Effective Date: April 20, 2025

Privacy Policy for Education AI LLC – Policy Navigator

I. Introduction
Education AI LLC (“we,” “our,” or “us”) is committed to ethical AI use and promoting transparency in education and government. This Privacy Policy explains how the Policy Navigator product (“Policy Navigator” or “the Service”) collects, uses, and protects data. Policy Navigator is an AI-powered tool that uses only publicly available policy documents (e.g. state laws, district policies, municipal codes) to generate summaries and interpretations for end users. We do not collect personal or private information from users, which reflects our mission to uphold privacy and transparency. By using Policy Navigator, you agree to the data practices described in this Privacy Policy. If you do not agree, please do not use the Service.

II. Data Sources and Collection
Public Documents Only: All information processed by Policy Navigator comes from official public documents. This includes statutes, regulations, school board policies, and similar materials that are published and accessible to the public. No personal data or confidential records are ever ingested by the system. Because we use publicly available data, our AI training and outputs avoid personal information and associated privacy risks. Under most U.S. privacy laws, publicly available data is generally excluded from the definition of personal information, meaning it can be used with minimal restrictions. In short, we do not collect or process any personal data (such as names, contact details, or sensitive information) through Policy Navigator. Since no personal data is collected, there is nothing to disclose or sell, and writing this out clearly helps avoid any user assumptions to the contrary.
Managed Document Updates: Education AI LLC manages the uploading and updating of policy documents for our clients. If your organization subscribes to Policy Navigator, our team will curate and upload the relevant public policy documents (for example, your school district’s board policies or a municipality’s code of ordinances) into the system. These source documents are updated on a monthly or quarterly basis to ensure the AI has the latest information. All such documents remain public records; we simply compile and organize them for use in the Service. In some cases, a client may request that we include custom policy documents specific to their organization. We only accept custom documents that are non-personal in nature (e.g. an organization’s internal policies that are meant to be publicly available to stakeholders). These documents are stored securely in our system and treated with the same care as other source data. Even when stored securely for client use, custom policies are typically public-facing documents of that organization and do not contain private personal data. We will never ask you to upload personal or confidential documents into Policy Navigator.

No User-Provided Content or Tracking:
Users interact with Policy Navigator by asking questions or requesting summaries of the public policies in the system. We do not require users to input any personal information to use the Service for the trial, and general usage does not involve submitting personal data. We do not monitor or collect what questions individual users ask beyond what is necessary for the AI to generate a response. Importantly, we do not store logs of your interactions with the AI that contain personally identifying information (PII). For example, the content of your queries and the AI’s answers are not saved in a way that could be linked back to you. We may retain aggregated usage statistics (such as the number of queries made or most common topics) to improve the service, but these metrics contain no PII and cannot be traced to any individual. If you choose to contact us or subscribe (for instance, providing an email for account setup or payment information for a subscription), we will use that information only for customer service and administrative purposes as described below, and not for AI processing.

III. How We Use Collected Information
Since we do not collect personal data, our use of information is limited to the public policy documents and any necessary account or subscription details you provide:

Providing the Service: We use the corpus of public policy documents to power the AI’s responses. When you ask Policy Navigator a question, the Service retrieves relevant information from these documents and uses AI (GPT-based language model) to generate a summary or interpretation. The content you receive is derived entirely from the public source material loaded into the system. We do not use any information about you in generating answers—only the text of the policies themselves and your query prompt at that moment.

Account Administration: If you sign up for a subscription, we will use your contact information (e.g. name, email, organization, and billing info) to manage your account, provide customer support, and send you service-related communications. This information is handled outside of the AI tool itself (for example, stored in our billing system or CRM). We do not use your account details for any profiling or share them for marketing; they are used strictly to maintain your subscription and communicate with you about Policy Navigator.

Service Improvement: We may review aggregated and anonymized usage data to improve Policy Navigator’s performance and features. For instance, understanding which policy topics are most frequently queried can help us ensure our document database is comprehensive. However, this improvement process does not involve examining individual user sessions, and we do not store full chat logs. No AI training is performed on your queries; the AI model is pre-trained on general data (and fine-tuned on public policies where applicable), and it does not learn from your specific interactions in a way that would alter its behavior for others.

Secure Document Management: For clients who provide custom policy documents (which remain non-personal and public in nature), we store and handle these documents to integrate them into the Service for that client’s use. Such documents are used only to serve that client’s queries (unless the document is also a public record we include for all users by design). We treat all document data with confidentiality from a systems perspective, meaning client-specific datasets are partitioned or access-controlled as needed. Again, these documents typically contain no private data, but we still safeguard them to prevent any unauthorized access or tampering. 

IV. Disclosure of Information
Education AI LLC does not disclose or share personal information with third parties, because we do not collect personal information in the first place. We also do not sell any data. The public documents that feed Policy Navigator are, by definition, public information; sharing them does not violate privacy. Any custom policy documents provided by a client are used solely for that client’s purposes and are not shared with other clients or unauthorized parties.We may publish or share aggregated usage insights (for example, general trends or total number of queries across all users) to illustrate the Service’s usage, but such insights contain no personal data or anything proprietary to a single client.

In the operation of Policy Navigator, the only instances where data may leave our possession is through the integrated third-party services described below (for example, when a query is processed by the AI engine). In no case do we voluntarily release user queries or other data to any government or external entity, except if required by law (such as a lawful court order – however, since we do not store identifiable queries, we would in most cases have no data to provide). If you contact us directly (via email or support channels) and provide information, we will not share that information outside of our company, except as needed to address your request (for instance, if we use an email service provider to send you a response).

V. Third-Party Services and Data Processors
Integrated AI Engine (OpenAI): Policy Navigator uses advanced AI technology to generate responses. Specifically, our system relies on OpenAI’s GPT or similar large language model to interpret queries and draft summaries. When you ask a question, the relevant text from public policies is assembled and sent, along with your question, to OpenAI’s API to produce the answer. No personal user information is included in these requests—only the policy content and your query text. OpenAI will process that data to return the AI-generated response. We do not control OpenAI’s internal data practices, but our understanding is that OpenAI does not use API request data to improve its models unless explicitly allowed, and we do not permit such use. Nonetheless, any processing by OpenAI is subject to OpenAI’s own Privacy Policy and terms. We encourage users to review OpenAI’s policies to understand how they handle data on their end. By using Policy Navigator, you acknowledge that your queries may be processed by OpenAI’s system (or a similar third-party AI service that we may utilize) and you agree to the use of those services. We are not liable for the practices of OpenAI or other third-party providers, and their use of data is governed by their own terms​. However, we strive to partner only with reputable providers who maintain high privacy and security standards.

Hosting and Storage: Policy Navigator’s application and database may be hosted on reputable third-party cloud servers (such as Amazon Web Services or other cloud providers). These third-party data centers store the public policy documents and any account information securely on our behalf. We ensure that our cloud providers implement strong security measures and comply with privacy regulations. No personal user queries are permanently stored, but the underlying document database and any account data reside on these servers. Our agreements with these providers restrict their access to or use of our data, and they are only allowed to process data for the purposes of hosting the Service.

Analytics and Other Tools: We currently do not use third-party analytics or trackers within Policy Navigator that collect personal data about your usage. We may use basic analytics in the future to understand system performance (e.g. uptime monitoring, page load metrics), but such tools would be configured not to collect identifying information. If we integrate any service that does collect user data (for example, a website analytics tool capturing IP addresses or cookies), we will update this Privacy Policy accordingly and ensure it complies with applicable laws (such as obtaining consent if required).

In summary, third-party services are used only to operate and enhance Policy Navigator (AI processing, hosting, etc.), and no third party is given your personal information for independent use. For transparency, any data handling that is done by a third-party on our behalf is protected by agreements and is only for running the Policy Navigator service. 

VI. Data Security
We take security seriously and implement both technical and organizational measures to protect all data in our possession. Although we mainly handle public documents, we treat the storage and processing environment with care to prevent unauthorized access or modifications. Some of the security steps we take include:

Secure Storage: All documents and any client-specific data are stored in secure databases or file repositories with access controls. We utilize encryption at rest and in transit for any sensitive connections. Even though policy documents are public, our compiled collections are safeguarded to prevent data corruption or unauthorized alteration.

Access Controls: Access to backend systems (including the servers hosting Policy Navigator and any stored data) is limited to authorized personnel of Education AI LLC who need it for maintenance or updates. Each client’s custom document set, if any, is access-controlled so that it’s only used in servicing that client’s queries.

No Sensitive Data Retention: We reiterate that we do not keep personal user data or chat logs. This naturally minimizes security risk. In the absence of stored personal data, the primary focus is on securing the operational data (the policy content and account credentials). User account information (for subscribers) is stored with encryption and handled with industry-standard security practices (e.g. hashed passwords, PCI-compliant processing for any payment data via our payment processors).

Regular Updates and Monitoring: We keep our software and dependencies up to date to patch security vulnerabilities. We also monitor the system for unusual activity. In the event of any security incident, we have a response plan to contain and address it, and we would notify affected parties as required by law. While no system can be 100% secure, we aim to mitigate risks appropriate to the nature of the data. Given that our service deals primarily with public information, the risk of personal data exposure is inherently low. However, we treat any data (including your account email or the compiled policy databases) with a high level of security to ensure trust in our service.

VII. AI Output Accuracy and User Responsibility
AI-Generated Content: Policy Navigator provides summaries and explanations generated by an AI. While we strive for accuracy and the underlying sources are official documents, AI-generated content may occasionally be incomplete or contain errors. The AI might misunderstand a policy or not have the latest amendment if it falls outside of our last update. Users are responsible for verifying the content provided by the AI against the actual policy documents or other authoritative sources. We prominently advise that the tool’s responses are for informational purposes only and should not be taken as official or legally binding interpretations.

No Personal Advice: The summaries given by Policy Navigator do not constitute legal advice, regulatory compliance advice, or professional counsel. They are automatically generated interpretations meant to assist in understanding policies. Every situation can have nuances, and the AI’s response might not capture all context. Therefore, before making any decision or taking action based on the AI’s output, you should verify the information with the official policy text and consider consulting a qualified professional or authority. This is especially important for legal or compliance matters – for example, if Policy Navigator provides an answer about an education law, the user should cross-check that answer with the actual law or an attorney. (See the “Terms and Conditions” for a detailed legal disclaimer on this point.)

Limitations of Liability for AI Content: As a technology provider, Education AI LLC cannot accept liability for any harm or losses that may result from actions taken based on Policy Navigator’s outputs. We make the tool available to promote easier access to public information, but the user assumes full responsibility for how they use or interpret the AI’s responses. By using the Service, you acknowledge that any reliance on the AI-generated content is at your own risk. This disclaimer is not meant to evade accountability but to underline the reality that AI might not always be accurate. We encourage a “trust, but verify” approach: trust that Policy Navigator can quickly direct you to relevant information, but verify critical details independently.

VIII. Children’s Privacy
Policy Navigator is intended for use by organizations and adult users (such as school administrators, educators, municipal staff, or business compliance officers). It is not directed at children under the age of 13. We do not knowingly collect any personal information from children. Given that we collect no personal data in general, this naturally includes not collecting any data from children. If you are under 13, you should not use Policy Navigator without appropriate supervision and certainly should not provide any personal information to us. If we learn that we have inadvertently received personal information from a child under 13, we will  

IX. Subscription, Trial, and Fees
While this section is more fully discussed in our Terms and Conditions, we want to note in this Privacy Policy how subscription signup might involve personal data. Policy Navigator is offered with a free one-week (or more) trial period, after which a subscription is required for continued use. During the free trial, we typically only collect minimal information (perhaps your email and organization name) to set up your account. After the trial, if you decide to subscribe, we will collect billing information (such as billing contact name, address, and payment details) to process your subscription. This information is provided by you during the signup process and is used solely for administering the subscription. We handle trial and subscription user data with confidentiality and do not use it for any purpose unrelated to providing the service (no marketing spam, etc., unless you separately opt-in). If a setup or fine-tuning fee applies (for example, a one-time fee to customize the service for your document set), we will communicate that and collect payment through secure means. Any such payments are processed by third-party payment processors compliant with financial data security standards; we do not store full credit card numbers on our servers.

No matter the payment or subscription process, our principle is to collect the least amount of personal data necessary. Typically, this amounts to contact and payment information during subscription, which is kept separate from the AI system. We do not mix any personal identifiers into the AI’s knowledge base.

X. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. If we make significant changes, we will notify users by appropriate means – for example, by emailing subscribed clients or by posting a prominent notice on our website or within the application. The “Effective Date” at the top will always indicate when the latest changes were made. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting the information and upholding privacy. Continued use of Policy Navigator after any changes to this Policy constitutes your acceptance of the revised terms.

XI. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or the data practices of Policy Navigator, please contact us at: info@educationai.us

We value transparency and accountability. If you reach out to us, we will do our best to address your inquiry promptly and thoroughly. Thank you for trusting Education AI LLC and Policy Navigator. We remain dedicated to ethical AI use and helping you navigate public policy with respect for your privacy.