Privacy Policy

1. Information we collect

Depending on your role, the system may store:

• Account details — name, email, role, department/college/campus assignment, and password (stored as a secure hash, not plain text).
• Evaluation results — scores, subjects, departments, and related fields extracted from uploaded official evaluation PDFs.
• Comments and feedback text — when present in uploaded evaluation documents.
• AI-generated content — summaries, recommendations, or insights created from evaluation data for authorized users.
• Usage and security logs — such as login activity and important system actions (for auditing and support).

2. How we use your information

We use this information to:

• Create and manage your account
• Show faculty their linked evaluation results and performance trends
• Help administrators, chairs, deans, and QA review scoped evaluation data
• Generate reports, analytics, and AI-assisted decision-support insights
• Improve system security, reliability, and support

We do not sell personal data. Data is used for institutional evaluation and continuous improvement purposes.

3. Who can see your data

Access is role-based. In general:

• Faculty can view their own linked evaluation results, performance views, and related personal tools.
• Program chairs / deans / VPAA / QA / admin can view evaluation data according to their institutional scope and permissions.
• Technical administrators may access system logs when needed for maintenance or security.

4. Linking evaluation records to your account

Faculty accounts may be linked to evaluation records that match your name (for example, after registration or through a “link evaluation records” confirmation). You should only claim records that belong to you. Incorrect claims should be reported to an administrator.

5. AI processing

6. How we protect your information

• Passwords are hashed before storage
• Access to pages and data is restricted by login and role checks
• Important actions may be recorded in audit logs
• Uploaded files and extracted data are stored for authorized institutional use

No system is perfectly secure, but we take reasonable steps to reduce unauthorized access and misuse.

7. How long we keep data

Account and evaluation data are kept for as long as needed for institutional evaluation, reporting, accreditation, and legal or policy requirements. Administrators may remove uploaded PDFs, evaluation rows, or accounts according to institutional procedures.

8. Your choices and requests

Depending on your institution’s rules, you may request to:

• Review evaluation data linked to your account
• Correct inaccurate account profile information
• Ask an administrator to unlink incorrect evaluation records
• Ask about account deactivation when you leave the institution

9. Children’s privacy

FacultyEval AI is built for higher education faculty and staff use. It is not intended for children under 13.

10. Changes to this policy

We may update this Privacy Policy when features or practices change. The “Last updated” date at the top will show when the latest version took effect.

11. Contact

For privacy questions, data access requests, or concerns about evaluation records, contact your institution’s evaluation administrator or the FacultyEval AI support team.