Privacy Policy

1. Introduction

CampusVoice.AI ("we," "our," or "us") provides AI-powered strategic messaging intelligence for higher education institutions. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.

2. Information We Collect

Account Information: When you request access or create an account, we collect your name, email address, phone number, institution name, department, and job title.

Content Data: Content you upload or create within the platform, including writing samples, brand guidelines, messaging drafts, institutional facts, and campus photography.

Usage Data: We automatically collect information about how you interact with the platform, including features used, pages visited, and actions taken. This helps us improve our service.

Device & Technical Data: Browser type, operating system, IP address, and similar technical information collected through standard web technologies.

3. How We Use Your Information

• To provide, maintain, and improve the CampusVoice.AI platform
• To process your account registration and manage your access
• To generate AI-powered content, evaluations, and recommendations tailored to your institution
• To analyze voice patterns and brand consistency across your communications
• To send service-related communications (account setup, product updates)
• To monitor platform performance and troubleshoot issues

4. AI Processing & Third-Party Models

CampusVoice.AI uses artificial intelligence to power content generation, evaluation, and brand analysis features. Your content may be processed by third-party AI model providers, including:

• Google (Gemini models) — for content generation, evaluation, and analysis
• OpenAI (GPT models) — for content generation, evaluation, and analysis

Content sent to these providers is used solely to generate responses for your requests. We do not permit these providers to use your data to train their models. All AI processing is governed by our data processing agreements with each provider.

5. Data Sharing & Disclosure

We do not sell your personal information or institutional data to third parties. We may share information only in the following circumstances:

• Service Providers: With trusted vendors who assist in operating our platform (hosting, email delivery, analytics), bound by confidentiality obligations
• AI Model Providers: As described in Section 4, strictly for processing your content requests
• Legal Requirements: When required by law, regulation, or legal process
• With Your Consent: When you explicitly authorize sharing

6. FERPA Awareness

We understand that higher education institutions operate under the Family Educational Rights and Privacy Act (FERPA). CampusVoice.AI is designed as a communications and marketing tool and is not intended to process, store, or manage student education records as defined under FERPA. We recommend that users do not upload content containing personally identifiable student education records to the platform.

7. Data Security

We implement industry-standard security measures to protect your data, including encryption in transit (TLS) and at rest, role-based access controls, audit logging, and regular security reviews. However, no method of electronic transmission or storage is 100% secure.

8. Data Retention

We retain your account and content data for as long as your account is active or as needed to provide services. If your institution's account is terminated, we will delete or anonymize your data within 90 days, unless retention is required by law.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to or restrict certain processing
• Receive your data in a portable format

To exercise any of these rights, please contact us at the address below.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. Continued use of the platform after changes constitutes acceptance of the revised policy.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

Email: privacy@campusvoice.ai