Privacy policy

This policy explains how EducAitor® collects, uses and protects personal information when you use the EducAitor® app, the EducAitor web app at app.educaitor.ai, and this website.

1. Who we are

EducAitor Ltd ("EducAitor", "we", "us") is a company registered in England and Wales, company number 17163883. Our registered address is Rutters Garth, Esh, Durham, DH7 9QS. We are registered with the Information Commissioner's Office (ICO), reference ZC270792.

Contact: support@educaitor.ai

2. Our role: controller or processor

• Schools, trusts and other organisations: when your organisation provides your EducAitor account, your organisation is the data controller for the information about your teaching that you put into EducAitor, and we act as its data processor, following its instructions under our agreement with it. Questions about how your organisation uses EducAitor should go to your organisation first; we will help it respond.
• Individual (personal) accounts: if you use EducAitor on your own, we are the data controller.
• In all cases we are the controller for account administration (sign-in, security, billing and support), for this website, and for the anonymous, aggregated information we use to run and improve the service.

3. What we collect

Account information: your name, email address, password (stored by our sign-in provider; we never see it) or Google/Apple sign-in details, your organisation, role and job title, and an optional profile photo.

Teaching profile and setup answers: for example your subjects, the ages you teach, your career stage, your education setting and country, where you work (optional, personal accounts) and the areas you want to work on.

Lesson recordings: audio of lessons you choose to record. Recordings are made on your device and stay there until you stop. They are then uploaded, transcribed, and deleted as soon as your feedback report has been written. We do not keep lesson recordings.

Transcripts and feedback reports: the transcript of each lesson and the AI-generated feedback (strengths, next steps, quotes from the lesson and, depending on your organisation's settings, scores against your framework).

Your development: focuses you choose, reflections, term look-backs, development targets and check-ins, professional development (PD) you log, and your CPD record.

AI coach conversations: messages you send to the EducAitor AI coach and its replies.

Wellbeing check-ins (optional): your mood and energy, and any note you add. This can be health information, so we only collect it if you choose to use the feature.

Community: posts, comments, reactions, shoutouts and reports you make in your organisation's Community feed or the EducAitor channel.

Sharing and comments: reports you choose to share with a leader, and comments on them.

Website enquiries: what you send us through a form on this website (for example your name, email, organisation, role and message).

Technical information: device type, app version, push-notification tokens, error and performance reports, and records of which features are used (for example "report opened"), linked to your account so we can support you and improve EducAitor.

We do not ask for, and you should not enter, pupils' names, registers, class lists or other pupil records.

4. Recording lessons: other people's voices

A lesson recording may capture the voices of pupils and other adults. We use recordings only to produce the transcript and report, and delete the audio as soon as the report is written. Feedback is about the teaching, not individual pupils. Organisations are responsible for deciding whether and how staff, pupils and parents are told that lessons may be recorded, and teachers should follow their organisation's policy.

5. How we use your information, and our lawful bases

• To provide EducAitor (your account, recordings, transcripts, reports, coaching, development tools, sharing and Community): performance of our contract with you or your organisation.
• Wellbeing check-ins: your explicit consent, which you can withdraw at any time by no longer using the feature and deleting your check-ins.
• Emails and notifications about your account, reports and organisation (including the leaders' weekly summary): legitimate interests in running the service; you can turn notifications off in Settings.
• Security, preventing misuse, fixing errors and improving EducAitor (using de-identified or aggregated information where we can): legitimate interests.
• Responding to website enquiries: legitimate interests (and steps before a contract, where relevant).
• Meeting legal obligations, such as tax records and lawful requests: legal obligation.

We do not sell personal information and do not use it for advertising.

6. AI processing

EducAitor uses AI providers to produce transcripts and feedback:

• Groq, Inc. transcribes lesson audio.
• OpenAI writes feedback reports and powers the AI coach, and transcribes audio if Groq is unavailable.

Under our agreements with them, these providers process content only to provide this service to us and do not use it to train their models.

AI feedback supports your professional judgement; it is not a formal assessment, and decisions about people should never rely on it alone. If anything in a report looks wrong, use "Something not right?" in the report to tell us.

7. Who can see what

• Your lesson reports, transcripts, reflections, coach conversations and wellbeing check-ins are private to you by default.
• Leaders in your organisation only see a report if you choose to share it with them.
• Leaders see anonymous team figures (for example how an area of practice is developing across the team), built from lessons recorded in the organisation. A figure is only shown when at least five teachers are behind it, not counting the leader viewing it, so it cannot be traced to one person. Leaders can also see, by name, who has not recorded a lesson in the last two weeks and when they last did, so they can offer support. They never see anyone's scores, reports or feedback unless that teacher shares a report. Wellbeing is shown only as anonymous averages from five or more people.
• Your organisation chooses how scores are shown (full scores, team scores or trends only), and you are told if this changes.
• Community posts are visible to members of your organisation (or, in the EducAitor channel, to EducAitor users). Organisation leaders can moderate their organisation's feed.
• EducAitor staff access personal information only where needed to support you, keep the service secure or meet legal obligations.

8. Who we share information with (sub-processors)

• Amazon Web Services (hosting, database, file storage, sign-in and email), in the EU (Ireland).
• Groq, Inc. (lesson transcription), United States.
• OpenAI (feedback reports, AI coach, fallback transcription), United States.
• Google (Firebase Cloud Messaging) and Apple (Apple Push Notification service), for push notifications; and Google and Apple if you choose to sign in with them.
• Sentry (error and performance monitoring), hosted in the EU (Germany).
• Resend (sending emails from this website's forms).
• Vercel (hosting this website).

We may also disclose information if required by law or to protect people's safety, and to a successor if our business is sold or reorganised (with this policy continuing to apply).

9. International transfers

Some providers process data outside the UK. Where they do, we rely on UK adequacy regulations or appropriate safeguards (the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or the UK-US Data Bridge where the provider is certified).

10. How long we keep information

• Lesson audio: deleted as soon as the report has been written. A recording that cannot be processed is deleted automatically.
• Account information, transcripts, reports and development records: for as long as your account is active, or until you or your organisation delete them.
• When an account is deleted: removed from our live systems straight away; backup copies are overwritten within 35 days.
• Website enquiries: up to 2 years, unless they lead to a contract.
• Billing records: 6 years, as required by UK tax law.

11. Your rights

You can ask to access, correct, delete or move your information, to restrict or object to how we use it, and to withdraw consent. You can download your data and delete your account yourself in the app (Profile, then Settings). For anything else, email support@educaitor.ai. If your account is provided by your organisation, we may pass your request to it, as the controller. We will respond within one month.

If you are unhappy with how we handle your information, please contact us first. You can also complain to the Information Commissioner's Office (ico.org.uk).

12. Security

We encrypt information in transit and at rest, restrict access by role, require authentication for every request, and monitor for errors and misuse. If a breach affects your information, we will notify you, your organisation and the ICO as the law requires.

13. Children

EducAitor is for education professionals aged 18 and over. It is not designed for children, and we do not knowingly collect information from them, apart from voices incidentally captured in lesson recordings as described in section 4.

14. Cookies

The EducAitor apps do not use advertising or tracking cookies. This website uses only essential cookies and privacy-friendly analytics that do not use cookies or identify you. See our Cookie Policy.

15. Changes to this policy

We will update this page when our practices change, and tell you in the app or by email about significant changes.

16. Contact

EducAitor Ltd, Rutters Garth, Esh, Durham, DH7 9QS

support@educaitor.ai