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Privacy Policy

Welcome to ProcNote, an online educational platform developed by ProcNote LLC (“Us,” “We,” or “Our”) for use by schools on school-issued devices that provides a controlled environment for writing instruction. Teachers can ensure that only approved research material is available to the student during the writing process so that student work is original and AI or other tools aren’t used by students to skip the “thinking” step when drafting.

ProcNote is committed to protecting the privacy and security of personal information of individuals. This Privacy Policy describes how we collect, use, share, and protect the information we collect when someone visits our website or online social media pages (collectively “Websites”) or uses our platform and associated software and services (collectively “Services”).

By using or interacting with our Websites, visitors are consenting to our practices and procedures as described in this Privacy Policy. NOTE: we do not knowingly collect information on our Websites from persons under the age of 13.

With respect to Our Services, Our contracts are directly with a local school, school district, or educational institution (“School”). A School may designate teachers, staff, contractors, students, or parents as authorized users of the Services, and Schools are responsible for having or obtaining consent as may be required to permit the user to use and interact with the Services and for how we collect, use, share, and protect information collected while using the Services. Individuals using our Services by doing so are also acknowledging and agreeing to the practices and procedures described in this Privacy Policy and in our Student Data Privacy Addendum with Schools.

PROCNOTE DOES NOT SELL PERSONAL INFORMATION. PROCNOTE USES AND SHARES PERSONALLY IDENTIFIABLE INFORMATION ONLY: (I) TO PROVIDE THE SERVICES AS REQUESTED BY A SCHOOL AND ITS USERS; (II) TO MAINTAIN THE SECURITY OF THE SERVICES AND ENFORCE LEGAL RIGHTS; (III) TO COMPLY WITH APPLICABLE LAW; AND (IV) ANY TRANSFER OF PROCNOTE’S BUSINESS TO A SUCCESSOR-IN-INTEREST WHO AGREES TO THESE TERMS.

1. Information Provided to Us

When using our Services, we collect personal information provided by teachers, staff, contractors, students and parents as necessary to provide the Services requested. Information provided to us includes:

  • Student and Parent Information: First and last name, student ID, grade level, and assignment data related to the use of ProcNote’s services and other input by the student into our Services, as well as student-generated content created as part of using the Services; if parent access is authorized for a student, the parent name, email address, and other information requested to create an account is collected.

  • Teacher, Staff, and Contractor Information: Full name, email address, title, and usage data as well as course or assignment data and other information as entered into the system while using the Services.

  • School Information: Contact information of school administrators, district information, designated support contacts, and other details necessary for providing and supporting the Services.

When visiting to our Websites a visitor may request information or sign up to opt in to newsletters, product demos, or marketing communications, in which case we will collect first and last name, email address, and other information visitors may choose to provide.

Additional Information Collected Automatically

When visiting our Website or using our other Services, we may collect additional information such as device information (type of device, operating system, browser type) and usage data (e.g., user interaction with features). This data helps us improve our services, but is not used for marketing, or behavioral advertising, or sold to third parties (other than in association with a sale of our business).

ProcNote may use cookies or similar technologies on our Websites to support functionality (such as login information), analyze trends on our Websites, and track user activity on our Websites. Cookies do not collect personal information for marketing or advertising purposes, nor do our cookies track your usage outside of our Services. Users may choose to disable cookies using their browser settings or other technology, but limiting “functional” cookies may limit the functionality of certain features on the Services.

2. How We Use the Information

ProcNote uses personal information collected through the Services for the following purposes:

  • Providing the Service: To provide the Services requested, such as information from our Websites or requests made through use of our Services. When we receive information from a School using our Services (“School Data”) we treat the information as educational records under the Family Educational Rights and Privacy Act, 20 U.S.C. § 1232g (“FERPA”) and operate as a “school official” compliance with FERPA’s School Official exception, 34 CFR § 99.31(a)(1)(i)(B). School Data remains under the direct control of the School. We do not use or share School Data unless we have specific authorization from the School or to do so and it is otherwise permitted by FERPA and applicable law.

  • Improving the Service: To monitor usage patterns, enhance the Services with new features and functions or improvements on existing features and functions, and for our other business purposes to the extent permitted by applicable law and consistent with our obligations to protect personal information.

  • Security and Compliance: To ensure compliance with our contract terms, School requirements, applicable federal and state laws and regulations, and to protect the integrity and stability of our services from abuse or misuse.

3. Information Sharing and Disclosure

We do not share personal information with unrelated third parties, except in the following circumstances:

  • Service Providers: We use trusted third-party service providers based in the U.S., such as well-known cloud hosting services, to support the operation of our Services. These service providers are contractually obligated to only use personal information for the purpose of providing services to ProcNote and are required to comply with the same data protection standards that apply to ProcNote.

  • Legal Compliance: We may disclose information to comply with applicable laws, regulations, legal processes, or government requests, or to enforce our terms and agreements, protect the security of our platform, or prevent fraud or harm. If we receive a subpoena or other legal order to disclose information we will endeavor to provide notice of the request to you prior to disclosure, if such notice is permitted by applicable law.

  • Business Transfers. We may transfer personal information and other data in our systems to a successor-in-interest who agrees to be bound to our legal obligations with respect to such information as part of a merger, acquisition, sale of substantially all ProcNote’s assets, or similar business transaction.

  • With Consent. We may use or disclose personal information when we have affirmative express opt-in consent to do so, consistent with applicable law.

We do not sell or rent personal information, and we do not use it for marketing or advertising purposes. Personal information is used solely to provide the services requested by the school district and to comply with applicable state and federal laws, such as the Children’s Online Privacy Protection Act (COPPA) and the Family Educational Rights and Privacy Act (FERPA).

We do not use any personal information for automated decision-making in the Services, including profiling, in a way that produces legal effects concerning an individual or significantly affecting an individual. Our Services do not use any data to train artificial intelligence models.

No student profile or student work is made available or visible to the public or to any other students directly from the Services. Teachers may allow their students to share their work with other students, educators, school administrators in their school, but no mechanisms exist to allow students to publicize or "post" directly from the service.

4. Data Retention and Deletion

ProcNote retains personal information only as long as necessary to provide the Services to the School or as required by law. At the end of each school year, or earlier upon the request of the School, we delete all personal information related to that School’s student and parent accounts. We may, however, retain anonymized and aggregated data that cannot be traced back to any individual for research and development, service improvement, and our other business purposes consistent with applicable law.

5. School Responsibilities

The School is responsible for ensuring its compliance with applicable laws including, without limitation, obtaining student and parental consent where required by COPPA or FERPA and applicable state law for use of the Services, including laws relating to use by individuals under 18 years old.

6. Security

We take the security of personal information seriously and implement industry-standard measures to protect against unauthorized access, disclosure, or misuse of data consistent with applicable law. These measures include encryption, secure data transmission, access controls, and regular monitoring of our systems.

While we strive to protect all personal information, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security, but we follow best practices to minimize risk.

7. Parents’ and Students’ Rights

Parents or legal guardians have the right to review and request changes to their child’s personal information that ProcNote processes on behalf of the school. All requests for access, correction, deletion, and appeals of determinations should be directed to the child’s School, which will work with ProcNote to fulfill the request.

Data privacy rules at the state and federal level change frequently. It is ProcNote’s intention to at all times be compliant with applicable data protection laws. If you have questions or concerns feel free to contact us at privacy@procnote.com or write to us at Our address below.

8. Cookies and Tracking Technologies

ProcNote may use cookies or similar technologies to support functionality, analyze trends, and track user activity on the platform. Cookies do not collect personal information for marketing or advertising purposes. Users may choose to disable cookies, but doing so may limit the functionality of certain features on the platform.

9. Changes to this Privacy Policy

ProcNote may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. We will notify the school districts of any material changes to the policy. The updated Privacy Policy will become effective as soon as it is posted.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle personal information, please contact us at:

ProcNote LLC

If you have questions, you may contact privacy@procnote.com.

Last updated: October 25, 2024

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