AI Transparency Notice

1. Role & Capabilities of the Assistant

SchoolEasy incorporates an integrated artificial intelligence assistant engineered specifically to streamline institutional education management. The assistant functions as an operational copilot for authorized teachers, department heads, and school administrators, assisting with:

• Automating complex exam seating arrangements and room allocations.
• Analyzing classroom attendance patterns to detect dropout or absenteeism risks.
• Drafting institutional announcements, campus circulars, and syllabus outlines.
• Assisting administrators with structured bulk roster imports and spreadsheet validation.
• Providing quick queries for educators regarding class schedules and exam timetables.

2. Architectural Permission Parity

The single most critical safety mechanism of the SchoolEasy assistant is our Loopback Token Architecture:

3. Human-in-the-Loop Verification

To maintain absolute accountability, destructive or high-impact administrative actions proposed by the AI assistant are staged as proposed action previews:

• Creation of User Accounts: Bulk imports and account creation require administrator confirmation.
• Entering & Finalizing Exam Marks: Marks entries are previewed with before/after comparisons before changes are applied to student registers.
• Leave Approvals: Decisions regarding student and faculty leave require human verification.
• Deletions: All record deletions require manual human confirmation.

4. Inference & Data Flow

When an authorized user sends an operational query to the assistant:

• The assistant retrieves only the minimal data fields required to fulfill the specific query (utilizing strict field-projection allow-lists).
• Queries are transmitted over encrypted TLS connections to enterprise AI inference gateways.
• Inference is processed in-memory during active sessions. Student datasets are not sold, leased, or utilized for commercial ad profiling.
• Sensitive fields such as system credentials and salary data are systematically blocked by hardcoded forbidden-rule filters.

When a school uses the AI website designer, the AI receives only the school’s public profile (name, description, address, public contact details, classes and year founded), the draft of its website, the instructions the school types and the file names of photos it attaches. It never receives student, staff, fee or document records. Its suggestions are saved to the website’s draft, which stays private until the school publishes it, and placeholders mark any fact the AI was not given so it cannot go live unnoticed.

When a school turns on AI help for students or parents, each request sends the AI only what that help needs: the text a teacher asks it to rewrite; one notice the family can already read; one child’s own exam figures (subjects, marks and grades — never a rank or another child’s marks); and, for the student tutor, the lesson or assignment the student opened (never its answer key or marking guide) and the conversation so far. SchoolEasy does not send the child’s name. Tutor conversations are kept for 90 days after the last message, are deleted with the student’s account, and can be read by the school’s administrators and, where the school allows it, by the teachers of the student’s classes — students are told when they can. If a message suggests a student is upset or unsafe, the tutor encourages them to talk to a trusted adult and marks the conversation for the school to look at. It is not a counselling or emergency service.

5. Institutional Governance & Controls

Subscribing educational institutions maintain complete administrative authority over AI feature deployment:

6. Limitations & Verification Notice