What we collect, how we use it, and what we will never do with it. Written for operators and parents, not lawyers.
Effective January 22, 2026
CohortLedger is software operated by Ravencord Inc., a Delaware C-corporation headquartered in Brentwood, Tennessee. We provide operations and ESA-compliance software for independent microschools, learning pods, and homeschool co-ops in the United States. This policy describes how we collect, use, share, and protect personal information when you use CohortLedger.
We collect three categories of information.
The person running the school provides: name, email, school name and address, the US state the school operates in, payment method (handled by Stripe), and any documents the operator uploads to support ESA vendor registration or quarterly state reporting.
For each enrolled family the operator records: family name, primary contact, email, phone number, the ESA program the family is enrolled in, and the payment platform that program uses (for example ClassWallet, Odyssey, Step Up, Student First, or EMA).
For each student the operator records: first and last name, grade level, family relationship, enrollment date, attendance entries, the ESA program assigned to that student, and per-quarter funding amounts and statuses. We do not store child photos. We do not collect biometric data. We do not collect social security numbers. We do not collect health records.
We use this information solely to deliver the service you are paying for. Specifically:
We do not use student records for advertising. We do not use student records to train AI models. We do not sell any data to anyone.
Data is encrypted in transit using TLS. Data is encrypted at rest in our database. Infrastructure is hosted in the United States. Production access is limited to a small number of authorized Ravencord employees through audited role-based controls.
We share information only with the limited set of service providers necessary to operate CohortLedger:
We do not share with third-party advertisers. We do not embed third-party advertising trackers in the dashboard. We have no arrangements that would allow any party to use student records for marketing.
Operators can access, correct, export, and delete their own account and family records at any time inside the dashboard. Families with questions about their own information should contact the school (which is the controller of that information). CohortLedger will honor verified deletion or correction requests routed through the school, subject to state record-retention rules that may require retention of attendance or funding records for a defined period after the end of the school year.
CohortLedger acts as a service provider on behalf of the school. The school is the controller of student records. Our practices are designed to align with COPPA (Children’s Online Privacy Protection Act) and FERPA-style principles for student record handling, including data minimization, purpose limitation, and no use of student records for marketing or profiling. See our Children’s Privacy page for details specific to children under 13, and our Data Processing Addendum for the contractual terms available to schools that operate in states with stricter student data privacy laws (including California, Colorado, Connecticut, Utah, Texas, Virginia, plus state-specific student data privacy statutes).
We use a small number of session and security cookies necessary for the dashboard to function. We use anonymous, aggregated analytics to understand which screens operators use. We do not use behavioral advertising cookies. See our Cookies Policy for the full list.
We retain account, family, and student data while the operator’s subscription is active and for a defined retention period after cancellation, so a school can recover records during audit. After that period, we delete or anonymize records unless state record-retention rules require longer retention. Specific retention windows are documented in the DPA.
If a security event affects personal information CohortLedger holds, we will notify the affected operator without undue delay and within any timelines required by applicable US state law. We will provide the facts the operator needs to fulfill any notification obligations to the families they serve.
We will publish changes here, with a revised effective date and a plain-English summary of what changed. Material changes will be announced by email to active operators.
Email privacy@cohortledger.com or write to Ravencord Inc., Brentwood, Tennessee, United States. We respond within two business days.
