Privacy Policy

This Privacy Policy explains how Knowledge Road Specialists LLC ("Knowledge Road," "KR," "we," "us," or "our") collects, uses, shares, and protects information when you visit our website or submit information through our online forms.

1. Who We Are

Knowledge Road Specialists LLC, 1185 6th Avenue, New York, NY 10036.

Knowledge Road provides special education services and provider staffing for New York City schools, agencies, and families. This policy covers the personal information collected through our public website, including our contact/lead form, insurance-coverage form, and careers/talent form.

2. Information We Collect

We collect information you voluntarily submit through the following forms:

2.1 Lead / Contact Form

• Name
• Email address
• Phone number
• Free-text message content (whatever you choose to tell us)

2.2 Insurance-Coverage Form

This form helps determine coverage for special-education-related services and collects more sensitive information:

• Parent/guardian name and contact information
• Child's age
• Health insurance policy identifier / plan information

Because this form involves information about a minor and health-insurance details, we limit its use strictly to coverage verification and service-eligibility/billing purposes described below, and we apply heightened internal handling controls to it (see Section 8).

2.3 Careers / Talent Form

• Candidate name
• Contact information (email, phone)
• Professional discipline and credentials (e.g., license type, certifications)

We do not currently collect payment card information, government ID numbers, or precise geolocation through these forms. If that changes, this policy will be updated before collection begins.

3. How and Why We Use Your Information

We use the information collected through these forms to:

• Lead/contact form: respond to inquiries, follow up about our services, and route your message to the appropriate team member.
• Insurance-coverage form: verify insurance or Medicaid coverage for special-education-related services, coordinate eligibility determinations, and support billing for services rendered to or on behalf of the covered individual.
• Careers/talent form: evaluate candidates for open roles, verify credentials relevant to a discipline, and contact candidates about opportunities.

We do not use information submitted through these forms for unrelated marketing without a separate, specific consent, and we do not use the insurance-coverage form's data for any purpose other than the coverage, eligibility, and billing support described above.

4. Legal / Business Basis for Processing

Knowledge Road processes personal information collected via these forms on the following bases:

• Your consent, given at the point of submission.
• Our legitimate business interest in operating our services business, responding to inquiries, and staffing/credentialing candidates.
• Contract performance or steps toward a contract: for the insurance-coverage form specifically, processing necessary to determine and administer coverage for services requested.

5. How We Share Your Information

We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

We share information with:

• Salesforce (our customer relationship management platform), which processes and stores form submissions on our behalf as a service provider under our instructions.
• Google (Google Workspace and Google Sheets), which stores form submissions on our behalf as a service provider under our instructions. We keep a durable copy there so that an enquiry to us is never lost if our customer-relationship system is unavailable. Access is limited to staff who need it, and insurance-coverage submissions are held separately under the heightened restriction described below. We also use Google Analytics 4, a Google service, to understand how visitors use our site (see Section 10 for the cookie details) — a separate purpose from the form-storage use above.
• Vercel, which hosts our website and may process technical data (e.g., server logs, IP address) necessary to deliver the site.
• Service providers who support our operations (e.g., email delivery, IT support), bound by confidentiality and data-protection obligations appropriate to the sensitivity of the data.
• Insurers, Medicaid administrators, or billing intermediaries, but only for information submitted through the insurance-coverage form, and only as necessary to verify coverage or process billing for requested services.
• Legal or regulatory authorities, if required by law, subpoena, or valid legal process, or to protect the rights, property, or safety of Knowledge Road, our clients, or others.
• A successor entity, in the event of a merger, acquisition, or sale of assets, subject to continued protection of your information under a policy at least as protective as this one.

We do not share insurance-coverage form data with any advertising vendor, and we do not use it for analytics or marketing of any kind.

6. Children's Information

Our website is not directed to children, and we do not knowingly collect personal information directly from children under 13 through these forms. The insurance-coverage form is designed to be completed by a parent or legal guardian on behalf of a minor. By submitting a child's information through this form, you represent that you are the child's parent or legal guardian, or otherwise authorized to provide this information on the child's behalf.

If you believe a child has submitted information directly without parental involvement, please contact us at hello@knowledgeroad.org and we will address it promptly.

7. Data Retention

We retain information collected through our forms only as long as reasonably necessary for the purposes described above, or as required by law:

• Lead/contact form submissions: retained for as long as reasonably necessary to respond and follow up, and thereafter in line with our standard business-records practices, unless a client relationship is established.
• Insurance-coverage form submissions: retained only for as long as necessary to complete coverage verification and any related billing cycle, plus any additional period required by applicable insurer, Medicaid, or recordkeeping obligations.
• Careers/talent form submissions: retained for as long as reasonably necessary for recruitment purposes, consistent with standard employment-recordkeeping practice.

We delete or de-identify information when it is no longer needed for these purposes, unless a longer retention period is required by law.

8. Security Safeguards

Knowledge Road maintains reasonable administrative, technical, and physical safeguards designed to protect the personal information we collect, consistent with our obligations under the New York SHIELD Act (N.Y. Gen. Bus. Law § 899-bb). These safeguards include, as applicable:

• Access controls limiting who within Knowledge Road and our processors (Salesforce, Google, Vercel) can view form submissions, with heightened restriction on insurance-coverage form data.
• Encryption of data in transit (HTTPS) and, where supported by our processors, at rest.
• Vendor oversight of our processors' security practices.
• Workforce awareness of appropriate handling of sensitive submissions.

Breach notification. In the event of a breach of security compromising the confidentiality of your private information, Knowledge Road will provide notification consistent with the New York SHIELD Act (N.Y. Gen. Bus. Law §§ 899-aa, 899-bb) and any other applicable state breach-notification law, including notice to affected New York residents without unreasonable delay and, where required, notice to the appropriate New York State authorities.

9. Your Privacy Rights

Depending on where you live, you may have rights to access, correct, or request deletion of the personal information we hold about you. To make a request, contact us at hello@knowledgeroad.org. We will respond consistent with applicable law.

10. Cookies and Analytics

Beyond the essential cookies needed for the site to function, we use Google Analytics 4 (GA4) to understand site usage. GA4 may use cookies or similar technologies to collect information about your visit (e.g., pages viewed, referral source, approximate location). We do not use GA4 data to identify individuals.

Analytics cookies are set only if you accept them. We ask before setting any non-essential cookie, analytics and advertising are separate choices, and you can change or withdraw either at any time using the "Cookie preferences" link in the footer. Declining is as easy as accepting.

You can control cookies through your browser settings.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last Updated" date at the top of this page reflects the most recent revision. Material changes will be reflected on this page.

12. Contact Us

Knowledge Road Specialists LLC, 1185 6th Avenue, New York, NY 10036. Email: hello@knowledgeroad.org.