AET Accessibility
Last Updated: [January 12, 2026]
The Agricultural Experience Tracker (“AET,” “we,” “our,” or “us”) provides a digital recordkeeping and management platform to support CTE education programs, including supervised agricultural experiences (SAEs), work-based learning (WBL) coursework, and related activities.
Accessibility Statement:
The AET (theaet.com) is committed to providing a website that is accessible to the widest possible audience, regardless of technology or ability. We strive to ensure that our digital content is usable by individuals with diverse abilities and are continually working to improve accessibility across our public website.
Accessibility Standards:
Our goal is to align the AET public website with Web Content Accessibility Guidelines (WCAG) 2.1 Level AA, which are widely recognized as the standard for web accessibility and are referenced by Section 508 of the Rehabilitation Act and education accessibility policies.
Ongoing Efforts:
Accessibility is considered throughout our design, development, and maintenance processes. While a comprehensive third-party accessibility audit has not yet been completed, we are actively working to identify and remediate accessibility barriers as part of an ongoing improvement effort. Accessibility issues are prioritized based on impact and addressed through our regular development lifecycle.
Feedback and Assistance:
We welcome feedback on the accessibility of the AET website. If you encounter an accessibility barrier or need assistance accessing any content, please contact us using one of the methods below. We will make reasonable efforts to respond promptly and provide an accessible alternative when possible.
Compatibility:
The AET website is designed to be compatible with modern web browsers and to support the use of assistive technologies such as screen readers and keyboard navigation.
Accessibility Contact:
The Academic Experience Tracker (AET)
198 Pool Rd
Richards, Texas 77873
Email: [info@theaet.com] / Phone: [936-649-0111]
AET Privacy Policy & Student Data Protection Agreement
This Privacy Policy & Student Data Protection Agreement (“Policy”) explains how AET collects, uses, discloses, protects, retains, and deletes personal information, including Student Data, and how we comply with applicable U.S. federal and state privacy laws, including the Children’s Online Privacy Protection Act (COPPA) and the Family Educational Rights and Privacy Act (FERPA).
1. Scope of This Policy
This Policy applies to:
AET’s websites, including www.theaet.com and related subdomains;
AET’s web-based and mobile applications, tools, and services (collectively, the “Services”);
All personal information processed by AET on behalf of Institutions, educators, students, and other users in connection with the Services.
This Policy does not apply to websites or services that we do not own or control, including third-party websites that may be linked from the Services.
2. Roles & Responsibilities
When AET provides the Services to an Institution (e.g., a school, district, state FFA organization, or other educational program), the Institution is typically the data controller or “school official” holder of education records, and AET acts as a service provider, school official, or data processor under applicable law.
For information collected directly from teachers, administrators, or other adult users outside the context of Student Data (such as contact information for business development or support), AET may act as a controller/business under applicable privacy laws.
Institutions remain responsible for determining the legal basis for processing Student Data and for providing appropriate privacy notices and obtaining any necessary consents from parents/guardians or eligible students.
3. Definitions
For purposes of this Policy:
“Student” means a current or former student who uses or is associated with an AET account under the direction of an Institution or educator.
“Student Data” means any information that directly relates to an identifiable Student and is provided to AET by an Institution, educator, parent/guardian, or the Student, or collected by AET on behalf of an Institution in connection with the Services. Student Data may include information that constitutes education records under FERPA.
“Personal Information” or “Personal Data” means information that identifies or can be reasonably linked to an identifiable individual, including Students, educators, and other users.
“De-identified Data” means data that cannot reasonably be used to identify an individual, directly or indirectly.
4. Categories of Information We Collect
AET lists all categories of data we collect below. Specific data elements may vary by Institution configuration and usage.
4.1 Student Data
When an Institution or educator uses the Services, we may collect the following Student Data:
- Identifiers
Full name, preferred name
Student ID number or AET-generated ID
Username and password (hashed)
Institution name, program, chapter, class, or section
Optional: Grade level and/or graduation year
- Contact Information
Optional: Email address (institutional or program email)
Optional: phone number or mailing address if enabled by the Institution
- Educational & Recordkeeping Information
Optional: Course enrollments and participation
Optional: SAE project information (descriptions, records, logs)
Optional: Work experience hours, activities, and logs
Optional: Financial records associated with educational projects (e.g., income/expense entries, inventories, budgets)
Optional: Assignments, assessments, teacher feedback, and uploaded documents
Optional: Activity logs related to FFA or agricultural education programs as configured by the Institution
- Demographic / Program Attributes (if provided by Institution)
Optional: Year of birth
Optional: Gender
- User-Generated Content
Optional: Text entries, reflections, goals, journal entries
Optional: Photos, files, and other media uploaded to document projects or experiences (subject to Institution policy)
- Account & Usage Information
AET account identifiers and profile settings
Activity history within the platform (e.g., logins, submissions, interactions with features)
4.2 Educator, Administrator, and Institution Information
For teachers, advisors, administrators, and Institution contacts, we may collect:
Name, title, and role
Institutional email address and phone number
School, district, state organization, or employer name
Account credentials (hashed passwords or SSO identifiers)
Optional: Professional profile and preferences related to using the Services
4.3 Technical & Usage Data
When users access the Services, we may automatically collect:
IP address and approximate location (city/region level, not precise GPS)
Log data (pages viewed, date/time of access, referring URLs, error logs)
Unique identifiers associated with browsers or devices (e.g., cookie IDs)
Performance and diagnostic data to monitor system reliability
4.4 Communications
We collect information when users communicate with us, such as:
Support requests and communications with AET
Feedback, survey responses, or feature requests
Records related to training or professional development sessions
We do not intentionally collect sensitive categories, such as Social Security numbers, date of birth, or precise geolocation data.
5. How We Collect Information
AET states specifically how data is collected:
From Institutions and Educators
Institutions or educators may create accounts for Students by importing rosters or manually entering information.
Educators and administrators may enter or upload Student information (e.g., project data, assessments, notes) directly into the Services.
Directly From Students
Students may enter information into the Services when logging their experiences, time, financial entries, reflections, or assignments.
Students may upload files or media as permitted by their Institution.
Automatically Through Use of the Services
We automatically collect usage and device data (as described above) using server logs, secure session cookies, and similar technologies necessary for the operation, security, and performance of the Services.
From Parents/Guardians (where applicable)
In limited circumstances, parents/guardians may provide information (for example, when assisting younger Students or responding to requests under COPPA or FERPA).
We do not purchase Student Data from data brokers or use Student Data for unrelated marketing.
6. Data Ownership & Control
6.1 Student Data Ownership
Institutions (and, as applicable, Students and their parents/guardians) own all rights, title, and interest in Student Data.
AET does not claim ownership of Student Data. As between AET and the Institution, Student Data is the property of the Institution (and, to the extent applicable, the Student or parent/guardian).
6.2 AET’s Limited License to Student Data
Institutions grant AET a limited, non-exclusive, revocable license to host, process, and use Student Data solely:
To provide, maintain, secure, and support the Services.
To comply with applicable laws and our contractual obligations.
To develop and improve the Services in a manner that does not identify individual Students (using de-identified or aggregated data only).
We do not use Student Data for unrelated purposes such as advertising, selling data, or building profiles for use outside the educational context.
6.3 Ownership of AET Platform & De-identified Data
AET owns and retains all rights to the Services, including software, source code, designs, and aggregated, de-identified data that does not identify any individual.
De-identified and aggregated data may be used for research, analytics, and reporting, but only in a way that cannot reasonably be used to identify Students or other individuals.
7. How We Use Information
We use information, including Student Data, for the following purposes:
To provide and operate the Services
Creating and managing user accounts
Enabling recordkeeping, logging of experiences, and educational workflows
Supporting reporting, SAE/WBL tracking, and progress monitoring
To support teaching and learning
Enabling educators to view and evaluate Student activities and projects
Providing tools for feedback, assessment, and documentation
To ensure security and integrity
Protecting against unauthorized access, fraud, or misuse
Monitoring system performance and addressing technical issues
To communicate with Institutions and users
Providing support and responding to inquiries
Sending service-related notifications (e.g., maintenance, updates, security alerts)
To comply with legal obligations
Responding to lawful requests and fulfilling regulatory requirements
We do not use Student Data for behavioral targeting, commercial advertising, or unrelated marketing.
8. COPPA Compliance – Children’s Privacy
AET is committed to complying with the Children’s Online Privacy Protection Act (COPPA) for Students under 13.
Use Through Schools Only
AET is designed for use primarily through Institutions and educators, not for direct sign-up by children.
Institutions and educators act as parents/guardians' agents for COPPA consent purposes when they authorize students' use of AET.
Parental Rights Under COPPA
Parents/guardians of Students under 13 have the right to:
Review their child’s personal information stored in AET.
Request that AET no longer collect or use their child’s information;
Request deletion of their child’s personal information, subject to the Institution’s obligations.
AET will work with the Institution to authenticate and honor such requests, in a manner consistent with FERPA and applicable laws.
Limiting Collection & Use
We collect only the Student Data reasonably necessary to provide the Services as authorized by the Institution.
We do not require children to disclose more information than is reasonably necessary to use the core features of the Services.
No Advertising or Selling of Children’s Data
AET does not sell, rent, or trade personal information of children.
AET does not use Student Data, including data of children under 13, for targeted advertising.
9. FERPA Compliance – Student Education Records
AET supports Institutions in complying with the Family Educational Rights and Privacy Act (FERPA).
School Official Status
When providing the Services to an Institution, AET acts as a “school official” with a legitimate educational interest under FERPA.
AET uses Student Data only as directed by the Institution and for educational purposes allowed under FERPA.
Access & Disclosure
AET does not disclose education records or Student Data to third parties except:
To service providers acting on AET’s behalf under written contracts;
As authorized by the Institution; or
As required by law (e.g., in response to a valid subpoena, with notice to the Institution where permitted).
Parent & Eligible Student Rights
Requests to access, correct, or delete education records should generally be directed to the Institution.
Upon verified written direction from the Institution, AET will assist in fulfilling access, correction, or deletion requests.
Record of Disclosures
AET assists Institutions in maintaining appropriate records of disclosures of education records, as requested and where technically feasible.
10. Data Retention & Deletion
10.1 Retention
Active Accounts:
Personal Information and Student Data are retained for as long as the Institution’s account is active and needed to provide the Services.
After Termination:
Upon termination of an Institution’s contract and written direction to delete Student Data:
AET will delete or de-identify Student Data from active systems within 30 days.
Residual copies in system backups will be overwritten and unrecoverable within an additional 30 days, resulting in a maximum retention period of 60 days after termination or deletion request, except as described below.
Legal and Compliance Obligations:
AET may retain limited records (e.g., transaction or audit logs) as required for:
Legal, regulatory, or accounting obligations
Security, fraud prevention, and dispute resolution
These records will be minimized and, where feasible, de-identified.
10.2 Deletion Requests
Institution-Controlled Deletion:
Institutions may instruct AET to delete Student Data at any time by contacting us through the designated administrator or contract contact.
Parents/Students:
Parents/guardians or eligible Students who wish to delete Student Data should contact their Institution. AET will act upon the Institution’s verified instructions.
Scope of Deletion:
When we delete Student Data, we will:
Remove the data from active databases and storage.
Ensure that the data is also deleted from backups within the defined retention period;
Ensure that third-party service providers delete or return Student Data in a manner consistent with our contracts.
11.Security Measures
AET implements administrative, technical, and physical safeguards to protect Personal Information and Student Data. These measures include, at a minimum:
Secure data centers and hosting environments with industry-standard physical and environmental controls;
Role-based access control and least-privilege principles for staff and system access;
Strong password requirements and account security controls;
Regular security patching, vulnerability management, and system hardening;
Logging and monitoring of system activity to detect anomalous or unauthorized access;
Encrypted backups and secure data disposal procedures;
Staff training on data privacy, security, and confidentiality obligations.
We regularly review and update our security practices to align with evolving standards and legal requirements.
12.Encryption of Data
To protect confidentiality and integrity:
Data in Transit:
AET uses Transport Layer Security (TLS 1.2 or higher) or equivalent modern protocols to encrypt all data transmitted between client devices and our servers.
Data at Rest:
AET encrypts confidential and sensitive information stored on our servers, including Student Data, using strong encryption algorithms such as AES-256 or stronger, or their equivalent. For example, passwords.
Encryption Keys:
Encryption keys are stored, managed, and rotated in accordance with industry-standard security practices and are accessible only to authorized personnel and systems.
13. Account Security, Passwords & Multi-Factor Authentication
13.1 Strong Password Enforcement
AET enforces strong password creation for all accounts that use AET-managed credentials:
Passwords must meet minimum length and complexity..
Passwords are hashed using industry-standard, one-way hashing algorithms before storage.
We do not store passwords in plain text.
We may enforce password expiration or rotation policies based on Institution requirements.
13.2 Single Sign-On (SSO) and Federated Identity
Where supported by Institutions:
AET supports Single Sign-On (SSO) and/or federated identity (e.g., via SAML, OAuth, or LTI launches) so that users can authenticate using their Institution-managed credentials.
When SSO is used, the Institution’s identity provider may enforce its own multi-factor authentication and password policies, which apply to access to AET.
13.3 Multi-Factor Authentication (MFA)
For AET-managed administrator and sensitive accounts, AET may require or support multi-factor authentication (MFA) for enhanced security.
AET recommends that Institutions enable MFA wherever available for staff and administrative users.
Users are responsible for maintaining the confidentiality of their login credentials and notifying AET or their Institution immediately of any unauthorized use.
14.Cookies & Similar Technologies
AET uses cookies and similar technologies to support the operation and security of the Services. We list the cookies and their purposes below. Specific names and durations may change over time and will be documented in AET’s cookie notice or help center.
Strictly Necessary / Functional Cookies
Purpose: Maintain login sessions, remember preferences, protect against cross-site request forgery (CSRF), and ensure service reliability.
Examples: Session IDs, authentication tokens.
These cookies are essential to provide the Services and cannot be disabled without affecting functionality.
Performance & Analytics Cookies (AET-controlled or privacy-focused)
Purpose: Collect aggregated usage data to help us understand how the Services are used and to improve performance and reliability.
Data: Aggregated page views, feature usage, and error diagnostics.
These cookies do not track users across websites or build advertising profiles.
Institutions may request that optional analytics cookies be disabled for their deployment where feasible.
No Advertising Cookies
AET does not use third-party advertising cookies, web beacons, or similar tracking technologies for advertising or retargeting.
Users can control cookies through their browser settings; however, disabling required cookies may impair the functionality of the Services.
15. Third-Party Service Providers & Data Sharing
15.1 Use of Third Parties
AET uses a limited number of third-party service providers (“Sub processors”) to support the operation of the Services (e.g., hosting, email delivery, secure backups, analytics that are strictly service-related).
These service providers process Personal Information and Student Data only on AET’s behalf and only for purposes necessary to provide the Services.
A current list of key sub processors, including their purposes and data categories, is:
[AWS]
15.2 Data Shared with Third Party
We use Amazon Web Services (AWS) as our cloud infrastructure provider to host our application, store data (including content and account information), and power our services. Information we collect about is stored on secure servers located in the AWS US. AWS processes this data on our behalf, subject to strict data processing agreements and security measures.
AET does not authorize sub processors to use Personal Information or Student Data for their own marketing or advertising purposes.
15.3 User Ability to opt Out of Third-Party Sharing
AET does not share Student Data with third parties for their independent use; all sharing with sub processors is solely for providing the Services under contract.
Institutions may:
Request that certain optional third-party integrations (e.g., analytics, messaging tools) be disabled; and/or
Terminate their use of the Services and request deletion of Student Data, which ends ongoing sharing with sub processors.
Where required by law, we will support Institutions in providing parents/guardians or eligible Students with choices about optional third-party integrations.
15.4 Contractual Protections & Flow-Down Obligations
AET requires all sub processors that process Personal Information or Student Data to:
Enter into written agreements that require them to maintain appropriate privacy and security protections;
Use Personal Information and Student Data only to provide services to AET and not for their own purposes;
Implement and maintain industry-standard security measures;
Assist AET in meeting legal obligations (e.g., data protection, breach notification);
Delete or return Student Data upon termination of services or at AET’s direction.
AET remains responsible for the performance of its sub processors under these agreements.
15.5 Changes in Third Parties & Notification
AET will maintain an up-to-date list of sub processors at the URL noted above.
When AET adds or replaces a sub processor that will process Student Data, we will:
Update our policy listed; and
Provide advance notice to the primary administrative contacts for affected Institutions (e.g., via email or dashboard notification) within a reasonable period before the change becomes effective.
If an Institution reasonably objects to a new sub processor’s processing of Student Data, we will work in good faith to provide an alternative or allow termination of Services with respect to Student Data processed by that sub processor.
16.Advertising & Marketing
AET is an education-focused service. We do not use Student Data for targeted advertising.
16.1 Display of Advertisements
AET does not display third-party banner ads, targeted ads, or similar commercial advertising within the Student-facing portions of the Services.
Limited informational or sponsorship acknowledgements (if any) will not be targeted based on Student Data.
16.2 Targeted Advertising
AET does not use Student Data to deliver interest-based or behavioral advertising to Students, educators, or other users.
We do not build advertising profiles based on Student Data.
16.3 Third-Party Tracking for Advertising
AET does not allow third-party advertising networks to track users on the Services for advertising purposes.
We do not share Personal Information or Student Data with third-party advertisers.
16.4 Web Beacons & Ad-Related Tracking
AET does not use web beacons, ad pixels, or similar technologies for advertising or cross-site tracking.
Any use of web beacons or similar tools is limited to security, fraud detection, or internal analytics necessary for Service functionality and is not used for advertising.
16.5 Opt-Out of Sharing Data with Advertisers
Because AET does not share Personal Information or Student Data with advertisers for targeted advertising or marketing, there is no advertising-specific opt-out required.
If this practice changes, AET will update this Policy, obtain any legally required consents, and provide clear opt-out mechanisms consistent with applicable law.
17.State-Specific Privacy Rights (e.g., CCPA/CPRA and Similar Laws)
For users residing in U.S. states with specific privacy laws (such as California, Colorado, Utah, Virginia, Connecticut, and others), AET will respect applicable rights, which may include:
Right to know/access the categories and specific pieces of Personal Information collected;
Right to request correction of inaccurate Personal Information;
Right to request deletion of Personal Information, subject to legal obligations and educational context;
Right to receive information about disclosures of Personal Information;
Right to opt out of “sale” or certain types of “sharing” of Personal Information (which AET does not engage in with Student Data).
For Student Data processed on behalf of an Institution, these requests will generally be coordinated with and fulfilled at the direction of the Institution, consistent with FERPA and applicable state law.
AET does not sell Personal Information or Student Data as “sale” is defined under applicable state privacy laws.
18.Data Access, Correction & Portability
Institutions and Educators:
May access and update Student Data via the Services and administrative tools.
Parents/Guardians and Students:
Requests to access, correct, or export education records should be directed to the Institution. Upon verified direction from the Institution, AET will assist in providing, correcting, or exporting Student Data in a structured, commonly used format where feasible.
19.Data Breach Notification
In the event of a data breach involving Student Data or other Personal Information:
AET will promptly investigate and take steps to contain and remediate the incident.
AET will notify affected Institutions without unreasonable delay after confirming a breach, and will provide information reasonably necessary for Institutions to meet their own legal notification obligations.
AET will cooperate with Institutions and, where required, regulators to address the incident and prevent recurrence.
20.International Transfers
AET’s Services are primarily intended for use within the United States. Suppose data is transferred across borders (for example, due to the use of global cloud infrastructure). In that case, AET will ensure that such transfers comply with applicable data protection laws and that appropriate safeguards are in place.
21. Changes to This Policy
We may update this Policy from time to time to reflect changes in our Services, laws, or industry practices.
We will post the updated Policy with a new “Last Updated” date.
For material changes affecting Student Data, we will provide additional notice to Institutions (e.g., by email or in-product notice) before the changes take effect.
Where required by law, we will obtain renewed consent or agreement from Institutions.
22. Contact Information
If you have questions about this Policy, our privacy practices, or your rights, please contact us at:
The Academic Experience Tracker (AET)
198 Pool Rd
Richards, Texas 77873
Email: [info@theaet.com] / Phone: [936-649-0111]
For requests related to Student Data, parents/guardians and Students should generally contact their Institution first. AET will act on verified directions from the Institution consistent with FERPA, COPPA, and applicable state laws.