Who we are
TeachSmartHQ™ operates teachsmarthq.com and provides AI-powered educator workflow tools for teachers, special educators, paraprofessionals, tutors, homeschool educators, school teams, and district implementations.
TeachSmartHQ™ is built as an educator-facing workflow platform. It is designed to help professionals draft, organize, and produce classroom and documentation materials faster. It is not a student information system, gradebook, rostering platform, or student-profile database.
Information we collect
We collect only the information needed to operate the service, secure accounts, process billing, and support users.
Account information
When you create an account, we collect information such as your name, email address, and account credentials. Passwords are stored securely as hashed values rather than in plain text.
Billing information
Payments are processed by Stripe. TeachSmartHQ™ does not store your full credit-card number or CVV. We receive only the billing information needed to confirm payment status, subscription status, and masked payment details.
Usage information
We collect limited service-usage information needed to operate the platform, such as tool usage totals, timestamps, membership status, and basic security logs including IP address and browser type.
Generator inputs and outputs
When you use a generator, the text you enter is processed to produce a draft. Unless you save that draft, generator-session content is not treated as long-term saved account content.
Saved content and uploaded files
If you save drafts or upload files to your TeachSmartHQ™ dashboard, we store that content so you can access, edit, and reuse it later, subject to the retention rules in this policy.
Communications
If you contact TeachSmartHQ™ through a form, support channel, or school/district inquiry workflow, we retain the information in that communication so we can respond and maintain a record of the interaction.
What we do not collect
TeachSmartHQ™ does not intentionally collect student names, student ID numbers, birth dates, home addresses, parent names, or other directly identifying student records as part of normal use.
How we use your information
We use the information described above only for legitimate service operations, including:
- creating and managing your account
- processing subscriptions, payments, and refunds through Stripe
- generating drafts and returning them to you
- storing saved content and uploaded files you choose to keep in your dashboard
- enforcing usage limits, access controls, and security protections
- providing customer support and troubleshooting
- sending receipts, renewal notices, service communications, and important policy updates
- complying with legal obligations when required
TeachSmartHQ™ does not sell your information, share it with advertisers, or use your saved content to train AI models.
Student data, FERPA posture, and PII scrubbing
TeachSmartHQ™ is an educator-facing workflow tool, not a student information system
TeachSmartHQ™ does not operate as a student-records platform. We do not ingest rosters from a student information system, maintain student profiles, or ask educators to run the product on named student records as the normal workflow.
Generic references only
TeachSmartHQ™ instructs users to write prompts and inputs using generic references such as “Student A,” “the student,” or similar non-identifying placeholders.
What educators should never enter
Educators should never enter real student first or last names, initials, student IDs, birth dates, home addresses, parent names, school names tied to a specific student, IEP meeting dates tied to a named student, or other information that could identify an individual K-12 student.
Server-side PII scrubbing
TeachSmartHQ™ applies a defense-in-depth approach to educator inputs. If a real student name, initials, or identifier is accidentally entered into a generator, our server-side workflow is designed to instruct the AI to substitute a generic reference in the output so the returned draft says “the student” rather than the identifying input.
That safeguard exists to reduce risk, not to invite sloppy input practices. Educators are still expected not to enter student PII in the first place.
FERPA posture
TeachSmartHQ™ is built to support educator workflows in a privacy-conscious way that can fit within school and district practices. It is best understood as an educator-facing workflow tool, not as a student information system or permanent student-record repository.
DPA / NDPA pathway
For school and district accounts, TeachSmartHQ™ can support district privacy review and can execute a standard DPA, including NDPA-based paperwork where appropriate. Requests should be routed through our contact page.
Audit logging for district licenses
Where a school or district is operating under a qualifying district license or pilot structure, TeachSmartHQ™ can support administrative activity review and audit-log discussion as part of that relationship.
Saved content and uploaded files
TeachSmartHQ™ allows educators to save drafts and upload supporting files so the platform can function as a usable workflow system rather than a one-time output box.
What can be saved
Depending on the active workflow and plan, users may save generated drafts, lesson materials, PLAAFP-related drafts, differentiation materials, and uploaded supporting files.
Privacy of saved content
By default, saved content is private to the owning account unless a Team plan, school pilot, or district setup explicitly provides a broader authorized sharing model.
Team and district contexts
In a Team or district context, sharing and administrative visibility may operate differently depending on the plan or agreement. Those arrangements are governed by the applicable Team or district structure rather than by a public assumption that all content is always shared.
Educator responsibility for uploaded files
If you upload your own files, you are responsible for confirming that those files do not contain student PII or other information you are not authorized to store in the service.
Storage and protection
TeachSmartHQ™ stores saved content using managed hosting and storage infrastructure with encryption in transit, encryption at rest, access controls, and limited administrative access.
Anthropic AI processing
TeachSmartHQ™ is powered by Anthropic AI, whose Commercial Terms of Service prohibit using customer inputs and outputs to train Anthropic's models. That's a contractual posture, not just a TeachSmartHQ™ promise about itself.
What Anthropic receives
When you generate a draft, TeachSmartHQ™ sends the necessary educator-entered text and structured server-side prompt instructions to Anthropic so Anthropic can return the requested output.
What Anthropic does not get
Your browser does not talk directly to Anthropic. TeachSmartHQ™ handles AI processing server-side. Anthropic is not given your full TeachSmartHQ™ account environment as a public user-facing session.
No training on customer inputs and outputs
TeachSmartHQ™ does not use your inputs, outputs, or saved content to train AI models. Anthropic's Commercial Terms of Service also prohibit using customer inputs and outputs to train Anthropic's models.
Why this matters for procurement review
This is important for school and district reviewers because it is not merely a marketing promise. It reflects the processing structure TeachSmartHQ™ uses and the contractual posture of the AI provider behind the service.
Third-party services & subprocessors
TeachSmartHQ™ uses a limited set of third-party providers to operate the platform. These providers may change over time as the service evolves, but they fall into a stable set of functions.
Current provider categories
TeachSmartHQ™ currently relies on providers in categories such as:
- AI processing
- payment processing
- membership and account access management
- email delivery
- hosting and managed infrastructure
- cookie-consent management
Current named providers
Current named providers include:
- Anthropic — AI processing
- Stripe — payment processing and refund handling
- MemberPress — membership and access management
- MailerLite — email delivery and subscription-preference handling
- WebHostingBuzz / managed hosting infrastructure — hosting and delivery environment
- Complianz — cookie-consent management
- WordPress ecosystem components required to operate the site and account experience
TeachSmartHQ™ reviews providers periodically and uses commercially reasonable judgment in selecting providers that fit the service's operational and privacy needs.
Data retention and cancellation
TeachSmartHQ™ keeps information only as long as needed for service operation, security, compliance, and support.
Account information
Account information is retained while your account is active and for a reasonable period afterward where needed for billing support, tax records, fraud prevention, or account recovery.
Billing records
Billing records may be retained as required for financial recordkeeping, tax compliance, dispute resolution, and chargeback handling. Stripe also retains payment-related records under its own obligations and policies.
Generator-session content
Generator inputs and outputs are processed to fulfill a generation request. If you do not save the content, it is not treated as long-term saved dashboard content.
Saved content and uploaded files while active
Saved content remains available while your account is active and while you keep it in your dashboard, subject to deletion tools and retention rules.
If you delete saved content yourself
If you delete saved content, it may move into a recoverable deletion state for a limited period before permanent removal, depending on the workflow and system design in effect at that time.
If you cancel your subscription or account
When you cancel, you keep access through the end of your current billing period.
After cancellation, saved content is removed from active storage within 30 days of cancellation. You can reactivate during that window to recover drafts. After 30 days, content is permanently removed.
Backup copies used for disaster recovery may persist briefly in encrypted form for a short bounded period before cycling out, but the active-service retention rule above is the governing customer-facing policy.
Your rights
Depending on your relationship to the service, you may request to:
- access the account information we hold about you
- correct inaccurate account information
- request deletion of your account and associated saved content
- export saved content or account information where that functionality or support path is available
- opt out of marketing emails
- withdraw cookie consent through the live consent tools
For school and district relationships, TeachSmartHQ™ may also support DPA workflows, account-removal requests under a district relationship, and administrative activity review depending on the applicable agreement.
To make a privacy-related request, use our contact page.
Children's privacy
TeachSmartHQ™ is designed for educators and other adults, not for use by children under 13 as direct end users.
TeachSmartHQ™ does not knowingly collect personal information directly from children under 13 in the ordinary course of the service. If we learn that information from a child under 13 was submitted in a way that should not have occurred, we will take appropriate steps to investigate and remove it.
If you believe a child's information was submitted improperly, use our contact page so the issue can be routed promptly.
Cookies and tracking
TeachSmartHQ™ uses a limited set of cookies and browser-storage technologies to keep the site functioning, remember preferences, and manage consent choices.
Types of cookies / tracking technologies
- Essential cookies for login, membership access, and core site function
- Preference / consent storage so the site can remember your cookie choices
- Optional analytics-related tools where enabled and consented to
TeachSmartHQ™ does not present this site as an advertising retargeting machine. The live consent layer should continue to disclose any active optional categories.
Security
TeachSmartHQ™ uses commercially reasonable administrative, technical, and operational safeguards to protect the information it holds.
These safeguards include:
- HTTPS / TLS in transit
- encryption at rest for stored content where applicable
- hashed passwords rather than plain-text password storage
- server-side API key protection
- access controls and limited administrative access
- logging and review practices appropriate to the service environment
No internet-connected service can promise absolute security. TeachSmartHQ™ works to reduce risk and operate responsibly, but no system can guarantee zero risk in all circumstances.
Changes to this policy
TeachSmartHQ™ may update this Privacy Policy from time to time as the service evolves, vendors change, or laws require.
When we do, we will post the updated policy on this page and update the “Last Updated” date. For material changes that significantly affect how user information is handled, TeachSmartHQ™ may also provide additional notice through account or service communication channels.
Contact us
If you have a privacy question, want to request a DPA or district privacy review, need help with an account-information request, or want to raise a concern about data handling, use our contact page.
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