Last updated: 8/22/2024

1. Introduction

This Privacy Policy describes how CampusEvolve LLC ("we," "us," or "CampusEvolve") processes personal information. We are committed to safeguarding the privacy and security of the personal information we collect from students, faculty, staff, and other users of our services. This Data Privacy Policy outlines how we collect, use, disclose, and protect personal information provided to us in relation to our services and is incorporated into the Terms of Service for the CampusEvolve App (“CampusEvolve App,” “AI Guide”).  This Privacy Policy is agreed to when you consent to the CampusEvolve App Terms of Service.  Please read this Privacy Policy carefully before using the AI Guide (“application,” “app,” or “service”).  

2. Information We Collect

Personal Data. We collect and process various types of personal information from students and users for the purpose of providing our services. This includes:

• Contact Information: Name, email address information for authentication.

• Academic Information: Program of study, stage of progress towards degree, research engagements, academic records, career planning, learning support needs, etc.

• Demographic Information: Age, gender, race or ethnicity, first language, nationality, etc, if provided voluntarily by the user.

• Social media profile information for authentication.

Usage Data. Usage Data refers to information on how the CampusEvolve App is used, including interactions with the platform, services used, communication, IP address, MAC address or other device identifiers, browser type and version, use of the CampusEvolve App, the time spent on the CampusEvolve App, the time and date of the use of the CampusEvolve App, as well as other diagnostic data.  

Tracking and Cookies Data. We may use cookies and similar tracking technologies to operate and ensure safety of the CampusEvolve App, remember your preferences and settings, track your activity on the CampusEvolve App, authentication and session management, and/or for other purposes. Cookies are files with small amounts of data which may include an anonymous unique identifier. Tracking technologies also used are beacons, tags, and scripts to collect and track information and to improve and analyze the CampusEvolve App. You can instruct your device to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of the CampusEvolve App.  

3. How We Use Personal Information

We are committed to ensuring that personal information collected is adequate, relevant and limited to what is necessary in relation to the purposes of processing and providing functionality in our solutions.

We use the collected personal information for the following purposes:

• To provide, administer, maintain and/or analyze the CampusEvolve App.

• To improve the CampusEvolve App.

• To communicate with you; including to send you information about the CampusEvolve App.

• To prevent fraud, criminal activity or misuse of the CampusEvolve App and to protect the security of our systems, architecture and networks.

• To comply with legal obligations and legal process and to protect our rights, privacy, safety or property, and/or that of our affiliates, you, or other third parties.

Aggregated or de-identified information. We may aggregate or de-identify Personal Information so that it may no longer be used to identify you and use such information to analyze the effectiveness of the CampusEvolve App, to improve and add features to the CampusEvolve App, to conduct research and for other similar purposes. In addition, from time to time, we may analyze the general behavior and characteristics of users of the CampusEvolve App and share aggregated information like general user data patterns and statistics with our clients. We may collect aggregated information through the CampusEvolve App, through cookies, and through other means described in this Privacy Policy. We will maintain and use de-identified information in anonymous or de-identified form, and we will not attempt to reidentify the information, unless required by law.

4. Children's Privacy:  

We require that any person under the age of 13 obtain parental consent before using the App. We do not knowingly collect personally identifiable information from anyone under the age of 13. If you are a parent or guardian and you are aware that your child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we may take steps to remove that information from our servers, which may result in the termination of the relevant account.

5. Data Sharing and Disclosure

We do not share personal information with third parties who are not Users or Clients of our systems. We facilitate the sharing of personal information in the solutions we provide between users that are (a) authorized to see the information about others (i.e. organizations that are clients, faculty, staff, etc.) as defined by our organizational clients’ access and terms of service policies, and (b) have a specific need to see the information as part of regular assessment and usage of our solutions.

User data will only be shared with organizational clients upon obtaining explicit consent from the user, as outlined in our Privacy Policy. We disclose user data to our organizational clients strictly in accordance with this Privacy Policy and applicable legal requirements. We maintain transparency with our users about what data is shared and with whom, and we hold our organizational clients accountable for adhering to data protection standards.

We may disclose personal information to courts, law enforcement, governmental or public authorities, tax authorities, and authorized third parties, if and to the extent we are required or permitted to do so by law or where disclosure is reasonably necessary to: (i) comply with our legal obligations, (ii)  comply with a valid legal request (such as a subpoena or court order) or to respond to claims asserted against CampusEvolve, (iii) respond to a valid legal request relating to a criminal investigation to address alleged or suspected illegal activity, or to respond to or address any other activity that may expose us, you, or any other of our users to legal or regulatory liability, (iv) enforce and administer our agreements with users or clients, including our Terms, Additional Legal Terms, and Policies, or (v)  protect the rights, property or personal safety of CampusEvolve, its employees, or members of the public.

6. Data Security

The security of your data is important to us. User data is shared with organizational clients using secure channels and encryption to protect against unauthorized access or disclosure. We employ industry-standard security measures to protect personal information from unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security. "

7. Your Rights

Users have the following rights regarding their personal information:

• Access: Request access to personal information we hold about you.

• Correction: Request corrections to inaccurate or incomplete personal information.

• Deletion: Request deletion of personal information, subject to legal and contractual obligations.

• Withdraw Consent: If processing is based on consent, users can withdraw consent at any time.

• Data Portability: Request a copy of personal information in a machine-readable format.

8. Retention Period

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law. Upon account termination or upon request, we will delete or anonymize user data in accordance with our data retention policy, unless further retention is required by law.

The following items describe our retention practices:

• Certain data may be retained beyond the standard retention period to comply with legal, tax, or regulatory obligations.

• After the retention period, user data may be anonymized and retained for analytical or statistical purposes, ensuring that the data can no longer be associated with any individual.

• At the end of a service contract, data may be retained for a specified period to allow for transition or data export before permanent deletion.

• Clients will be notified prior to the deletion of their users’ data, with an option to extend the retention period if needed.

• In exceptional cases, data may be retained for longer periods if there are ongoing legal proceedings or investigations.

• Data stored in backups may be retained for a longer period than the active data, but will be securely stored and protected from unauthorized access.

• We retain fully anonymized data indefinitely for the purpose of training, improving, and validating our AI models. This data has been stripped of all personally identifiable information and cannot be linked back to any individual.

• Once data is fully anonymized and used for AI model training, it is no longer possible to re-identify the individuals from whom the data was originally collected.

9. Changes to the Privacy Policy

We reserve the right to modify this Privacy Policy at any time in accordance with applicable law. If we do so, we will post the revised Privacy Policy and update the “Last Updated” date at the top. We are committed to transparency in our use of anonymized data for AI model training and will regularly review our practices to ensure they meet the highest ethical standards.

10. Contact Information

For any questions, concerns, or requests related to this Privacy Policy, please contact us at support@campusevolve.ai.

11. Consent

By using our services, users consent to the collection, use, and sharing of your personal information as outlined in this Privacy Policy.

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