Privacy Policy

1. Introduction

VerbalCheck is committed to protecting the privacy and security of all users. This Privacy Policy explains how we collect, use, store, and protect information during the pilot program, in compliance with FERPA and institutional privacy policies.

2. Information We Collect

We collect the following types of information:

• Account Information: Name, email address, institution affiliation, and role (instructor/student)
• Academic Content: Assignment submissions, written papers, and related metadata
• Audio Recordings: Voice recordings of student interview responses
• Transcripts: AI-generated transcriptions of audio responses
• Usage Data: Login times, page views, feature usage, and system interactions
• Assessment Data: Scores, grades, and authenticity indicators

3. How We Use Information

Information collected is used for:

• Providing and improving the VerbalCheck assessment platform
• Generating authenticity reports and learning insights for instructors
• Evaluating pilot effectiveness and gathering user feedback
• Ensuring academic integrity and detecting potential misconduct
• Technical support and troubleshooting
• Research and development (with de-identified data only)

4. Data Security

We implement industry-standard security measures:

• All data is encrypted in transit (TLS/SSL) and at rest
• Access controls restrict data to authorized users only
• Audio recordings are stored on secure, encrypted servers
• Regular security audits and vulnerability assessments
• Compliance with institutional security requirements

5. Data Sharing and Disclosure

We do not sell or rent user data. Information may be shared only in these circumstances:

• With Your Institution: Assessment results and usage data as required by institutional policies
• Service Providers: Third-party services (e.g., cloud hosting, AI processing) under strict confidentiality agreements
• Legal Requirements: When required by law, court order, or to protect rights and safety
• De-identified Research: Aggregated, anonymized data for educational research (opt-out available)

6. Student Privacy Rights (FERPA Compliance)

In accordance with FERPA:

• Student education records are protected and accessible only to authorized parties
• Students have the right to review their submissions and recordings
• Students can request corrections to inaccurate data
• Parental access rights apply in accordance with FERPA guidelines
• Institutions maintain primary control over student data

7. Data Retention and Deletion

Data retention follows institutional policies and these guidelines:

• Active submissions are retained for the duration of the course and academic term
• Audio recordings may be retained for up to 30 days after grade submission unless otherwise required
• Users can request deletion of their data after course completion
• Institutions can request bulk data export or deletion upon pilot conclusion
• Backup copies are securely deleted within 90 days of deletion request

8. Cookies and Tracking

VerbalCheck uses essential cookies for authentication and session management. We do not use third-party advertising or tracking cookies. Users can manage cookie preferences in their browser settings.

9. Third-Party Services

VerbalCheck uses the following third-party services:

• OpenAI: AI interview generation and transcription
• Cloud Storage: Secure file and audio storage
• LTI Integration: Blackboard and LMS connectivity

All third-party services are required to maintain equivalent privacy and security standards.

10. Your Rights

You have the right to:

• Access your personal information and assessment data
• Request corrections to inaccurate information
• Request deletion of your data (subject to institutional retention policies)
• Opt out of research data usage
• File a complaint with your institution or relevant privacy authority

11. Changes to This Policy

We may update this Privacy Policy as the pilot program evolves. Significant changes will be communicated to users via email and posted on this page. Continued use after changes constitutes acceptance of the updated policy.

12. Contact Us

For privacy-related questions or to exercise your rights, please contact us through the Request Access form or your institutional pilot facilitator.