Privacy Policy

1. Information We Collect

We collect the following categories of information:

• Account Information: Email address; optional display name from Google or Sign in with Apple; teaching preferences you enter (grades, subjects, experience); for Observer accounts, teacher profiles you create (including name and school, if provided).

• Payment Information: On iOS, payments are processed by Apple. On the web, payments are processed by Stripe. We do not store full credit card numbers. We store subscription and purchase status needed to provide your observation allotment.

• Classroom Audio: Audio you record or upload for transcription. Recordings may incidentally include student voices or other classroom sounds.

• Photos and Documents: Lesson materials you attach (photos, PDFs, and similar files).

• Transcripts, Notes, and Reports: Transcripts, typed observation notes, and AI-generated reports linked to your account.

• Technical Data: Limited technical data such as IP address and basic request metadata needed to operate and secure the Service. We do not use advertising trackers or sell personal information.

2. How We Use Information

We use collected information solely to:

• Provide and improve the Service.

• Generate transcripts and observation reports.

• Support teacher growth and administrator feedback.

• Communicate with users regarding account activity and updates.

• Comply with legal and regulatory obligations.

We do not sell, rent, or use information for targeted advertising.

3. Audio, Photos, Documents; Processing and Deletion

• Processing: Audio is processed by our transcription provider (AssemblyAI) for the sole purpose of transcription and automatic PII redaction.

• Deletion: Raw audio files are automatically deleted immediately after successful transcription.

• Storage: Transcripts and reports are stored securely as part of the user’s account until deleted by the user or district.

• Attached photos and documents are stored with your account so they can be used for reports until you delete the lesson or account.

4. Data Protection and Security

Observation Assistant employs industry-standard safeguards to protect data, including:

• Encryption in transit (TLS/HTTPS) and at rest.

• Automatic redaction of personally identifiable information (PII) from transcripts.

• Role-based access controls and audit logging.

5. Data Retention

• Transcripts and reports remain accessible for the duration of the user’s active account.

• If an account becomes inactive, data will be retained for up to seven (7) years before automatic deletion, unless otherwise directed by the district.

• Users and districts may request deletion of data at any time.

6. Compliance with FERPA and NY Ed-Law 2-d

Observation Assistant complies with the Family Educational Rights and Privacy Act (FERPA) and New York Education Law 2-d. In accordance with these laws:

• Student data is considered confidential and is used only to provide the Service.

• We do not use student data for commercial purposes.

• Parents, legal guardians, and eligible students have the right to inspect, review, and request correction of education records maintained within the Service.

7. Vendors and Third-Party Processors

We engage trusted third-party service providers, including:

• AssemblyAI (transcription and PII redaction)

• OpenAI (AI-based report generation)

• Apple App Store (payment processing and distribution)

• Stripe (For payments made on the web)

• Google Firebase/Google Cloud (authentication, database and file storage)

• Vercel (web application hosting)

These providers process information solely to deliver services on our behalf. They are contractually prohibited from using your data to train models or for unrelated purposes.

8. Data Breach and Incident Notification

In the event of a data breach involving student or educator information, Observation Assistant will notify affected school districts within seventy-two (72) hours of discovery or as otherwise required by law. Notifications will include the nature of the breach, data elements affected, and measures taken to remediate the incident.

9. User Rights

Users, districts, and eligible students have the right to:

• Access and review information maintained in the Service.

• Request correction of inaccurate records.

• Request deletion of transcripts and reports.

• Obtain copies of this Privacy Policy and any Data Protection Agreements.

Audio files are ephemeral and cannot be edited.

You may delete your account in the app or website Settings. Deleting an account removes associated Service data as described in the Service; it does not cancel an App Store or Stripe subscription—cancel billing separately.

10. Children’s Data

Observation Assistant does not contract directly with students or children. Any student information captured in classroom audio is incidental and processed under agreements with schools and districts in compliance with FERPA and Ed-Law 2-d.

11. International Use

Observation Assistant is designed for U.S. educational institutions. We do not currently market or offer the Service to international schools or users, and this Policy does not address non-U.S. privacy laws such as GDPR or PIPEDA.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with an updated effective date. In cases of material changes, we will notify users and districts directly.

13. Contact Information

For questions or privacy inquiries, please contact:

Privacy Officer
Observation Assistant LLC
Email: privacy@observationassistant.com