Diagnostic Privacy Notice
Exactly what the diagnostic collects, who can see it, how evidence is protected, and how a final report becomes visible.
What this notice covers
This notice applies specifically to the BetterEd School Health Index™ diagnostic: the responses a leader submits, the documentation they upload as evidence, the scores the platform produces, and the reports BetterEd reviews and publishes. It sits alongside the BetterEd Privacy Policy.
What the diagnostic collects
- Responses to the diagnostic instrument across its twelve institutional health domains.
- Organizational profile information for the school or network being assessed.
- Institutional context a leader chooses to provide, such as primary challenge, desired outcome, urgency, timeline, budget range, decision authority, and procurement requirements.
- Optional supporting documentation attached to a domain, with the uploading user, file type, and size recorded.
- The identity of the person who answered each question and when it was answered.
Evidence uploads: institutional documents only
Evidence is for institutional documentation — plans, board materials, budgets, schedules, policies, aggregate data summaries. Student-level records and individually identifiable personnel records must not be uploaded. Before an organization can upload evidence, it must acknowledge these restrictions, and that acknowledgement is recorded with the policy version it applied to.
- Files are stored in private storage, organized by organization, and are never publicly addressable.
- Files are downloadable only through short-lived links issued after an access check.
- Each file carries a scan status. Where malware scanning is not yet available, the platform refuses the upload and says so rather than silently accepting an unscanned file.
- A file can be removed by the organization, and the removal is recorded in the audit history.
Who can see a submitted diagnostic
- The organization's own members and invited collaborators on that assessment.
- BetterEd reviewers, but only for assessments they have been assigned to.
- BetterEd administrators with review oversight responsibility.
- No other organization, at any time, under any condition.
Preliminary results and final reports
On submission, the platform freezes an immutable snapshot of the instrument version, the organizational profile, and the responses, then calculates domain scores, an overall score, classifications, and risk flags. That preliminary result belongs to the submitting organization immediately. A final report is generated from the same snapshot, reviewed by BetterEd experts, approved, and published — and only then becomes visible to the organization as a final report.
Review commentary and score adjustments
Reviewers record findings intended for the client separately from internal notes; internal notes are never shown to participants. If a reviewer proposes a score adjustment, the originally calculated value is preserved alongside the proposed value, the stated rationale, the evidence basis, and the approval decision. The record of how a published score was reached is retained.
Audit history
Submissions, report generation, report views, PDF downloads, review actions, and lifecycle changes are written to an audit history. This exists to make a published institutional diagnostic defensible and reproducible, and it is not used for marketing profiling.
Consent and withdrawal
Consent is recorded per document version. Consent history is append-only: agreeing to a new version adds a record rather than overwriting the previous one. An organization can ask BetterEd to archive or delete its diagnostic records, subject to any legal hold placed on that assessment.