Privacy Policy

At CourseBot, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered student support platform. We are committed to full transparency and FERPA compliance.

Information We Collect

We collect information that you provide directly to us:

• Account Information: Name, email address, password, and billing information when you create an account
• Course Content: Course materials, syllabi, assignments, and other educational content you upload to train your AI assistant
• Student Interactions: Questions submitted by students, AI responses, and instructor feedback
• Usage Data: Information about how you interact with our platform, including pages viewed, features used, and time spent
• Technical Data: IP address, browser type, device information, and cookies for authentication and analytics

How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our AI-powered student support services
• Train your specific AI assistant on your course content
• Process transactions and send related information including confirmations and invoices
• Send technical notices, updates, security alerts, and support messages
• Respond to your comments, questions, and customer service requests
• Monitor and analyze usage patterns and trends to improve user experience
• Detect, prevent, and address technical issues and security vulnerabilities

Important: Your course content and student data are NEVER used to train our general AI models or shared with other CourseBot users. Each AI assistant is trained exclusively on your content and kept completely separate.

Data Security

We implement industry-standard security measures to protect your information:

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Strict role-based access controls limit who can access your data
• SOC 2 Type II Certified: Our security practices are independently audited and certified
• Regular Audits: We conduct regular security audits and penetration testing
• Data Isolation: Each customer's data is logically isolated in our database
• Backup & Recovery: Regular automated backups with tested disaster recovery procedures

Student Data Privacy (FERPA)

CourseBot is fully compliant with the Family Educational Rights and Privacy Act (FERPA):

• We act as a school official providing institutional services under FERPA
• Student data is used solely to provide educational services and never for marketing
• Student information is never sold to third parties
• We maintain appropriate security safeguards for student education records
• Educational institutions maintain full ownership and control of student data
• We will delete student data upon request in accordance with retention policies

Third-Party Services

We use select third-party services to provide our platform:

• Cloud Hosting: AWS for secure cloud infrastructure
• Payment Processing: Stripe for secure payment processing (we do not store credit card numbers)
• Analytics: Privacy-focused analytics to understand usage patterns
• Email Services: Transactional email providers for system notifications

All third-party services are carefully vetted and contractually required to maintain appropriate security and privacy standards.

Your Rights

You have the following rights regarding your data:

• Access: Request a copy of all data we have about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your account and associated data
• Export: Export your data in machine-readable format at any time
• Portability: Transfer your data to another service provider
• Opt-out: Opt out of non-essential communications

To exercise any of these rights, contact us at privacy@coursebot.com.

Data Retention

We retain your information for as long as your account is active or as needed to provide services:

• Active Accounts: Data retained for the duration of your subscription
• Canceled Accounts: Data retained for 30 days to allow reactivation, then deleted
• Legal Requirements: Some data may be retained longer to comply with legal obligations
• Backups: Deleted data is purged from backups within 90 days

You can request immediate data deletion by contacting support. We will process deletion requests within 30 days.

Children's Privacy

CourseBot is designed for use by educational institutions and instructors, not directly by children under 13. We do not knowingly collect personal information from children under 13 without appropriate parental or school consent in accordance with COPPA and FERPA.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by email and by posting a notice on our platform at least 30 days before the changes take effect. Your continued use of CourseBot after changes are made constitutes acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us: