Terms of Service
1. Introduction
Welcome to School Psych AI! These Terms and Conditions govern your use of Sophia and the School Psych AI platform, which makes up the proprietary services provided by School Psych AI ("Provider" or "we"). By accessing and using our service, you ("User"), representing yourself or an educational institution such as a school or school district ("Institution"), agree to comply with these terms. If you are entering into this Agreement on behalf of an Institution or other legal entity (including as School Personnel acting on behalf of your Institution), 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 do not agree with these Terms and Conditions, you must not accept this Agreement and may not use the Service.
2. Access and Use
2.1 Subscription Requirements: Access to Sophia requires a valid subscription. The service is intended solely for personal, non-commercial use by licensed school psychologists, educators, administrators, and other authorized school personnel affiliated with a subscribing Institution.
2.2 Authorized User Categories
The platform may be accessed by the following categories of authorized users, as designated by the subscribing Institution: school psychologists, teachers, school administrators, related service providers, and other school personnel. Each user's access and permissions are determined by the Institution's subscription plan and the role assigned during account provisioning. Parents and guardians do not access the platform directly; any requests from parents regarding student data are handled through the Institution in accordance with FERPA and applicable state law.
2.3 Ownership of Data
The Institution, which includes both schools and school districts, retains sole ownership of all student records and data. All rights, including intellectual property rights related to such data, are the exclusive property of the Institution.
2.4 License to Provider
The Provider is granted a limited, nonexclusive license to access and process student records solely for the purpose of performing its obligations under this Agreement. This Agreement does not grant the Provider any rights to sell, trade, or otherwise use student records or data beyond what is explicitly stated herein.
2.5 Generated Content: Users retain possession and control of any content they generate through Sophia.
2.6 Use Limitations: The Provider will not use any information contained in student records for any purpose other than those required or expressly permitted by the Terms of Service and Privacy Policy.
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3. User Responsibilities
Output created by our artificial intelligence tools assist Educators, but by no means replaces your professional skills and judgment. It is imperative that you 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, maintain and protect privacy, acknowledge the limitations of any AI system.
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3.1 Accurate Registration Information: Users must provide accurate and up-to-date information during the registration process. Sharing account credentials with others is strictly prohibited.
3.2 Compliance with Laws: Users must not exploit Sophia for any illegal or unethical purposes, including violating FERPA or other applicable laws.
3.3 Request for Data Access or Amendment: Any requests to inspect or delete student personally identifiable information must be officially submitted through the Institution. Provider will assist schools in responding to requests from parents or eligible students to inspect or delete personally identifiable information and categories of data being held in education records and requests for schools to authorize changes to that data in cases where such access and correction requires direct Provider involvement and is not otherwise provided for by product functionality made available directly to the User. The data included in our response to the request will consist of the documents shared with us by the User containing education records or other information that is student identifying. These categories of documents will be outlined with Institutions clearly in their respective national data privacy agreements.
3.4 Responsibilities of All User Categories
All users, regardless of role, including school psychologists, teachers, administrators, and other authorized school personnel, are responsible for ensuring that they do not input student PII into the platform except as permitted by their Institution's data governance policies. Users are expected to comply with all applicable federal, state, and local privacy laws, including FERPA and COPPA, when using the Service. Institutions are responsible for ensuring that all users provisioned under their subscription are aware of and comply with these Terms and Conditions and the School Psych AI Privacy Policy.
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4. Intellectual Property
4.1 Ownership of Provider Content: All content provided by Sophia, including but not limited to text, graphics, and software, is protected by copyright laws and remains the property of School Psych AI.
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4.2 Restrictions on Use: Users may not reproduce, distribute, or create derivative works from Provider content without explicit written permission.
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5. Data Privacy
5.1 Commitment to Privacy: We prioritize user privacy. All interactions with Sophia are encrypted to protect data security.
5.2 Data Handling: Personally identifiable data is not stored permanently or shared with third parties unless explicitly required for service provision and agreed to by the Institution.
5.3 Information Collected from Users
School Psych AI collects information from all categories of users who access the platform, including school psychologists, teachers, administrators, and other authorized school personnel. The types of information collected, the purposes for which such information is used, and the categories of third parties with whom information may be shared are described in detail in the School Psych AI Privacy Policy. By accepting these Terms and Conditions, all users acknowledge that they have reviewed and agree to the data collection and use practices described in the Privacy Policy.
5.4 Data Security and Breach Notification
School Psych AI maintains comprehensive technical and administrative security measures to protect all data processed through the platform, including encryption of data in transit and at rest, role-based access controls, routine security assessments, and continuous monitoring. In the event of a confirmed security breach involving unauthorized access to, disclosure of, or loss of personally identifiable information or education records, School Psych AI will notify affected Institutions and users within 72 hours and will comply with all applicable federal and state breach notification requirements. The full description of our data security practices and breach response procedures is set forth in Sections 6.2 and 6.3 of the School Psych AI Privacy Policy.
6. Limitation of Liability
6.1 Professional Judgment: While Sophia strives to provide accurate recommendations, users must exercise professional judgment. Sophia is not a replacement for professional consultation or peer review.
6.2 Disclaimer of Liability: The Provider shall not be liable for any errors, inaccuracies, or omissions in the content provided by Sophia or for any decisions made by users based on such content.
7. Subscription and Payments
7.1 Billing: Users will be billed according to their chosen subscription plan.
7.2 Cancellations and Refunds: Cancellations can be made at any time; refunds are subject to the terms outlined in the Cancellation Policy.
8. Modifications
8.1 Changes to Terms: The Provider reserves the right to modify these Terms and Conditions. Users will be notified of material changes via email or in-app notification no less than 30 days prior to the effective date of the change. Continued use of the Service after the effective date of any modification constitutes acceptance of the updated Terms and Conditions.
9. Termination
9.1 Termination by Provider: The Provider reserves the right to suspend or terminate user access in the event of a breach of these terms.
9.2 Termination by User: Users may terminate their account at any time through their account settings.
9.3 Effect of Termination: Upon termination, the Provider will handle any remaining data in accordance with Section 3.5 of the Privacy Policy, including suspension of accounts and purging of personally identifiable data within the timelines specified therein.
10. Governing Law
10.1 Jurisdiction: These Terms and Conditions are governed by United States federal law, and any disputes will be resolved in the jurisdiction of the United States.
11. FERPA Compliance Statement
11.1 Authority to Accept
If you are entering into this Agreement on behalf of a company or other legal entity (including as School Personnel on behalf of your Institution), you represent that you have the authority to bind such entity to these Terms and Conditions.
11.2 FERPA Compliance
The Provider operates in compliance with FERPA regulations and requires that any User or Institution accepting these Terms ensures adherence to FERPA standards.
11.3 Role of the Institution
The Institution is responsible for determining which users are authorized to access the platform and for ensuring that all such users are aware of their obligations under FERPA. The Institution retains authority over all student education records and is responsible for responding to parent and eligible student requests regarding such records, with the Provider's assistance as described in Section 3.3.
12. AI Transparency and Risk Management
12.1 Nature of the Service
Sophia is an AI-powered tool that uses large language models to assist school psychologists and other authorized educators with tasks such as report writing, assessment interpretation, and documentation. The platform is designed to function as a thought partner and productivity tool, not as a substitute for professional clinical judgment.
12.2 Known Limitations
AI-generated outputs may contain inaccuracies, reflect unintended biases, or produce responses that are incomplete or contextually inappropriate. Users are responsible for reviewing, verifying, and revising all AI-generated content before use in any professional or educational context.
12.3 Human Oversight
All outputs from Sophia are intended to be reviewed and approved by a qualified professional before being used in any educational decision-making, reporting, or documentation. The Provider does not intend for any AI-generated content to be used without human review.
12.4 Commitment to Responsible AI Practices
School Psych AI is committed to the responsible development and deployment of AI technology. We are actively developing and operationalizing risk management practices informed by the NIST AI Risk Management Framework (AI RMF). This includes ongoing efforts to establish formal governance policies, risk assessment processes, monitoring mechanisms, and accountability structures to manage AI-related risks throughout the lifecycle of our products. Our approach prioritizes transparency, fairness, security, and the safety of the students and educators our platform serves.
13. Contact Information
For any queries regarding these Terms and Conditions, please contact us at onboarding@schoolpsych.ai.
Last Updated: 3.2.2026