Privacy Policy

Effective Date: January 2026

True North NexTech LLC (“True North NexTech,” “we,” “us,” or “our”) respects your privacy and is committed to protecting personal data. This Privacy Policy explains how we collect, use, disclose, and protect information in connection with the AI Course Assistant platform (the “Service”).

This Privacy Policy applies to instructors, teaching assistants, and other authorized users (“Users”) of the Service.

1. Information We Collect

We collect information solely to provide and operate the Service.

1.1 Information You Provide Directly

• Account information (such as name, email address, role, and authentication credentials);
• Institutional information (such as your Canvas institution URL);
• Course-related content you choose to upload or generate through the Service (including announcements, feedback drafts, and course materials).

1.2 Information Accessed Through Canvas and Other Integrations

When you connect the Service to Canvas or another learning management system, we may access:

• Course metadata (course name, term, sections);
• Assignment and discussion prompts;
• Student submissions, discussion posts, and related instructional content;
• Grades and feedback drafts generated or reviewed within the Service.

We access such information only at the direction of the User and solely to provide the Service.

1.3 Automatically Collected Information

We may collect limited technical information, such as:

• Log data (timestamps, actions taken within the Service);
• Device and browser information;
• IP address and approximate location (city/state level).

2. How We Use Information

We use information collected through the Service to:

• Provide, operate, and maintain the Service;
• Generate AI-assisted drafts and recommendations at the User’s request;
• Synchronize and interact with connected learning management systems;
• Maintain audit logs and system integrity;
• Monitor performance, security, and reliability;
• Communicate with Users about the Service.

We do not use personal data for advertising or marketing unrelated to the Service.

3. Use of Artificial Intelligence and Third-Party Processors

The Service uses automated and artificial intelligence technologies, including third-party AI providers such as OpenAI, to generate draft content and recommendations at the request of the User.

AI-assisted processing is user-initiated only. The Service does not automatically generate or publish content without User action and review.

Information that may be processed by AI technologies includes, as applicable:

• Instructor-authored content (such as announcements and prompts);
• Student submissions;
• Discussion posts; and
• Grade recommendations and feedback drafts.

Student data may be processed by AI technologies solely for the purpose of providing the Service at the User’s direction.

True North NexTech configures its use of third-party AI providers for service delivery purposes only and does not use customer or student data to train proprietary AI models.

4. Data Sharing and Disclosure

We do not sell personal data.

We may share information only:

• With service providers and subprocessors (such as cloud hosting and AI providers) who support the operation of the Service;
• When required by law, legal process, or government request;
• To protect the rights, security, or integrity of the Service.

All service providers are contractually obligated to protect information and use it only for authorized purposes.

5. FERPA and Educational Records

The Service may process student educational records at the direction of authorized Users.

True North NexTech acts as a service provider supporting educational functions and processes educational records solely to provide the Service. We do not use student data for any purpose other than providing the Service.

The Service may be used by individual instructors as well as pursuant to institutional approval or contracts. Users are responsible for ensuring that their use of the Service complies with the Family Educational Rights and Privacy Act (FERPA) and applicable institutional policies.

6. Data Retention

We retain information only as long as necessary to provide the Service, maintain audit and security records, and comply with legal obligations.

AI-generated drafts, course-related data, and student information are retained during the active course period and are deleted after the applicable class ends, subject to operational and audit requirements.

Student data is deleted when a User account is deleted, subject to any required retention for security or legal purposes.

7. Data Security

We implement reasonable administrative, technical, and organizational measures to protect information.

These measures include, but are not limited to:

• Encryption of data in transit using industry-standard transport security (TLS);
• Encryption of data at rest;
• Role-based access controls to limit access to authorized personnel;
• Audit logging of system actions.

The Service is hosted on infrastructure provided by Amazon Web Services (AWS).

No system is completely secure, and we cannot guarantee absolute security.

8. User Rights and Choices

Users may:

• Access and update their account information;
• Request deletion of their account and associated data by contacting us via email;
• Disconnect integrations such as Canvas at any time.

We do not currently provide data export functionality.

9. Children’s Privacy

The Service is intended for use by adults acting in an instructional or administrative capacity. We do not knowingly collect personal information directly from children.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Material changes will be posted on the website with an updated effective date.

11. Contact Information

For questions about this Privacy Policy, data deletion requests, or security inquiries, please contact:

True North NexTech LLCkristy@truenorthnextech.com