies through your browser settings. Disabling them may affect how parts of the website function.
Links to Third-Party Sites
Our Platform may link to websites we do not operate. We are not responsible for the content or privacy practices of those sites, and we encourage you to review their policies.
International Users
The Platform is operated in the United States, and information is processed and stored there. If you access it from outside the United States, you are consenting to that transfer.
Your Rights
You may request access to, correction of, or deletion of your personal information, and you may opt out of our marketing communications at any time using the unsubscribe link in any message.
For student information, we ask that requests be made through the student's school or district so it can verify the requester's identity and relationship to the student. Through the school, a parent, guardian, or eligible student may review the information we hold, request a copy, request correction of anything factually inaccurate, request deletion, or decline further participation.
Legal Compliance and Agreements
We design our programs to comply with FERPA, COPPA, and applicable state student data privacy laws, including the Utah Student Data Protection Act (Utah Code 53E-9-301 et seq.) and, for Illinois schools, the Student Online Personal Protection Act (105 ILCS 85).
We execute written student data privacy agreements with districts that require them, including the National Data Privacy Agreement (NDPA) and its state variants used by the Student Data Privacy Consortium. Where a signed agreement contains terms that differ from this notice, the terms of that agreement govern for the district that signed it.
Changes to This Privacy Notice
We may update this notice from time to time. If we make a material change to how we collect, use, or protect student information, we will update this page and provide advance written notice to participating schools and districts. We will not make material changes affecting student data without notifying the schools we work with.
Contact Us
For questions about this notice, about student data privacy, or to make any request described above, please contact:
AEA Institute LLC · The AEA Institute
clientsuccess@aea-neuro-fitness-academy.com
