Privacy Policy

1. Introduction

VetFeedback.ai ("we," "our," or "the Service") is a web-based tool designed to help veterinary clinical educators improve the quality of feedback they provide to students. This Privacy Policy describes how we collect, use, store, and protect information when you use our Service.

We are committed to protecting the privacy of all users and take seriously our obligations under the Family Educational Rights and Privacy Act (FERPA), as the data processed through our platform may include education records.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

• Name and display name
• Email address (via Auth0 authentication)
• Institutional affiliation (optional)
• Profile image (optional)

2.2 Session Data

When you upload or record teaching sessions, we process:

• Audio recordings (MP3, WAV, M4A, WebM formats)
• Transcripts (uploaded or generated from audio)
• Session metadata (date, rotation, student identifier you provide)
• AI-generated feedback analysis results

2.3 Source Materials

Instructors may upload reference documents (PDFs, rubrics, syllabi) to customize feedback analysis. These are stored and associated with your account.

2.4 Automatically Collected Information

• Browser type and device information
• Usage analytics via Vercel Analytics (anonymized)
• Error logs for debugging purposes

3. How We Use Your Information

We use the information we collect to:

• Provide AI-powered feedback analysis on your teaching sessions
• Generate instructor coaching insights (if enabled)
• Produce assessment templates and reports
• Send feedback reports via email (if requested)
• Improve and maintain the Service
• Respond to user feedback and support requests

We do not sell, rent, or share your data with third parties for marketing purposes.

4. AI Processing and Third-Party Services

Your session data is processed by AI models to generate feedback analysis. We use the following services:

All AI requests are routed through the Vercel AI Gateway, which acts as an intermediary. None of these providers use your data to train their models when accessed through API endpoints.

5. Data Storage and Security

• Files and session data are stored in Vercel Blob Storage with encryption at rest
• Authentication is managed through Auth0 with industry-standard security protocols
• All data transmission uses HTTPS/TLS encryption
• Session data is isolated per user -- instructors can only access their own sessions
• Administrative access is restricted to authorized personnel only

6. FERPA Compliance

VetFeedback.ai may process data that constitutes education records under FERPA. We implement the following safeguards:

• Data is isolated per instructor account -- no cross-user data access
• We act as a "school official" with a legitimate educational interest, as described under FERPA 99.31(a)(1)
• Student-identifiable information is only accessible to the instructor who uploaded it
• AI models used do not retain or train on session data
• We support institutional Data Processing Agreements (see our DPA)
• Instructors may delete their session data at any time

Instructor responsibility: Instructors using this Service should comply with their institution's policies regarding the recording and analysis of teaching sessions. Where student consent is required, instructors are responsible for obtaining appropriate consent before uploading recordings or transcripts containing student voices or identifiable information.

7. Data Retention and Deletion

• An entire session is automatically deleted 365 days (one year) after it was created. This runs on a daily schedule and requires no action from you. The audio, transcript, feedback report, and session details are all removed together.
• You will receive an email 14 days before a session is deleted, listing which sessions are affected and reminding you to export anything you want to keep
• If you want to keep the written feedback but not the recording, you can delete the audio on its own at any time and the transcript and report stay in place
• You may delete individual sessions, audio only, or all data at any time
• If a student withdraws consent, their individual report is deleted and session audio is removed immediately rather than waiting for the one-year limit
• Upon account deletion, all associated data is permanently removed within 30 days
• AI provider logs (for safety monitoring only) expire within 30 days per provider policy

A session is kept for a full academic cycle because its recording is the only primary record of what was actually said — a transcript is a machine interpretation, and the AI feedback is derived from it. If a student disputes a feedback report, the recording is the evidence that can resolve it. Once the year passes, the transcript and report have no reason to outlive the recording, so the whole session is removed together. One year is a maximum rather than a target: you are encouraged to delete sessions sooner once they are unlikely to be revisited.

8. Your Rights

You have the right to:

• Access all data associated with your account
• Export your session data and feedback reports
• Delete your data and account
• Opt in or out of the instructor coaching feature
• Withdraw consent for data processing at any time

9. Cookies and Tracking

We use essential cookies for authentication and session management only. We use Vercel Analytics for anonymized usage data. We do not use advertising trackers or third-party marketing cookies.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of material changes via email or in-app notification. Continued use of the Service after changes constitutes acceptance of the updated policy.

11. Contact

For questions about this Privacy Policy, data handling practices, or to exercise your rights, please contact:

VetFeedback.ai
Email: ariana.boltax@tufts.edu