Privacy Policy

Last Updated: [July 2026]

Welcome to EdCoach AI, operated by Acies Tech (“we,” “us,” or “our”). We are committed to protecting the privacy and security of the data entrusted to us by educational institutions, administrators, and districts (“Institutions”).

This Privacy Policy explains how EdCoach AI collects, uses, protects, and discloses information when you use our Retrieval-Augmented Generation (RAG) system, administrative reasoning tools, and knowledge graph services available via the Microsoft Azure Marketplace.

1. Data Sovereignty & Our Core AI Commitment

Before outlining our data practices, we want to establish our core promise regarding Artificial Intelligence:

  • No Public Model Training: EdCoach AI utilizes advanced reasoning capabilities powered by OpenServ and specialized RAG architecture. We do not, under any circumstances, use your institution’s private datasets, student records, or operational data to train public or foundational AI models. Your data remains isolated within your designated environment.

2. Information We Collect

To provide our administrative services, EdCoach AI processes information such as:

User Account & Usage Data

Information collected directly from school administrators using the software:

  • Account Information: Name, institutional email address, job title, and Microsoft Entra ID authentication tokens.

  • Log & Technical Data: IP addresses, browser types, timestamps of queries, and interactions with the AI dashboard to facilitate technical troubleshooting.

3. How We Use Your Information

We use the collected data strictly to deliver and optimize the EdCoach AI platform. Specifically for:

  • Retrieval-Augmented Generation (RAG): Contextualizing your administrative queries against your own vetted datasets.

  • Knowledge Graph Construction: Building a 360-degree operational view unique to your school to predict resource constraints and recommend organizational strategies.

  • Human-in-the-Loop Optimization: Adapting algorithmic weights based on your direct feedback to align the AI’s recommendations with your district’s strategic plan.

  • Automated Workflows: Triggering proactive alerts for facility maintenance, resource depletion, and automated reporting.

4. Data Sharing and Disclosure

We do not sell, rent, or trade your data to third parties. We only share information in the following limited circumstances:

  • Sub-processors & Infrastructure: We host our services on Microsoft Azure and utilize specialized secure reasoning APIs (such as OpenServ). These entities act strictly as data processors under rigorous confidentiality agreements.

  • Compliance with Laws: We may disclose data if required to do so by law, court order, or legal process, or to protect the safety and security of our users and the public.

6. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. We will notify you of any material changes by posting the new policy on this page and updating the “Last Updated” date at the top.

8. Contact Us

If you or your district’s legal/IT departments have any questions or concerns regarding this Privacy Policy or our data handling practices, please contact us at: