Privacy Policy

Introduction

1. Information We Collect

Account Information

• Your full name
• Email address
• Educational institution
• Course enrollment information and academic program
• Account creation date and authentication credentials

Educational Records and Learning Data

• All conversations and interactions with our AI tutoring system
• Problems you submit for guidance
• Your progress through lessons and modules
• Performance analytics, including response times and completion rates
• Work history and draft submissions
• Assessment results and learning objectives you engage with

Usage and Interaction Data

• How you interact with the platform (pages visited, features used, time spent)
• Device information (device type, operating system, browser type and version)
• IP address and approximate geographic location (country/state level)
• Timestamps of your activities

Information from Educational Institutions

If your institution has an agreement with LabNotes.ai, we may receive:

• Your institutional ID number
• Enrollment status in specific courses
• Course rosters and section assignments

2. How We Use Your Information

Providing and Improving the Service

• Delivering AI-powered tutoring and guidance
• Personalizing your learning experience
• Tracking your progress and identifying areas where you may need additional support
• Fixing errors and improving platform reliability

Educational Analytics

• Analyzing learning patterns and educational effectiveness
• Providing educators with aggregate class performance data
• Identifying students who may benefit from additional support

Research and Development (Anonymized Only)

• Conducting research on AI tutoring effectiveness in STEM education
• Publishing findings in academic literature (always with anonymized data)
• All research use is limited to anonymized, de-identified information

Communications

• Account-related notifications
• Customer support responses
• Platform updates and maintenance notices

3. FERPA Compliance and School Official Status

LabNotes.ai is designated as a “School Official” at participating institutions under FERPA regulations.

• We act under the direct control of educational institutions
• We have legitimate educational interests in accessing student educational records
• We are bound by institutional data agreements
• Each institution has a Data Use Agreement specifying what data we may access
• Students have the right to review, correct, and request deletion of their records

4. Data Sharing

We do not sell, rent, or trade your personal information or educational data.

We share information only with:

• Service providers who help operate the platform (cloud hosting, security monitoring)
• Your educational institution (aggregate performance data, individual reports if authorized)
• Anonymized research collaborators (with your opt-in consent)
• Legal authorities when required by valid legal process

5. Data Security

• Encryption at rest (AES-256) and in transit (TLS 1.2+)
• Role-based access controls with multi-factor authentication for staff
• Comprehensive audit logging of all educational record access
• Regular security assessments and penetration testing
• US-based cloud infrastructure (AWS, Vercel)

6. Data Retention

• Account information: retained while active, plus 90 days after deactivation
• AI conversation logs: retained during active enrollment or until deletion requested
• Performance analytics: typically 7 years (educational record-keeping standard)
• Usage data: automatically deleted after 12 months
• Deletion upon request within 30 days

7. Research Data

• All research data is de-identified using Safe Harbor methods
• Research participation is opt-in through account settings
• Opting out does not affect your access to the Service
• Research follows IRB-compatible standards

8. Your Privacy Rights

• Right to access your personal information
• Right to correct inaccurate information
• Right to request deletion of your data
• Right to data portability (CSV, JSON export)
• Right to opt out of research participation
• Contact hello@labnotes.ai to exercise any right; response within 15 business days

9. Children’s Privacy

LabNotes.ai is designed for higher education students and is not intended for children under 13. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided us with personal information, we will delete it immediately.

10. Changes to This Policy

When we make material changes, we will post the updated policy with a new date and notify registered users via email. Continued use constitutes acceptance.

11. Contact Information