Privacy Policy

CoGuide is designed for adult educators and authorized school personnel, not for direct use by children. Students do not currently create CoGuide accounts. Nevertheless, an authorized classroom recording may capture students’ voices, names, conversations or other sensitive information. A participating school directs the educational purposes for which classroom information is handled, while CoGuide also has independent obligations under applicable privacy law. School agreements and mandatory law may provide additional restrictions or rights.

Account and school details. Names, professional email addresses, school name, user role and invitations, account/login data, legal acceptance or authorization records, basic technical identifiers and security logs.

Classroom and educator information. Teacher-initiated audio recordings, temporarily identifiable transcription intermediates, redacted transcripts, class labels/subjects, educator prompts and coaching conversations, generated feedback, teacher goals, analytics and limited school-authorized reporting. School Data may remain identifying even after redaction; a class label, context or combination of facts may identify people.

Payments, contact and website information. Stripe processes card payments; CoGuide receives relevant invoices, subscription/payment status and billing contacts, not full card numbers through its main app database. Demo/contact inquiries arrive through email, not a separate CRM according to current practice. We receive the information you choose to send and necessary session/browser and infrastructure-security data. CoGuide does not currently support general-purpose uploads of student work, PDFs, pictures or lesson-plan documents.

We process information to provide educator accounts and instructionally authorized transcription/coaching, prevent unauthorized use, maintain account security, troubleshoot technical errors, provide customer support, administer billing, respond to lawful rights requests and comply with law.

CoGuide does not sell or rent student personal information, use protected classroom data for targeted advertising or student marketing profiles, or intentionally use classroom content to train or fine-tune general-purpose foundation models. We do not create persistent biometric voiceprints or use the Services for automated high-stakes student placement, discipline or school employment decisions.

Current email messages are generally necessary account, support and service communications. CoGuide may introduce limited notices about new adult-facing products or features where legally permitted, with required identification and unsubscribe controls. We will not use students’ records or classroom transcripts to build marketing audiences.

An authorized adult educator starts each recording, with recording off by default. The original audio and necessary transient speech-processing materials may include personal information even when a resulting transcript is redacted. Depending on the enabled configuration, audio may be processed within CoGuide-controlled AWS or Google Cloud infrastructure.

CoGuide’s intended live-data design screens transcript text and downstream model inputs for direct identifiers—including names, addresses, emails, phone numbers, dates of birth, student IDs and school identifiers—and identifying contextual combinations. Live classroom use is conditioned on verification that only appropriately redacted transcript output persists and that relevant AI inputs, user messages, chat history, retrieved excerpts, class labels and metadata undergo effective checks. When checks fail, processing must be blocked rather than sending an unredacted fallback. Redaction cannot be guaranteed to remove every means of re-identification.

CoGuide will keep live real-student recordings disabled until required school authorizations, vendor settings and the intended safety and deletion controls have been tested. Product demonstrations may be conducted with approved synthetic data. Original audio and temporary intermediates require safeguards and deletion even if an eventual retained transcript is redacted.

CoGuide uses Amazon Web Services (AWS) for hosting/storage and speech-processing infrastructure, including SageMaker and AWS Bedrock. Depending on deployment, AI inference may use Anthropic Claude through the direct Anthropic API or AWS Bedrock, OpenAI APIs, and Google Cloud services including Gemini/Vertex AI when enabled. Google Cloud may also process original classroom audio for authorized compute. These providers have their own contractual processing terms; specific models and routes are subject to change, subject to authorized purpose and safeguards.

CoGuide intends that external language-model calls receive only appropriately screened, permitted content. Provider-specific processing regions, caching, retention and security settings must be checked before use with protected school information. CoGuide does not claim OpenAI Zero Data Retention is enabled; if OpenAI would receive personal data of a child under 13 or the relevant age of digital consent, that request must comply with OpenAI’s applicable under-18 requirements before being sent.

CoGuide also uses Stripe for payment processing and New Relic for system diagnostics, plus operational email and cloud providers for essential communications and security. When CoGuide’s features access outside search engines or websites, protected classroom material must not be exposed via unsafe search queries, URLs or logs. We may share limited information with lawful professional advisers or in response to valid legal process, subject to applicable restrictions.

Participating schools decide what classroom use is approved under their own policies. Schools are responsible for notices and consents required of the school, its employees or other participants before recording, including where state law requires consent by all parties. Individual teacher registration alone does not create school authorization. CoGuide must satisfy its own applicable responsibilities under COPPA and other operator laws and will not use school-authorized children’s information for unrelated commercial purposes.

Where FERPA applies and an eligible school relies on its school-official exception, CoGuide’s agreement limits processing to the contracted institutional function and applicable school direct-control and redisclosure conditions. Parents and eligible students seeking access to school education records should normally contact the school first; CoGuide will assist verified lawful requests and directly honor obligations imposed on it.

CoGuide maintains or, before enabling live Protected Student Data, will verify risk-appropriate safeguards such as encrypted transport and storage, authenticated school-tenant access controls, restricted privileged access, multifactor authentication for relevant personnel and incident-response procedures. CoGuide does not represent that it holds any particular third-party security certification unless specifically confirmed.

Educators may access their own authorized transcript and coaching records; school administrators receive information within authorized product roles and do not automatically gain unrestricted access to teachers’ private conversations. Routine customer support is not a general permission for employees to read teachers’ transcripts or chat history. Authorized technical personnel may have limited infrastructure access for security or operational purposes, subject to applicable confidentiality safeguards. No security system eliminates every risk.

Purpose and business need. Temporary source audio and pre-redaction text are used to transcribe and screen an authorized school session. Appropriately redacted transcripts, reports and related educator conversations are used to provide ongoing instructional coaching and account history during the School’s authorized service term. Billing, security and legal records are used only for their respective necessary purposes.

Source audio timing. Original recordings are intended to be removed promptly after successful processing. A maximum 72-hour deletion period after upload for failed, interrupted, abandoned or deletion-failed audio is an approved release requirement, but must be implemented and verified before any live student-data processing.

School records timing. Protected classroom transcripts, educator chat/report records and school data are held during the authorized contractual period as needed to provide requested Services, unless earlier deletion is required. On termination or valid school instruction, the planned live service commitment is deletion from active systems within 30 days and protected backup expiration within 90 days, except where binding law requires earlier deletion or a documented lawful retention obligation applies. These controls are not yet verified as deployed, and the product must not accept live student data before verification.

Other data timing. Account information is retained while needed for the account and then deleted or minimized following lawful closure procedures. Limited billing records may be kept for applicable tax, accounting and dispute periods, and restricted security evidence for legitimate security/legal periods, subject to applicable law and scheduled review. No child’s personal data should be kept indefinitely merely because an account or job lacks a working deletion feature.

Access, correction and deletion may be provided through verified manual requests; there is not necessarily a self-service school-wide deletion portal. School data cleanup must include associated reports, transcript excerpts, processing outputs and relevant copies. Backup data is restricted from ordinary use and subject to the stated lifecycle safeguards.

Subject to applicable law, individuals may request access, correction, deletion, more information about processing, cessation of collection or other relevant rights. Requests concerning school-directed education records will normally be coordinated with the School, while CoGuide will honor obligations that apply to CoGuide directly. Email info@getcoguide.com with information sufficient to locate the relevant account or authorized session; we may verify identity and School authority before disclosure or deletion. We do not unlawfully retaliate against a person who exercises a protected right.

CoGuide reports no current Google Analytics, Meta Pixel, LinkedIn Insight Tag or comparable third-party advertising/tracking pixels. Essential session cookies, authentication, technical telemetry and security logging may still operate. If optional tracking is introduced, we will update disclosures and implement legally required choices before deployment.

CoGuide reports its own principal computing infrastructure in the United States, but individual vendors may process or support information in other permitted regions; we do not promise exclusively U.S.-based processing by every provider without validated contracts. New international school operations may require additional notices or processing terms.

We may update this Policy to reflect actual operational, legal or service changes and will display a new effective or updated date. Material new uses of School Data remain subject to lawful school directions, our contractual commitments and legally required notice or consent.