Privacy Policy

Last updated: 2026-11-11

Pilot version, pending legal review. AI Education Advocate is a small, invite-only pilot. This policy is a plain-language starting version written to match how the app works today. A lawyer will review it before the app is offered to the public, and it may change.

1. Who we are

AI Education Advocate (the "Service") is operated by [Operator legal name] ("we", "us"). This policy explains what information the Service collects, how it is used and protected, and the choices you have. Contact details are in section 14.

2. Who the Service is for

The Service is for parents, legal guardians and other adults who are authorized to act for a child in special-education matters (for example IEPs and 504 plans). You must be 18 or older to use it. Children do not have accounts and should not use the Service. See section 10.

During the pilot, sign-up is by invitation only: a person can create an account only if their email address has been invited by a family owner or added to the pilot list by us.

3. What we collect

Information you give us

• Account information: your email address. If you sign in with Google (where offered), we receive the basic profile Google shares: your name, email address and profile picture link. We do not use passwords for sign-in.
• Family and child information you enter: for example a family name, state, school district and time zone; each child's name, grade, school, birth date and notes; deadlines, meeting notes, service and communication logs, schedules, progress and home notes, and letters you draft.
• Documents you upload or scan: for example IEPs, 504 plans, evaluations, progress reports, school notices, saved emails and photos of paper documents, and the information the AI reads from them (goals, services, accommodations, dates and summaries).
• AI conversations: the questions you ask and the answers, citations and drafts the Service produces.
• Family members you invite: the email address of each person you invite to your family's space.
• Guest sharing (if you use it): the email address of a guest you invite (for example a tutor or teacher), the copy of information you choose to share with them, and any notes they send back.
• Messages and notes: messages between the parents in your family, notes you write on documents and homework, and, if you turn on messages with a guest or share a homework summary with one, those messages, the summary you share and the notes on it. A guest's name and email address are shown to the family they write to.
• Support reports you choose to send: when you use "Report a problem", the category and message you write, your email address, and the page, app version and platform you were using. You are asked to agree before sending one, because these reports are not encrypted with your family key and our team can read them.
• Pilot feedback you choose to give: optional ratings of how useful a task was. These are encrypted with your family key.

Information collected automatically

• Usage counts: for each family and month, the number of documents and pages read, the amount of AI processing used and its cost, and the number of school-calendar lookups. These are counts only and contain no family content. They are used to apply the monthly limits described in the Terms.
• Sign-in records: your sign-in sessions, including the IP address and browser or device type recorded when you signed in.
• Record metadata: technical details stored alongside your encrypted records, such as record ids, dates created and changed, file size, file type, page count, document type, deadline due dates, a fingerprint (hash) of each uploaded file used to detect duplicates, and which AI model was used.
• Technical logs: our servers and hosting provider record request paths, status codes, timings, error messages and record ids. The app is designed not to log your family key, request contents, document text or cookies.

Cookies and device storage

We use one essential sign-in cookie to keep you signed in (it lasts up to 30 days and is refreshed when you use the Service). The app also stores a few items on your device: your family key (see section 4), small preferences such as the selected child and answer length, and a cached copy of the app itself so it opens quickly. No family records are cached by the app on your device. We do not use advertising cookies, analytics, or third-party tracking tools.

If you use voice input, speech recognition is performed by your browser or device, and is governed by that provider's terms, not ours.

4. How your information is protected

• Your family key. When a family is set up, one of your devices creates an encryption key for your family. Your family's records (children, documents and what is read from them, plans, conversations, letters, logs and schedules) and uploaded files are encrypted with that key before they are stored. The key is kept on your family's devices and in the backup you choose (a 24-word recovery phrase, and optionally a recovery file or recovery password). We store only a fingerprint of the key, never the key itself.
• What we can and cannot see. Without your key, we cannot read your family's stored records or files, and neither can anyone who obtains a copy of our database, file storage or backups. We can see information that is not encrypted with your key: account and member email addresses, sign-in records, usage counts, the record metadata listed in section 3, support reports you send us, and anything you choose to share through guest sharing (see below).
• While you use the Service. To do work for you (for example read a document or answer a question), your device sends your key with the request. Our server uses it to decrypt only what that request needs, in memory, and discards it when the request ends. This protects stored data; it does not stop the running Service from processing your information while it does the work you asked for.
• If you lose your key. If you lose every device with your key, your recovery phrase and any recovery file or password, we cannot recover your records. This is the cost of a design where we do not hold the key.
• Other safeguards. Connections use encryption in transit (HTTPS/TLS). Files are kept in private cloud storage with no public links. Access to our infrastructure is restricted, and changes made in our operator tools are recorded in an audit log.

Messages and notes

• Between parents. Messages between the parents in your family, and the notes you write on documents and homework, are encrypted with your family key like your other records, so we cannot read them. Who is in a conversation is enforced by our server, not by separate encryption: every parent in a family holds the same family key.
• With a guest. Messages with a teacher, tutor or other guest, and homework summaries you share with a guest (with the notes on them), cannot use your family key, because the guest does not have it. Like published guest copies, they are encrypted with separate keys that our service can use, so the running Service can read them. Once a parent in your family opens a guest's messages, a copy is kept in your family's records, encrypted with your family key. When a guest's access ends, the service copy of their messages is deleted (at the latest 30 days later), and shared homework summaries and their notes are deleted straight away. A shared summary is also deleted when you delete the document it came from.
• Not an official channel. Messages here are not a written request or notice to a school or school district. Send formal requests in writing.
• Email notices. When someone writes to you, we may email you that you have a new message, at most once per conversation every six hours. The email does not say who wrote or what they wrote. You can turn these emails off in Settings.
• AI. Notes on documents with "Use in Chat and Meeting prep" switched on are sent to the AI with your questions, like your other records. Messages are not sent to the AI.
• Reporting a message. If you report a message, the message text is sent to our team as a support report, which is not encrypted with your family key, and only after you agree.

No system is perfectly secure, and we cannot guarantee the security of your information.

5. How AI is used

The Service uses AI models (currently Anthropic's Claude models, accessed through Microsoft Azure, or directly from Anthropic) to:

• read documents you upload and pull out goals, services, accommodations, dates and summaries;
• answer your questions, using your family's documents and a library of public special-education law;
• review school emails and draft letters and meeting materials for you to edit;
• find and read a public school-district calendar when you ask it to (this may involve a web search for your district's name and the school year).

To do this, the relevant content (for example the text or image of a document, your question, and related records) is decrypted for that request and sent to the AI provider. The provider processes it to produce a result and returns it to us. Under the provider terms that apply to our use of these services, the providers state that they do not use these inputs and outputs to train their models; providers may keep them for a limited time, for example for abuse monitoring, as their terms describe. [Counsel to confirm provider retention terms]

AI can be wrong. Everything the AI produces is a draft or suggestion for you to review. The Service never sends letters, emails or forms to a school on your behalf.

6. How we use information

• To provide the Service: sign you in, store and organize your records, read documents, answer questions and draft materials.
• To send service emails: sign-in codes and links, invitations you ask us to send, and deadline reminders (these contain only the kind of deadline and its date, because the rest is encrypted). You can turn reminders off in Settings.
• To apply usage limits, keep costs under control, prevent abuse and keep the Service secure.
• To answer support reports and fix problems.
• To comply with law.

We do not sell your information, share it for advertising, or use it to build advertising profiles.

7. Who we share information with

We share information only as described here:

• Service providers that run the Service for us, under their own terms:

  Provider	What they do
  Microsoft Azure (United States)	Hosting, database, file storage, key management, email delivery (Azure Communication Services) and logs. Stored family records and files are encrypted with your family key.
  Anthropic, through Microsoft Azure or directly	AI models that process the content described in section 5.
  Cloudflare	Domain registration and DNS for aieducationadvocate.com.
  Google (only if you choose Google sign-in)	Confirms your identity when you sign in with Google.

• Members of your family's space. People you invite as family members can see your family's records once they have your family key.
• Guests you invite (if you use guest sharing). When you share with a guest, the Service stores a separate copy of only what you choose to share, so the guest can read it. That copy is protected with keys the Service manages, not your family key, which means the Service can decrypt it to show it to the guest. You can end a guest's access at any time; shared copies expire after their set period and are then deleted.
• Calendar links you create. If you subscribe to your child's schedule in a calendar app, anyone with that private link can see the schedule it contains. You can delete the link and create a new one.
• Shared school calendars. When a district calendar is found by web search, the public calendar facts (dates of closures and early-release days, and their source) are saved for other families who look up the same district. This shared copy contains no information about you or your child. If you report a problem with a shared calendar, the report is counted anonymously.
• Legal and safety reasons. If required by law, or to protect the rights, safety or property of you, others or us. Because we do not hold your family key, we cannot provide the contents of your encrypted records.
• Business transfer. If the Service is transferred to another organization, your information may be transferred as part of it, subject to this policy.

8. How long we keep information, and deletion

We keep your information while your account is active. When you delete something in the app, it is removed from the active database and file storage right away. Some copies remain for a limited time:

• In the app today you can delete individual documents, conversations, letters and deadlines, and delete a child along with all of that child's records.
• Deleting your whole account or family space is not yet a button in the app. To request it, contact us (section 14). We will confirm your identity, delete your family's records, files, memberships and support reports, and confirm when it is done. Backup and log copies then age out on the schedule above.
• Copies you made yourself (downloads, exported binders, recovery files, photos on your phone) are not affected.

9. Your choices and rights

• Access and export: you can view your records in the app, open your uploaded documents, and export a binder PDF from Settings.
• Correction: you can edit most information in the app. Contact us to correct anything you cannot edit.
• Deletion: see section 8.
• Email choices: you can turn deadline reminders off in Settings. Sign-in emails are needed to use the Service.
• Requests: you can contact us to ask what information we hold about you, or to make any of these requests. We will respond within 45 days. Depending on where you live, you may have additional rights under state law; we will honor them as required.

Because your records are encrypted with your family key, some requests (for example a copy of your records) can only be fulfilled through the app on a device that holds your key.

10. Children's privacy

The Service is intended for adults. It is not directed to children, and children under 13 (or any child) should not create accounts or use the Service. We do not knowingly collect personal information directly from children. The Service does collect information about a child that a parent or guardian chooses to enter or upload, and we treat that information as sensitive. If we learn that a child has created an account, we will delete it. If you believe a child has used the Service, please contact us.

11. Schools, health records and other laws

The Service is a tool chosen and used by parents. It is not provided to or on behalf of schools or health-care providers. Documents you receive from a school or provider and choose to upload become part of your own records in the Service.

12. Security incidents

If we learn of a security incident that affects your personal information, we will investigate, take steps to contain it, and notify affected users and authorities as required by law and without unreasonable delay.

13. Changes to this policy

We may update this policy. We will change the "Last updated" date above, and for significant changes we will give notice in the app or by email before they take effect.

14. Contact us

[Operator legal name]
[Mailing address]
Email: [contact email]

Signed-in users can also use "Report a problem" in the app (remember that these reports are readable by our team).