Privacy Policy for Guidance Rubrics

Effective Date: July 3, 2025

Guidance Rubrics ("we," "us," or "our") is committed to protecting the privacy of instructors and students who use our educational tools. This Privacy Policy outlines how we collect, use, store, and protect data when you use the Guidance Rubrics platform.

1. Information We Collect

1.1 Student Data

We collect limited student data for educational purposes:

• Canvas Student IDs
• Student Submissions
• AI‑Generated Grades

Note: We do not collect or store personally identifiable information (PII) such as student names, emails, or demographics.

1.2 Instructor Data

We collect instructor login information:

• Email addresses

2. Use of Information

2.1 Student Submissions and Grades

Student submissions are used solely for generating grades using artificial intelligence. These submissions may be processed through the OpenAI API for evaluation, but OpenAI does not retain this data for training its models.

Grades are associated only with anonymized Canvas Student IDs and are used to support instructional feedback.

2.2 Fine‑Tuning Models

Guidance Rubrics offers instructors the option to fine‑tune large language models (LLMs) using student submissions. These models are private and can only be used by the instructor who created them. Student submissions used for this purpose remain confidential and are not shared externally.

3. Data Access and Sharing

• Instructors may download data related to their courses, including anonymized student data.
• Student submissions and fine‑tuned models are not shared with any third parties.
• Data is never sold.

4. Data Storage and Security

All data is securely stored on Amazon Web Services (AWS) and encrypted:

• In transit using HTTPS/TLS
• At rest using AWS‑managed encryption services

While we implement data isolation by design (e.g., ensuring that only instructors and students associated with a class can access its data), we do not currently employ specific security features such as two‑factor authentication or audit logs.

5. Data Retention and Deletion

• All data is retained for up to five (5) years from the date of collection.
• Instructors may request deletion of their accounts and associated class data at any time.
• Individual students may not request deletion directly but may ask their instructor to request removal of data for a specific class.

6. Legal Compliance

Guidance Rubrics complies with the Family Educational Rights and Privacy Act (FERPA) and is designed for use in educational settings. The platform does not target or serve children under 13 and is therefore outside the scope of the Children’s Online Privacy Protection Act (COPPA).

The platform is also mindful of international privacy regulations, including the General Data Protection Regulation (GDPR), though our data collection is limited and anonymized.

7. Updates to This Policy

This Privacy Policy may be updated periodically. We encourage instructors to review this page for the latest information about our privacy practices.

8. Contact

For any questions regarding this Privacy Policy or data practices, please use the contact link provided on our website.