Encore Schedule – Privacy Policy

Last updated: September 20, 2026

This policy explains what personal information Encore Academy of the Arts (“Encore”, “we”, “us”) collects through Encore Schedule, our online scheduling and administration system, and how we use it.

1. What we collect

  • Account information: name, email address and phone number of staff, teachers and parents or guardians.
  • Student information: student name, date of birth, instrument or discipline, teacher, lesson schedule and attendance, and the household the student belongs to.
  • Application information: what a family enters on the enrollment application, including the payer’s name and email.
  • Billing status: whether a household’s monthly invoice in QuickBooks Online is paid, unpaid or overdue, together with the invoice number and balance. We do not collect or store card or bank details; Encore Schedule does not process payments.
  • Usage information: sign-in times and the pages and actions used, kept in server logs for security and troubleshooting.

2. How we use it

We use this information to run the academy: schedule and confirm lessons, record attendance, communicate with families and teachers, prepare teacher payroll, and reconcile lesson schedules with invoices. We do not sell personal information and we do not use it for advertising.

3. QuickBooks Online

Encore Schedule connects to Encore’s QuickBooks Online company through Intuit’s authorized API. The connection reads customer and invoice information (customer name, email, invoice date, amount, balance and due date) so that the office can see billing status next to a student’s schedule. Encore Schedule does not write to QuickBooks. The connection can be revoked at any time by an Encore administrator or from the Intuit account.

4. Who can see it

  • Encore administrators can see all information in the system.
  • Teachers can see the students and schedules assigned to them.
  • Parents and guardians can see only their own household.
  • Service providers that host the system, send our email (Postmark) and provide accounting (Intuit QuickBooks Online) process information on our behalf and under their own privacy terms.

We do not share personal information with anyone else except when the law requires it.

5. How long we keep it

We keep records for as long as a student is enrolled and afterwards for as long as needed for accounting and legal purposes. Retired records are kept for history but are no longer used for new scheduling.

6. Security

Access is by personal invitation and sign-in code; each user sees only what their role allows. The system is served over HTTPS. No system is completely secure, and we ask you not to share your sign-in link with others.

7. Children

Encore Schedule holds information about students, many of whom are children, provided by their parents or guardians for enrollment. Students do not create accounts themselves. Parents may review or correct their household’s information by contacting the office.

8. Your choices and contact

You may ask us to correct or delete your information, or to close your account, by contacting the office. Some records must be kept for accounting purposes even after an account is closed.

Encore Academy of the Arts · encoreacademyofthearts.com · info@encoreacademyofthearts.com