Texas Public Safety Training Academy (TPSTA) Privacy Policy

Effective Date: January 1, 2025
Last Revised: October 27, 2025

1. Introduction

Texas Public Safety Training Academy (“TPSTA,” “we,” “our,” or “us”) respects and protects the privacy of our students, applicants, partners, and visitors. This Privacy Policy explains how TPSTA collects, stores, uses, and safeguards personal information obtained through our Learning Management System (“LMS”), MyPath Portal, and related online or in-person enrollment systems.

TPSTA is a 501(c)(3) nonprofit educational institution that provides Emergency Medical Services (EMS), Fire, and Security training programs. Our data collection and management practices are designed to protect student privacy in accordance with applicable federal and state laws, including the Family Educational Rights and Privacy Act (FERPA), Texas Privacy and Security Act, and, where relevant, HIPAA for any limited health-related information gathered for training or emergency purposes.

By accessing or using TPSTA’s website, LMS, MyPath portal, or enrolling in a TPSTA course, you consent to the practices described in this Privacy Policy.

2. Information We Collect

We collect information from you in several ways, depending on how you interact with TPSTA.

2.1. Information You Provide Directly

When you apply, enroll, or participate in training, we may collect:

Personal Identifiers: Full name, date of birth, gender, address, phone number, and email.
Government-issued Identifiers: Social Security Number (when required for regulatory or certification reporting), driver’s license number, or other ID verification data.
Academic Information: Prior education, grades, training records, course progress, attendance, and certifications.
Financial Information: Tuition payment details, scholarship or grant data, and billing or invoicing records.
Emergency Information: Emergency contacts, medical conditions relevant to training safety, and immunization or health clearance forms.
Employment Information: For job placement or workforce funding, prior employment or sponsoring agency data may be collected.

2.2. Information Collected Automatically

When using our LMS (Learning Management Software), MyPath portal, or website, we may automatically collect:

IP address and device information
Browser type and operating system
Access times and session duration
Pages viewed, actions performed (e.g., quizzes, uploads), and course progress
LMS analytics data (course participation, grades, completion metrics)

This information helps us secure systems, improve the user experience, and ensure academic integrity.

2.3. Information from Third Parties

We may receive limited information from:

Workforce boards, sponsoring agencies, or grant programs that fund student participation
State licensing or certification agencies (e.g., DSHS, TCFP, DPS-PSB, SFFMA)
Payment processors or financial service providers (for tuition and donations)

All third-party data sharing is governed by formal agreements ensuring compliance with applicable privacy laws.

3. How We Use Your Information

We use personal data strictly for legitimate educational, operational, and administrative purposes, including:

Processing applications and course registrations
Verifying eligibility for scholarships, grants, or funding
Managing coursework, grades, exams, and certifications
Providing access to online course materials and student services
Maintaining academic and attendance records
Communicating important course information, policy updates, and scheduling changes
Ensuring compliance with regulatory agencies (e.g., DSHS, TCFP, DPS-PSB, SFFMA)
Reporting anonymized data to accrediting bodies, funding partners, or government agencies as required by law
Protecting institutional and student safety and responding to emergencies
Managing financial transactions and billing
Improving training delivery and LMS performance through analytics

TPSTA does not sell, rent, or trade student data to any third party for marketing purposes.

4. Data Storage and Security

4.1. Storage Systems

Student data is stored on secure, access-controlled systems including:

TPSTA’s Learning Management System (LMS) for coursework, grades, and training records.
MyPath Portal, which serves as the central enrollment and administrative platform for student applications, documentation, and payment processing.
Secure local servers and cloud-based storage systems used exclusively by authorized TPSTA staff.

All systems are protected through encryption, user authentication, and role-based access controls.

4.2. Retention Period

Training and certification records are retained for five (5) years as required by state regulations.
Security training records are retained for two (2) years.
Payment and accounting records are retained for seven (7) years in compliance with IRS and state nonprofit reporting requirements.
After these periods, data is securely deleted or destroyed.

4.3. Data Security Measures

TPSTA employs multiple layers of data protection, including:

Encryption in transit (SSL/TLS) and at rest
Secure user authentication (password and session management)
Access logging and activity auditing
Firewalls and endpoint protection on all systems
Limited data access for authorized staff only
Regular system backups and secure offsite storage

Any data breach or unauthorized access will be handled under TPSTA’s Incident Response Policy, including prompt notification to affected parties as required by law.

5. Data Sharing and Disclosure

We may share limited data with:

Accrediting or licensing agencies (e.g., DSHS, TCFP, DPS-PSB, SFFMA) for certification or regulatory compliance
Funding partners (e.g., workforce boards, grant agencies) to verify student enrollment and completion
Emergency medical or law enforcement authorities in case of emergencies or as required by law
Third-party service providers (e.g., MyPath, LMS, IT services, or payment processors) under written agreements that protect your data and prohibit secondary use

TPSTA will only disclose personal data without consent when required to:

Comply with applicable laws or court orders
Protect life, safety, or property in emergency circumstances
Investigate violations of TPSTA policies or state/federal regulations

All other disclosures require written consent from the student or legal guardian (if applicable).

6. Student Rights

Students and users have the right to:

Access their personal data and request copies of their training records.
Correct or update inaccurate information.
Request deletion of data where legally permissible and no longer required for certification or reporting.
Withdraw consent for optional data uses (e.g., promotional photography).
File a complaint with TPSTA or the Texas Attorney General’s Office for concerns regarding misuse or noncompliance.

Requests should be directed in writing to:
Email: admin@tpsta.org
Mail: Texas Public Safety Training Academy, 298 Industrial Blvd, Bastrop, TX 78602

7. Cookies and Analytics

Our website and LMS use cookies to:

Maintain login sessions
Measure course engagement and traffic trends
Improve learning platform performance

Cookies do not collect sensitive information such as Social Security Numbers or payment data.
Users may disable cookies in their browser, but certain functions (such as login persistence) may not operate correctly.

8. Children’s Privacy

TPSTA programs are designed for adults aged 18 or older.
Minors under 18 may only participate under special workforce or dual-enrollment programs with parental/guardian consent and appropriate record protections consistent with FERPA.
We do not knowingly collect data from minors without such consent.

9. Data Transfers

If student data is transmitted electronically (for example, through cloud-hosted Moodle or MyPath systems), it is transferred securely using encryption.
All vendors handling TPSTA student data are bound by confidentiality and data protection agreements.

10. Updates to This Policy

TPSTA may revise this Privacy Policy periodically to reflect changes in technology, law, or institutional operations.
All updates will be posted on our website with a revised “Last Updated” date. Continued use of TPSTA systems or participation in TPSTA courses after such updates constitutes acceptance of the revised policy.

11. Contact Information

For privacy questions, requests, or concerns, please contact:

Texas Public Safety Training Academy (TPSTA)
Attention: Privacy Officer
298 Industrial Blvd
Bastrop, TX 78602
Email: admin@tpsta.org
Phone: 737-881-8045
Website: www.pstatx.com

Legal Reference

This Privacy Policy is consistent with:

Texas Business & Commerce Code §§ 521.001–.053 (Texas Privacy and Security Act)
Texas Tort Claims Act, Tex. Civ. Prac. & Rem. Code ch. 101 (governmental unit liability context)
FERPA (20 U.S.C. §1232g)
HIPAA, when applicable to limited health information collected for training or safety purposes