NoteArch

Student / Parent Privacy Policy

Student & Parent Privacy Policy

Effective Date: August 23, 2025

At NoteArch, protecting the privacy of students and their parents or legal guardians ("Parents") is one of our highest priorities. As an AI-powered Intelligent Academic Lifecycle Management System (IALMS), NoteArch is designed to securely support students throughout their educational journey while ensuring that personal and academic information is handled responsibly, transparently, and in compliance with applicable privacy laws.

This Student & Parent Privacy Policy explains how NoteArch collects, uses, stores, shares, and protects student and parent information while providing educational services through the Intelligent Academic Lifecycle (IAL).

1. Purpose of This Policy

This policy applies to all students and Parents who use NoteArch through an educational institution or authorized organization.

Its purpose is to explain how student and parent information is managed while supporting educational activities such as:

  • Student enrollment

  • Note creation and management

  • Assignment submission

  • Academic assessments

  • Attendance tracking

  • Learning progress

  • Parent engagement

  • Academic reporting

  • Student success throughout the educational lifecycle

All information is processed only for legitimate educational, administrative, and legal purposes.

2. Information We Collect

Depending on your role and use of NoteArch, we may collect the following information.

Student Information

  • Full name

  • Student ID

  • Date of birth

  • Email address

  • Phone number

  • Profile information

  • Enrollment details

  • Academic program information

Parent or Guardian Information

  • Full name

  • Email address

  • Phone number

  • Relationship to the student

  • Communication preferences

Academic Information

  • Class notes

  • Lecture materials

  • Assignments

  • Homework

  • Assessments

  • Grades

  • Attendance records

  • Learning outcomes

  • Academic progress reports

Financial Information

Where applicable, we may process:

  • Scholarship information

  • Sponsorship records

  • Financial aid details

  • Tuition-related information

Sensitive Information

When required by educational institutions and permitted by law, we may process limited sensitive information, including:

  • Disability accommodations

  • Medical accommodation records

  • Emergency contact information

Sensitive information is collected only when necessary and with appropriate consent or legal authorization.

Technical & Usage Information

We automatically collect:

  • Login history

  • Device information

  • Browser information

  • IP address

  • Session activity

  • Feature usage

  • Error logs

  • Performance analytics

3. How We Collect Information

Information may be collected:

  • During account registration

  • Through educational institutions

  • When notes or assignments are uploaded

  • During classroom activities

  • Through parent accounts

  • Through authorized integrations

  • Automatically through platform usage and security monitoring

4. How We Use Your Information

Student and Parent information is used to:

  • Deliver educational services

  • Manage academic records

  • Support note creation and sharing

  • Facilitate grading and assessments

  • Monitor student progress

  • Enable communication between schools, students, and Parents

  • Provide AI-assisted learning recommendations

  • Generate educational reports

  • Improve platform performance

  • Maintain security and prevent unauthorized access

  • Comply with legal and institutional obligations

Information is never used for unrelated commercial purposes.

5. Parent Access and Student Privacy

Parents may access student information only as permitted by:

  • Applicable laws

  • Institutional policies

  • Student age and educational status

  • Authorized permissions

Depending on applicable regulations, Parents may be able to:

  • View academic records

  • Monitor attendance

  • Review grades

  • Receive school communications

  • Monitor academic progress

Student privacy rights are respected throughout the educational lifecycle.

6. AI Features

NoteArch uses Artificial Intelligence to enhance learning through features such as:

  • Personalized learning recommendations

  • Academic performance insights

  • Learning progress analytics

  • Study assistance

  • Career guidance

  • Intelligent note organization

Our AI systems follow four core principles:

  • Transparency - Users are informed when AI supports educational decisions.

  • Fairness - AI models are regularly reviewed to reduce bias.

  • Privacy - Training data is anonymized whenever possible.

  • User Control - Parents and eligible students may opt out of optional AI-powered features where permitted.

7. Data Sharing

We do not sell student or parent information.

Information may only be shared with authorized parties, including:

Educational Institutions

Schools, colleges, universities, and authorized academic organizations using NoteArch.

Authorized School Personnel

Including:

  • Teachers

  • Academic advisors

  • Department administrators

  • School administrators

  • Student support staff

Access is limited according to role-based permissions.

Parents or Guardians

Parents receive access only to information they are legally or institutionally authorized to view.

Service Providers

Trusted vendors providing:

  • Cloud hosting

  • Authentication

  • Data backup

  • Email delivery

  • Security monitoring

  • Technical support

All vendors are contractually required to protect student information and comply with applicable privacy laws.

Legal Authorities

Information may be disclosed when required by law or necessary to:

  • Protect students

  • Prevent fraud

  • Comply with legal obligations

  • Maintain platform security

8. Data Security

NoteArch uses industry-leading security measures to protect student information, including:

  • Encryption in transit using secure TLS connections

  • Encryption at rest using AES-256 or XChaCha20-Poly1305-IETF

  • Multi-factor authentication (MFA)

  • Role-based access controls

  • Continuous security monitoring

  • Regular penetration testing

  • Security audits

  • Secure backups

  • Disaster recovery planning

If a data breach affects personal information, affected users will be notified in accordance with applicable legal requirements.

9. Student & Parent Rights

Subject to applicable law, students and Parents may have the right to:

  • Access personal information

  • Correct inaccurate records

  • Update profile information

  • Request deletion of eligible information

  • Restrict certain processing activities

  • Withdraw consent where applicable

  • Receive a portable copy of personal information

  • Opt out of optional analytics or AI-powered personalization

Requests may be submitted through the NoteArch account or by contacting our Privacy Office.

10. Children's Privacy

For children below the age required by applicable law:

  • Verifiable parental consent is obtained where required.

  • Only the minimum information necessary for educational purposes is collected.

  • Children's information is never used for advertising or commercial profiling.

  • Parents may review, update, or request deletion of their child's information where legally permitted.

11. Data Retention

Student and Parent information is retained only for as long as necessary to support educational services and comply with legal obligations.

Examples include:

  • Student records may be retained according to institutional and legal retention requirements.

  • Parent information is retained while necessary to support the student's education.

  • Financial records are retained according to audit and tax regulations.

  • Information that is no longer required is securely deleted or permanently anonymized.

12. Legal Compliance

NoteArch is designed to comply with applicable education and privacy regulations, including where relevant:

  • FERPA

  • COPPA

  • GDPR

  • UK GDPR

  • CCPA/CPRA

  • SOPIPA

  • Other applicable national and regional privacy laws.

13. Policy Updates

We may update this Privacy Policy periodically to reflect:

  • Changes in applicable laws

  • New platform features

  • Security improvements

  • Institutional requirements

Significant updates will be communicated through email, in-platform notifications, or institutional announcements before they become effective.

Continued use of NoteArch after the effective date constitutes acceptance of the updated policy.

14. Contact Us

For questions, concerns, or to exercise your privacy rights, please contact:

NoteArch Privacy Office

Email: privacy@notearch.com

Website: https://notearch.com

Address: NoteArch Headquarters (Official address to be updated)

If your concern cannot be resolved, you may also contact your educational institution or the appropriate data protection authority in your jurisdiction.

15. Accountability

NoteArch is committed to maintaining the highest standards of privacy and data protection.

We regularly:

  • Conduct privacy impact assessments.

  • Perform independent security audits.

  • Train employees on privacy and data protection.

  • Monitor compliance with applicable laws.

  • Review access permissions.

  • Maintain dedicated privacy personnel responsible for overseeing compliance and safeguarding student information.

Our Commitment

By using NoteArch, students and Parents acknowledge that they have read and understood this Student & Parent Privacy Policy.

We are committed to providing a secure, transparent, and privacy-first academic platform that supports every student's learning journey while protecting the trust placed in us by families and educational institutions.