Privacy Policy

School Psych AI Privacy Policy

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Last updated 2/17/2025

 

Thank you for choosing School Psych AI, a tool designed for school psychologists, employing Artificial Intelligence (AI) technology. At School Psych AI, we champion data protection and your right to privacy. This Privacy Policy clarifies how we gather, use, retain, and shield your information as you navigate our platform.

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If you are entering into this Agreement on behalf of a company or other legal entity (including if you are School Personnel entering on behalf of our school), you represent that you have the authority to bind such entity to these terms and conditions, in which case the terms "you", "your" or "User" shall refer to such entity. If you do not have such authority, or if you do not agree with these terms and conditions, you must not accept this Agreement and may not use the Service.

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1. Information Collection and SPAI Moderation

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1.1 Student Personal Identifiable Information (PII): Protecting the confidentiality and security of any inadvertent student PII shared via our application is paramount to us.

 

1.2 Collection and Use of Student PII: Our platform neither mandates nor encourages users to input student PII. We consciously avoid gathering sensitive identifiers such as names, addresses, student IDs, or any data that would reveal a student's identity.

 

1.3 Accidental Submission of Student PII: Should a user inadvertently introduce student PII during their use of our platform, we've implemented procedural safeguards to swiftly redact such details from our database. We treat any inclusion of student PII as a breach of this policy, prompting us to act immediately.

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1.4 Moderation of Submitted Student PII: On detecting any unintended student PII, our protocol ensures its elimination from our systems promptly. Any PII entered into our system is redacted. Continuous monitoring and examination of the shared information on our platform underscore our commitment to prevent unwanted data retention.

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1.5 Confidentiality and Security Protocols: Robust technical and administrative measures safeguard the sanctity and security of all user data, covering accidental student PII inclusions. Our moderation entails encryption, fortified storage systems, and periodic security assessments to deter unsanctioned access, disclosure, or data manipulation.

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1.6 Reporting Unplanned Submissions: If you are convinced that you have unintentionally entered student PII, reach out to our customer support onboarding@schoolpsych.ai. Addressing such situations is a priority for us.

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1.7 Conformity with Legal Mandates: Our data handling aligns with critical regulations, namely the Family Educational Rights and Privacy Act (FERPA) and the Children's Online Privacy Protection Act (COPPA). Using our application implies agreement with the terms contained herein.

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1.8 Usage Data: To refine our offering and enrich user experience, we might gather aggregated usage data, which remains non-personal and stripped of identifiers. 

Stay informed of any adjustments or additions to this section. We will communicate via app notifications or website updates.

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Direct any queries about our student PII handling to support at onboarding@schoolpsych.ai.

 

2. Use of Information

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2.1 Elevating the Tool: The accumulated usage insights propel our drive to discern patterns, derive understanding, and boost our tool's efficacy and response. This data remains impersonal, ensuring individual users remain unidentified. The information is used in such a way that allows a user of School Psych AI to generate LLM responses to queries that they submit. 

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Output created by our artificial intelligence tools assists educators but by no means replaces your professional skills and judgment. It is imperative that users review content generated by our services and revise it to ensure it is appropriate for use. This includes but is not limited to the following considerations: bias and accuracy, maintenance and protection of privacy, acknowledgment of the limitations of any AI system, etc.

 

3. Data Tenure, Review, Erasure, and Utility for Enhancement

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3.1 Data Tenure: All gathered data, including usage specifics, is held just long enough for analysis, technical troubleshooting, and product refinement. Although we hold the data in its raw form for up to 30 days, depersonalized versions might be retained longer, purely for tool optimization.

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3.2 Data Inspection:  Users seeking to inspect, have deleted, and/or refuse to permit further collection or use of a student’s information must submit a request through onboarding@schoolpsych.ai. We will generate a CSV containing only data related to the specific student in question. We will not release or delete any data in response to such a request unless we are completely certain it belongs to that student. If the data cannot be definitively identified as belonging to the student, we will not provide it for review.

For explicit requests to amend student data, please contact us at onboarding@schoolpsych.ai. 

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3.3 Data Erasure: We adhere to leading industry practices, ensuring a secure deletion post-retention. Encryption, restricted access, and regular audits fortify data confidentiality. Upon receiving a written request from an educational institution, school district, or other authorized entity (the “Institution”) for the deletion of student Personally Identifiable Information (“PII”) at onboarding@schoolpsych.ai, School Psych AI (the “Provider”) shall take the following steps within one month to ensure compliance with applicable data protection laws and contractual obligations:

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1. De-identification: The Provider shall first apply de-identification measures to the relevant data, ensuring that any PII is irreversibly removed or anonymized in accordance with industry best practices and applicable legal standards, such that the data can no longer be reasonably linked to an individual student.

2. Permanent Deletion: After the de-identification process is completed, the Provider shall permanently delete the original data from its active databases and storage systems, rendering it irretrievable.

3. Backup and Retention Considerations: The Provider shall ensure that any residual copies of the original data in backup or archival systems are either deleted within the standard data retention period or subject to additional security measures to prevent unauthorized access until automated deletion occurs.

4. Confirmation of Deletion: Upon completion of the data erasure process, the Provider shall, upon request, furnish the Institution with a written confirmation of deletion, specifying the scope of the erased data and the date of deletion.

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3.4 Product Enhancement Utility: For continual improvement, we might harness depersonalized data to train our AI algorithms, amplifying tool accuracy. This data is devoid of any PII, keeping user confidentiality intact.

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3.5 Refusal: In the event that an educational institution, school district, or other authorized entity (the "Institution") notifies School Psych AI (the "Provider") of its decision to prohibit further data collection or to discontinue its contractual relationship with the Provider, the Provider will suspend user accounts within 2-3 business days of notification, and then permanently purge and transfer personally identifiable data to the institution within one month (twenty business days). It shall be the sole responsibility of the individual school psychologist or other authorized user (the "User") to immediately cease inputting any further student Personally Identifiable Information ("PII") into the Provider’s platform.

 

Additionally, any fees paid under the contractual agreement are non-refundable. If the Institution or the User elects to terminate the contract prior to its expiration, no refunds or prorated reimbursements shall be issued for any remaining period of the agreement.
 

4. Third-Party Interfaces

School Psych AI utilizes AWS Bedrock, explicitly leveraging the Nova model, to power AI-driven features on our platform. Our integration with AWS Bedrock ensures user data is processed in a secure and compliant environment aligned with FERPA requirements.

We retain data temporarily for security monitoring and service integrity, subject to strict data minimization policies. Data processing occurs within a controlled infrastructure to prevent unauthorized access and ensure confidentiality. We will allow Safe Harbor de-identified data to be used to train AI Models.

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School Psych AI does not share personally identifiable information (PII) with AWS Bedrock beyond what is necessary for system functionality. For further details on AWS Bedrock’s data policies, refer to AWS Service Terms and AWS Privacy Notice.

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The following table expresses what data is shared with Third Parties and for what purpose the information is shared.

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5. FERPA Adherence

5.1 Student Data Sanctity: Our strict adherence to FERPA regulations underlines our devotion to student data protection. We're committed to avoiding the collection, storage, or utilization of student PII or any sensitive educational documentation.

 

6. Security Protocols

6.1 Data Shielding: Our rigorous efforts are aimed at defending your information, deploying technical and administrative barriers against unauthorized access, disclosure, or data tampering.

 

7. Children's Privacy

7.1 COPPA Adherence: In compliance with COPPA, we refrain from knowingly amassing personal details from children below 13 years of age. Discovering any such data prompts its immediate deletion.

 

8. Privacy Policy Updates

8.1 Change Notifications: Users will be notified of policy adjustments reflecting our evolving practices or legislative necessities by a Post via Intercom and via email no less than 30 days prior to the implementation of the change. Contact onboarding@schoolpsych.ai for questions or comments regarding our privacy policy.

 

9. Contact Information of School Psych AI Operators with Access to PII

9.1 School Psych AI

    - 3041 Kathryn Oaks Ln, Spring Texas, 77386

    - (301) 442-2447

    - onboarding@schoolpsych.ai
 

10. Change of Control 

Over time, School Psych AI may grow and reorganize. We may share your information, including personal information with affiliates such as a parent company, subsidiaries, joint venture partners or other companies that we control or that are under common control with us, in which case we will require those companies to agree to use your personal information in a way that is consistent with this Privacy Policy.  

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In the event of a change to our organizations such that all or a portion of School Psych AI or its assets are acquired by or merged with a third-party, or in any other situation where information that we have collected from users would be one of the assets transferred to or acquired by that third-party, only a deidentified data sheet will be transferred. This Privacy Policy will continue to apply to your information, and any acquirer would only be able to handle your personal information as per this policy (unless you give consent to a new policy). We will provide you with notice of an acquisition within thirty (30) days following the completion of such a transaction, by posting on our homepage and by email to the email address that you provided to us. If you do not consent to this deidentified use of your information by such a successor company, subject to applicable law, you may request its deletion from the company.

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In the unlikely event that School Psych AI goes out of business, or files for bankruptcy, all underlying data will be erased.