Privacy Policy

Last updated: August 2026

This Privacy Policy explains how Campus Resolve Software, LLC (“CampusResolve,” “we,” or “us”) handles personal information within the CampusResolve platform — software that colleges and universities use to manage Title IX proceedings and other grievance-resolution processes.

1. Our role, and your institution’s role

CampusResolve is provided to institutions as a service. The institution that licenses CampusResolve is the controller and records custodian of the case information in its account: it decides what is collected, who may access it, and how long it is kept. CampusResolve acts as a service provider (processor)that processes that information on the institution’s behalf and under its instructions.

Because of this, questions and requests about case-related personal information — access, correction, deletion, or complaints — should generally be directed to your institution’s Title IX office or records custodian. This policy describes CampusResolve’s practices as the software provider.

2. Information we process

Depending on your role and your institution’s configuration, we may process:

• Account and identity information — your name, contact email, and optional preferred name, pronouns, and phone number; your password (stored only as a secure hash); and any two-factor authentication secret you enroll.
• Case information — case records, your role in a case, intake details, notices, deadlines, determinations, and related metadata.
• Communications — messages exchanged between a party and the Title IX office through the platform, and any files or images attached to them.
• Evidence and submissions — files and documents submitted for a case, along with any accompanying descriptions.
• Witness information — names, contact details, and relevance descriptions provided when a witness is proposed.
• Technical and security information — your IP address, browser/device information, sign-in method, and session and access-log records, which we use for security, auditing, and abuse prevention.

3. How we use information

We use personal information to:

• provide, operate, and maintain the platform for your institution;
• authenticate users and enforce role- and case-based access controls;
• maintain security, integrity, and tamper-evident audit records;
• support your institution’s Title IX and grievance-resolution processes; and
• diagnose problems and improve the reliability of the service.

We do not sell personal information, we do not share it for cross-context behavioral advertising, and we do not use case information for advertising or for any purpose unrelated to providing the service to your institution.

No automated decision-making.The platform does not make Title IX or grievance determinations. Jurisdictional, relevance, credibility, and outcome decisions are made by your institution’s personnel; the platform organizes information and supports their work but does not decide cases.

4. FERPA and Title IX context

Case records handled through CampusResolve may constitute education records under the Family Educational Rights and Privacy Act (FERPA) and may be subject to Title IX regulations. Your institution is responsible for its FERPA and Title IX obligations, including access determinations; CampusResolve processes such records under the institution’s direction. Where a FERPA-permitted parent or guardian role applies (for example, for certain students under 18), the institution governs that access.

5. How information is shared

• Within your institution — access is limited by role and case assignment. A party sees only their own information (their own submissions, deadlines, and their messages with the Title IX office) and is never placed in contact with another party; staff see the cases they are assigned to or oversee.
• Service providers (subprocessors) — we use vendors that host and operate the platform (for example, cloud hosting and database providers). They are bound by confidentiality and security obligations and may process information only to provide those services to us. A current list of subprocessors is available to institutions on request.
• Legal and safety — we may disclose information if required by law or legal process, or where necessary to protect the rights, property, or safety of individuals.
• Business transfers — information may be transferred as part of a merger, acquisition, or similar transaction, subject to this policy or a successor policy.

For institutions, our processing of case information is also governed by the data-protection terms of the CampusResolve services agreement (including a data processing addendum where applicable), which control if they conflict with this policy.

6. Cookies and similar technologies

We use only the cookies and similar technologies that are necessary to operate the platform — principally to keep you signed in, to maintain session security, and to remember basic preferences such as your light or dark theme. We do notuse advertising or cross-site tracking cookies, and we do not allow third parties to track you across other websites through the platform. Because these cookies are strictly necessary, the platform does not rely on advertising-consent banners; you can still control cookies through your browser’s settings, though disabling necessary cookies may prevent you from signing in.

7. Where your information is stored

We process and store platform information using cloud infrastructure located in the United States. We do not routinely transfer case information outside the United States. If that ever changes, we will use appropriate safeguards and update this policy.

8. How we protect information

We use administrative and technical safeguards designed to protect personal information, including:

• encryption of data in transit (TLS) and encryption of the database at rest;
• additional application-level encryption of certain sensitive fields (such as names, contact details, and meeting summaries);
• tenant isolation, so one institution’s data is not accessible from another institution’s account;
• role-based and case-based access controls, enforced on every request;
• multi-factor authentication for certain accounts and sensitive actions; and
• tamper-evident access logging of who accessed what, and when.

No method of transmission or storage is perfectly secure. We work to protect your information using the safeguards above, but cannot guarantee absolute security. If we become aware of a security incident affecting personal information we process, we will notify the affected institution without undue delay so that it, as the controller, can meet its notification obligations, and we will cooperate as required by our agreement and applicable law.

9. Data retention

Case records are retained according to your institution’s retention policy and applicable law. Your institution controls retention and deletion of the case information in its account. When an institution’s use of CampusResolve ends, data is handled in accordance with the institution’s instructions and the applicable agreement.

10. Children’s and minors’ information

The platform is intended for use by institutions and adults and is not directed to children. We do not knowingly collect personal information directly from children other than case information that an institution, as controller, chooses to process (for example, where a party or witness is a minor). Where a minor is involved, the institution governs access — including any parent, guardian, or authorized-representative role — consistent with FERPA and Title IX. If you believe a child’s information has been provided to us outside your institution’s direction, contact your institution’s Title IX office.

11. Your privacy choices and rights

Within the platform, you can review and update certain profile information — such as your name, contact details, preferred name and pronouns, profile photo, and password — in Account Settings. Because your institution is the controller of case information, requests to access, correct, delete, or restrict case-related personal information should be directed to your institution’s Title IX office or records custodian, and we will support the institution in responding.

Depending on where you live, you may have additional rights under laws such as the California Consumer Privacy Act (as amended by the CPRA) or other U.S. state privacy laws — for example, rights to know, access, correct, or delete personal information, and to not be discriminated against for exercising them. We do not sell personal information or share it for cross-context behavioral advertising. Where we act as a processor/service provider, we forward or support such requests through the relevant institution as the controller; your institution can help you exercise your rights.

12. Changes to this policy

We may update this policy from time to time. When we make material changes, we will post the updated policy here and revise the “Last updated” date above.

13. Contact

For questions about a specific case or your case information, please contact your institution’s Title IX office. For questions about the software or this policy, contact CampusResolve through the channels set out in your institution’s CampusResolve services agreement. See also our Terms of Service.