1. Scope
About this policy
This Privacy Policy applies to the Teacher Copilot website, account experience, Chrome extension, and related services. It does not replace the privacy terms of Canvas, Google Chrome, your school or district, or another service you choose to use with Teacher Copilot.
Teacher Copilot is operated by SortEd Solutions FZE, United Arab Emirates. For privacy questions or requests, contact sorted.solutionsfze@gmail.com.
This draft describes the current product design. Retention schedules, processing locations, and applicable transfer arrangements are being finalized before publication.
Teacher Copilot is made for educators. It is not a student account system, learning management system, or school system of record.
2. Information we handle
Different tools have different data boundaries
Information stored locally in Chrome
The extension stores certain information in chrome.storage.local so it is available on the same Chrome profile. Depending on the features you use, this can include:
- General Notes titles and content;
- Random Student Picker class lists and recent-pick state;
- Teacher AI Chat titles and message history;
- Rubric Designer rubrics and saved templates;
- manually refreshed Canvas course and student lists;
- extension preferences and the last usable Canvas origin; and
- short-lived connection and entitlement state used to keep the extension working.
Canvas Analytics also uses local browser databases for student directories, named lists, and dated grade snapshots. These can include student names, Canvas IDs, profile links, course and enrollment details, and grades. These records are separate from temporary connection storage. This local information is not synced to a Teacher Copilot content database. Anyone with access to your Chrome profile or device may be able to access it, so use a protected device and Chrome profile.
Account, access, and billing information
If you sign in, we process your name, email address, email-verification and session state, account preferences, plan and access status, and AI-credit and transcription allowances. Passwordless sign-in records include a hashed, expiring, single-use token and delivery status. If you subscribe, Stripe processes payment details; Teacher Copilot stores billing identifiers, subscription state, and transaction-related records needed to provide and reconcile access. We do not store full payment-card numbers.
Privacy-minimal usage information
We record limited operational events so we can enforce allowances, understand whether a tool completed, investigate failures, and support the service. These records may include the tool name, event type, time, signed-in account or an anonymous session identifier, the Canvas hostname (not a course page URL), a generic error code, AI-credit and transcription usage, and coarse technical categories such as message-count or input-length ranges.
Where provider diagnostics are enabled, we also record the provider/model, request identifier, token counts, image counts, audio duration, outcome, retries, and estimated cost, associated with the account and tool. These are metadata, not copies of your submitted content.
Usage records are designed not to contain note text, student names, course names, roster contents, feedback drafts, parent messages, chat text, transcripts, audio, or screenshots.
Canvas information
Existing teacher Canvas tools use the Canvas session already open in your browser. Teacher Copilot does not ask for or store a Canvas personal access token. Course data is requested by the extension for the task you start and is not copied into a Teacher Copilot course or student database. Limited usage records may include your institution’s Canvas hostname.
If you choose the separate admin OAuth connection, we store your Canvas address, client ID, and encrypted developer secret with your individual account. The secret is used by our server to exchange authorization codes and refresh your connection; it is never sent to the extension. Access tokens stay in restricted temporary extension storage. When persistent connections are enabled, an encrypted refresh credential is saved only in this Chrome profile. Our server holds a separate encryption key, handles Canvas tokens transiently for exchange, refresh and revocation, and stores token-free grant metadata. It does not persist these user tokens or encrypted refresh credentials in its database. This is not end-to-end encryption against our server. Connection checks read your Canvas identity and permitted account list. When you separately use Data Ingest or Student Grades, the extension requests the student and grade information needed for that action and stores the selected snapshots locally. These tools do not send student reports to OpenAI.
Content you submit to AI features
When you choose transcription, rewriting, cleanup, parent-feedback, rubric generation, or Teacher AI Chat, the content required for that request is sent through Teacher Copilot’s server to our AI provider, OpenAI. That content can include audio, drafts, transcripts, chat messages, selected action settings, and an optional screenshot you preview and send. The response returns to you.
Teacher Copilot does not persist this request content or the AI response in its application database, analytics, or operational logs. Local chat history may keep the text on your device, but screenshots are excluded from persisted chat history. OpenAI processes submitted content under its business-service terms and API data controls. Our generation requests disable response storage, but this does not mean zero provider retention: OpenAI may retain content in abuse-monitoring logs, normally for up to 30 days with exceptions described in its policy. API data is not used to train OpenAI models by default unless the API customer opts in; our deployed account settings still need verification before publication.
Website, security, and support information
Our hosting and security infrastructure may process standard request information such as IP address, browser or device type, requested path, timestamps, cookies, and diagnostic data. Teacher Copilot uses essential cookies and similar storage for authentication, security, and session continuity, not for targeted advertising. If you contact support, we process your contact details and the information in your message.
Tool-by-tool guide
What each tool uses and shares
Account checks and limited usage records described above may accompany any tool. The distinctions below describe the classroom content used by each workflow. Availability depends on your plan and release.
Gradebook Health Check and Bulk Gradebook Health Check
Read selected Canvas course, assignment, enrollment, grade, and submission information to calculate checks in your browser. Bulk checks cover the courses you select. Course and roster lists may be cached locally; these checks do not send classroom records to an AI provider.
Assignment Setup Checker and Bulk Assignment Setup Checker
Read assignment settings, dates, submission requirements, and related course information for the selected scope. Checks run in the extension without AI processing or automatic edits in Canvas.
Missing Work Follow-Up Helper
Uses Canvas student, assignment, and submission information to prepare a follow-up summary locally. Copying an output or sending it through another service is your choice; the helper does not send messages for you.
Student Snapshot and Class Snapshot
Read roster, enrollment, grade, and submission information for a selected student or class to display the snapshot in your browser. Course and roster lists may be reused locally, while the tool requests grade and submission information for the check. No automatic AI analysis is performed.
Canvas Analytics: Data Ingest and Student Grades
Data Ingest imports student directories from selected accounts or course rosters and saves named student lists. Student Grades reads enrollments and grades for a selected list, term, and grading period and saves dated results locally. Student names, identifiers, course context, grades, and fetch timestamps may remain in local browser databases with no automatic expiry. Refresh and deletion are explicit actions; disconnecting hides identity-bound records but does not erase these databases.
Random Student Picker
Keeps the class names, student names, selection settings, and recent-pick state you enter on this device. Selection runs locally and does not send the roster to OpenAI.
General Notes
Manual writing and editing stay local. Choosing transcription sends recorded audio for processing; choosing AI cleanup sends the note text required for that request. Accepted transcripts, cleaned text, and chat responses saved to Notes become independent local notes. Deleting a chat does not delete its saved note copy.
Feedback Rewriter and Parent Feedback Writer
Send the draft, teacher-entered context, and selected writing settings through our server to OpenAI when you request generation. Voice input uses transcription first. Names or student details you include will be part of that request; remove identifying details where possible. You review and copy the result yourself.
Teacher AI Chat
Sends your message and the conversation context included with the request to OpenAI. If you attach a screenshot, that image is sent too. Text history is stored locally; screenshots are excluded from saved chat history. Chat does not automatically import Canvas grades or rosters. Copying Canvas records into a message or screenshot still shares those records with the provider.
Rubric Designer
Manual rubrics, edits, and reusable templates are stored locally. Choosing AI generation or refinement sends your description, selected rubric content, and generation settings through our server to OpenAI. The tool does not grade students or publish rubrics to Canvas automatically.
Voice and screenshot permissions
Microphone access is used when you start a recording. Review what you record and avoid including other people’s voices without permission. Screenshot capture is user-initiated and limited to the selected visible area; review the preview for names, grades, or unrelated sensitive information before sending. You can revoke microphone and site permissions through Chrome. Revoking a permission cannot recall data already submitted.
Experimental Canvas Agent Lab
This restricted experimental workspace is separate from ordinary Teacher AI Chat. Its optional interpretation path uses minimized teacher text, temporary aliases, and bounded assignment metadata. Student identities, grades, submission facts, and calculations remain local under the current boundary. Broader student-data or live Canvas screenshot transfers are not approved for public use. Experimental availability does not grant permission to share school records.
3. How we use information
We use information to provide and protect the service
- provide the website, extension, account, and requested tool;
- authenticate users and connect the extension to an account;
- check entitlements, track AI credit and transcription usage, and manage subscriptions;
- deliver sign-in links and service communications;
- operate, secure, debug, and improve reliability using privacy-minimal events;
- respond to support and privacy requests; and
- comply with law and protect users, the service, and others.
Where applicable law requires a legal basis, we rely on performance of our agreement with you, our legitimate interests in operating and securing the service, consent where requested, and compliance with legal obligations. You can turn off optional product updates in account settings.
What we do not do: Teacher Copilot does not sell personal information, serve targeted ads, build advertising profiles from classroom activity, automatically read a Canvas course for AI, send messages, or change grades on your behalf.
5. Your choices and controls
You control what you submit
- AI features: do not select a transcription, rewrite, cleanup, rubric-generation, or chat action if you do not want that content sent to the AI provider. Review screenshots before sending them.
- Local data: delete notes, classes, chats, rubrics, named lists, and grade results using the controls available in each tool. To remove all local records, clear the extension’s storage or remove the extension through Chrome. Delete separately copied, exported, or pasted material at its destination. Signing out, disconnecting Canvas, deleting a named list, or requesting account deletion does not necessarily delete other local copies or grade snapshots.
- Admin Canvas connection: disconnect in the extension, or remove your saved developer key on the Canvas setup page. To revoke already issued access, remove the integration in your Canvas account settings. Removing setup stops future refreshes but does not itself revoke existing Canvas tokens.
- Account information: review and update available profile and communication preferences in your account.
- Privacy requests: contact us to request access, correction, deletion, restriction, portability, or objection where those rights apply. Send requests to sorted.solutionsfze@gmail.com. We may need to verify your identity. Account deletion is handled by request; it is separate from deleting local extension data. We will explain any records that must be retained and respond within the period required by applicable law. Withdrawing consent does not affect processing already lawfully completed.
You may also have the right to complain to your local data-protection authority. Teacher Copilot does not make decisions that produce legal or similarly significant effects based solely on automated processing.
6. Retention
We keep server-side records only as long as needed
Local extension data remains in your Chrome profile until you delete it, clear extension storage, or remove the extension, subject to Chrome’s behavior. Student directories, named lists, saved grade snapshots, notes, chats, and rubrics have no automatic local expiry. Refreshing data is not the same as deleting it. AI request content and responses are not retained in Teacher Copilot’s application database. Our providers may retain information under their contracts, policies, and legal obligations.
Saved Canvas developer keys remain encrypted until you remove the setup or the associated account is deleted, subject to backup retention. Temporary access is cleared on sign-out. With persistent connections enabled, the encrypted device credential survives sign-out and browser restart until Disconnect or local storage removal. It is not synced and is lost on uninstall or profile deletion. Pilot grants expire after 30 days without successful restore/refresh or 90 days after consent, whichever occurs first. Setup changes, revoked Canvas access or lost encryption keys require reconnection. Offline Disconnect deletes local credentials immediately; remote invalidation waits for the owner to sign in online, and already issued Canvas access may remain valid. Legacy session-only connections still expire at browser restart or after twelve hours. Encrypted authorization codes are cached for at most five minutes; expired grant metadata is pruned after a seven-day retention buffer.
We retain account, entitlement, usage, security, audit, support, and billing records for as long as reasonably necessary to provide the service, maintain security and accurate accounting, resolve disputes, and meet legal obligations. When information is no longer required, we delete or de-identify it where practical. Backup copies may remain for a limited period before rotating out.
7. Security
We use safeguards appropriate to the service
Teacher Copilot uses measures such as encrypted connections, scoped extension origins, secure session controls, expiring single-use teacher sign-in links, access restrictions, privacy-filtered operational records, and audited operator actions. No method of storage or transmission is completely secure, so we cannot guarantee absolute security.
If you believe information has been exposed or an account is at risk, contact us promptly.
8. Students and children
Teacher Copilot is for educators, not student accounts
The service is not directed to children under 13, and students should not create Teacher Copilot accounts or submit information directly. Teachers should follow their school or district’s rules, obtain any required approval before using an education technology service, and avoid submitting student information unless it is necessary and permitted.
Student records may be personal information even when stored only on a device. School authorization, applicable education privacy rules, and any required data-processing agreement must be addressed before using identifiable records. This policy alone does not establish school approval or certify compliance with FERPA, COPPA, GDPR, or UAE data-protection requirements. Parents and students seeking changes to Canvas records should contact their school; contact us for information held by Teacher Copilot.
If you believe a child has provided personal information directly to Teacher Copilot, contact us so we can investigate and take appropriate action.
9. International processing
Providers may process information in other countries
Teacher Copilot and its providers may process information in countries other than the one where you live. Those countries may have different data-protection laws. The operator is based in the UAE. Hosting regions, provider processing locations, and applicable contractual transfer safeguards must be confirmed before this draft is published. Contact us for the current information relevant to your school or location.
10. Changes to this policy
We will keep this page current
We may update this policy as Teacher Copilot changes. We will revise the date above and provide additional notice when a change is material or when applicable law requires it. We will ask for consent before applying a material change retroactively where consent is required.
11. Contact us
Questions or privacy requests
Email sorted.solutionsfze@gmail.com with “Privacy request” in the subject line. Please do not include student records, passwords, sign-in links, payment-card information, or other sensitive content in your message.
Contact Teacher Copilot