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Policy Packet

CodeVA is committed to creating a safe, secure, and inclusive learning environment for educators, students, and partners. This policy packet outlines how we protect personal information, manage course registrations, ensure equitable participation, and uphold community standards across all CodeVA programs and services.
Effective Date: September 1, 2025
1. Privacy Policy

Scope

This Privacy Policy applies to all websites under the codevirginia.org domain, including but not limited to the CodeVA main site and the Curriculum site (“Site”). It also applies to registration data collected through our learning management system and partner platforms.

Information We Collect

  • Personal Information: Name, email, school/division, job title, teaching assignment, grade levels, program history, user-generated content, and optional demographic information.
  • Non-Personal Information: IP address, geolocation, browsing activity, usage statistics, and interests.

How We Use Information

  • To provide professional development and program services.
  • To evaluate and improve CodeVA programs.
  • To share aggregate, de-identified data for educational research.
  • To connect you with publishers or distributors if you request product information.
  • To comply with legal requirements.

Data Sharing

We do not sell your data. Limited sharing may occur with:

  • Contractors, vendors, and partners who provide services under strict confidentiality.
  • Third-party evaluators for program assessment.
  • Successor organizations in the event of a merger or acquisition.

Security & Retention

  • We take commercially reasonable steps (encryption, secure servers, limited access) to protect your information.
  • Data is retained only as long as necessary to fulfill program or legal requirements.

Children’s Privacy

  • We do not knowingly collect personal data from children under 13.
  • Parents may review, delete, or restrict their child’s information by contacting info@codevirginia.org.

Cookies & Tracking

  • We use cookies and analytics (e.g., Google Analytics, HubSpot) to improve user experience.
  • Users may disable cookies through browser settings, though some services may not function properly.

User Rights

  • Access and review your personal data.
  • Request corrections or deletions.
  • Opt-out of marketing communications.

International Users

By using our Sites, users outside the U.S. consent to transfer of data to U.S. servers.

Contact

Questions about privacy may be directed to info@codevirginia.org.

2. Course Registration & Participation Policy

Registration & Payment

  • Registration is complete only when payment is received.
  • Accepted payment methods: credit card, purchase order, or check.

Cancellations & Refunds

  • Cancellations received 14 days or more before the course: full refund unless otherwise noted on the program or course registration page.
  • Cancellations received less than 14 days before: no refund, unless otherwise noted on the program or course registration page.
  • Registrants may transfer to another session or substitute another participant with advance notice.
  • If CodeVA cancels or reschedules a course, all fees will be refunded or transferred.

Attendance & Conduct

  • Full participation may be required for course completion or professional credit.
  • Participants are expected to adhere to CodeVA’s Code of Conduct.

Accessibility

  • CodeVA will provide reasonable accommodations for disabilities or language needs when requested at least two weeks before the event.

Liability & Intellectual Property

  • CodeVA is not responsible for travel or lodging costs in the event of cancellation.
  • Course materials are provided for personal/professional use only and may not be redistributed without written consent.

3. Code of Conduct

CodeVA fosters an environment of respect, inclusion, and professionalism.

Expected Behavior

  • Treat others with respect and courtesy.
  • Support equitable participation.
  • Uphold academic integrity in program activities.

Unacceptable Behavior

  • Harassment, bullying, or discrimination of any kind.
  • Disruptive or unsafe behavior.
  • Unauthorized distribution of program materials.

Reporting & Enforcement

  • Concerns may be reported to info@codevirginia.org.
  • Violations may result in removal from the program without refund and/or exclusion from future CodeVA events.

4. Accessibility & Accommodations

CodeVA is committed to full participation for all learners.

  • Requests for accommodations should be submitted in writing to info@codevirginia.org at least two weeks before an event.
  • Accommodations may include assistive technology, modified materials, or language access services.

5. Non-Discrimination & Anti-Harassment Policy

CodeVA does not discriminate on the basis of race, color, national origin, gender, sexual orientation, age, religion, disability, or any other protected status in accordance with federal and Virginia law.

Harassment or discrimination is not tolerated. Violations may result in disciplinary action, including removal from events or termination of participation privileges.

6. Media & Photography Release

  • CodeVA may photograph, record, or livestream programs for documentation, reporting, and promotional purposes.
  • By attending, participants consent to the use of their image, voice, and likeness.
  • Those who wish to opt out must notify CodeVA in writing before or during the event.

7. Contact & Grievance Procedure

For questions or to file a grievance related to privacy, accessibility, or participation:

  • Email: info@codevirginia.org
  • Mail: CodeVA, PO Box 7059, Richmond, VA 23221-7059
  • Grievances will be acknowledged within 10 business days and reviewed by a designated staff member or committee.

8. Changes to Policies

CodeVA may update these policies periodically. Updates will be posted with a revised effective date. Continued use of our services indicates acceptance of any changes.