Privacy Policy

Overview

AI Campus ("AI Campus", "we", "us") provides a school operating system used by school administrators, teachers, students, and parents/guardians (together, "users"). This policy explains what data we collect through the platform, why we collect it, how it's used — including by AI features — and the choices available to you.

Because AI Campus is deployed by a school, the school (as the "data controller" in most jurisdictions) sets policy for its own students and staff, and AI Campus acts as the school's data processor. If you have a specific question about your own records, your school is usually the fastest place to start; we're glad to help either way.

Data we collect

We collect the data a school chooses to put into the platform, plus data generated by using it:

• Account data — name, role, school, username, and contact details for admins, teachers, students, and parents.
• Academic data — attendance, grades, assignments, exam results, and class enrollment.
• Billing data — fee schedules, invoices, and payment status (we do not store full card numbers; payments are processed by a PCI-compliant processor).
• Communications — messages sent through the platform between staff, students, and parents.
• Usage data — login times, device and browser information, and feature usage, used to keep the platform reliable and secure.

How we use data

• To operate core features — attendance, grading, timetabling, billing, and communication.
• To generate the dashboards and reports each role sees (e.g. an admin's school-wide overview, a teacher's grading queue).
• To secure accounts and detect misuse, fraud, or unauthorized access.
• To communicate service updates, and — only with school or user consent where required — product updates.
• To comply with legal, regulatory, and school-board reporting obligations.

We do not sell student, parent, or staff data, and we do not use student data to build advertising profiles.

AI features & data

AI Campus includes AI copilots for admins, teachers, students, and parents (for example: AI-assisted grading, AI-drafted reports, and AI-generated study plans). For these features:

• AI features operate only on the data already visible to that user's role within their own school — a teacher's AI copilot sees that teacher's classes, not the whole school.
• AI-generated output (grades, reports, plans) is presented for human review before it becomes final wherever it affects a student's record.
• School data is not used to train shared or public AI models.
• Where AI features rely on a third-party model provider, data sent to that provider is limited to what's needed to complete the request and is governed by our data-processing terms with that provider.

Sharing & disclosure

We share data only in these circumstances:

• Within the school — data is visible to the roles a school configures (e.g. a parent sees their own child's records, not the whole class).
• Service providers — vetted vendors who host infrastructure, process payments, or send notifications on our behalf, bound by confidentiality and data-protection terms.
• Legal requirements — where required by law, regulation, or a valid legal process.
• With consent — any other sharing only happens with explicit consent from the school or user.

Student & minor data

Much of the data on AI Campus concerns minors. We treat this data with additional care:

• Student accounts are created and managed by the school, not by direct student sign-up.
• Parents/guardians can request access to, correction of, or deletion of their child's data through their school, consistent with applicable student-privacy laws (such as FERPA in the U.S. or equivalent local regulation).
• We do not use student data for behavioral advertising, and do not sell it to third parties, under any circumstance.

Data security

We use encryption in transit and at rest, role-based access controls, and audit logging across the platform. Access to school data is restricted to authorized personnel who need it to provide support, and every account uses school-issued credentials rather than shared logins.

Data retention

Data type	Retention
Academic records	Duration of enrollment, plus the period required by school record-keeping law
Billing records	7 years, per standard financial record-keeping requirements
Communications	Duration of enrollment, unless the school configures a shorter window
Usage/security logs	12 months

When a school's contract ends, data is exported to the school on request and then deleted from our systems within a reasonable period, except where retention is legally required.

Your rights & choices

Depending on your location and role, you may have the right to access, correct, export, or request deletion of your personal data. Because AI Campus is deployed by your school, most requests are handled fastest through your school's administrator — we support every request they make on your behalf, and will respond directly to you if you reach out to us first.

Cookies

We use strictly necessary cookies to keep you signed in and to remember basic preferences (like your last-used school code). We do not use third-party advertising cookies.

Changes to this policy

We'll update the date at the top of this page whenever this policy changes, and notify schools of material changes in advance where required by law.

Contact us