What belongs in this release
STP starts with public-information tools, nonsensitive meetings and handbooks, and routine administrative work for authorized adults. Use only material your Organization has the right to provide for the selected task.
| Tool | Appropriate material |
|---|---|
| Public board minutes | A board recording officially made public by the district or responsible organization, plus an authorized agenda, after checking that the content fits the restrictions below. |
| General meeting minutes | Audio and an agenda for routine staff, committee, or administrative discussion with no student-specific or personnel case details. Obtain required recording permissions and confirm the intake notice before uploading. |
| Handbook assistant | Public or nonsensitive operational manuals and procedures, such as a general visitor procedure without individual case details. Confirm the intake notice and review extracted text. Publishing and answers require the service's AI configuration to be available. |
| Policy and vendor research | Authorized public board policies and vendor privacy or product documents. Ask general questions without identifying a student or personnel case. |
| Calendars, templates, and public checks | General planning information and the organization's public website or technical footprint. Verify dates and requirements against current official sources. |
| Action and renewal tracking | Routine assignments, adult business contacts, due dates, vendor details, license counts, and nonsensitive budget information. For example: 'Review renewal options with the business office by October 1.' |
A public source can still contain personal information or material you should not send for processing. Check the recording, agenda, document, and question before starting; a public URL is not an automatic privacy clearance.
What stays out
- Student-specific education, discipline, disability, health, or other case records.
- Personnel investigations, evaluations, discipline, or confidential employment details.
- Executive-session or closed-session recordings, transcripts, agendas, and attachments.
- Passwords, access tokens, payment-card details, confidential security evidence, private network details, or confidential contract attachments.
- Student accounts or direct student submissions.
These restrictions also apply to material found in a public source. Use a different source that fits the permitted scope, or contact privacy@schooltechpartner.com before proceeding.
Hearing transcription, the Records Request Assistant, new survey work, and detailed cybersecurity assessment submissions are paused across all plans. Upgrading a plan or having an administrator role does not enable them. Existing saved records remain protected; pausing new work does not automatically delete them.
General meetings and handbooks have intake notices and acknowledgments. Read them and check the actual material before submitting. A checkbox does not identify every sensitive detail or guarantee that the content is appropriate.
Consulting and custom workflows require an agreed scope. They do not bypass the tools' content restrictions. Additional features will be introduced only after their data handling and operating requirements are addressed.
Where submitted information goes
Original public board or permitted general meeting audio goes to ElevenLabs for transcription. Anthropic receives transcript text, agendas, and context for minutes drafting. Handbook text is extracted in the tools service for review; publishing sends text to Voyage AI, and answers use Voyage AI for retrieval and Anthropic with relevant excerpts. Published handbooks are available to authorized Organization users, not the general public.
Public-source research can send excerpts and questions to Anthropic, and public policy search sends policy text and queries to the configured embedding provider, Voyage AI or OpenAI.
Hosting, database, sign-in, email, scheduling, and billing providers process the information needed for those functions. Account names, email addresses, work assignments, and billing records remain personal or business information even when the research material is public. The Privacy Policy lists the providers and functions.
We do not promise that every provider uses the same retention settings, that original audio is anonymous, or that a deleted working copy has been removed instantly from every log and backup.
Keep people responsible for decisions
AI produces drafts and research assistance. Your team checks names, attendance, motions, votes, assignments, dates, and source citations before approving a record or acting on an answer. Keep the original source and approved final version in your Organization's recordkeeping system.
Vendor ratings are prompts for further review, not approval to disclose school records to a vendor. Public website checks are limited observations, not a security audit or evidence that internal systems are secure. Templates and deadline reminders need verification for your Organization and the current rules.
STP does not claim blanket FERPA compliance, government certification, or that a particular use is legally authorized. Student education-record workflows are outside this initial release. For background on records that can include photos or videos, see the U.S. Department of Education's guidance (opens in a new tab).
Access, retention, and requests
The service uses authenticated access and organization access checks. Organization owners manage their authorized team. STP administrators may access records for service, support, security, and other purposes described in the Privacy Policy.
Retained recordings, transcripts, and generated documents are not automatically purged based on age. Cancellation and pausing a tool are separate from deletion. Keep your own official copies; STP is not an indefinite archive.
Verified owners can request an export or deletion at privacy@schooltechpartner.com. We handle requests manually after confirming authority and scope. Identify applicable retention duties or legal holds. Provider logs, backups, and legally required records may need separate treatment; we explain completed scope and retained exceptions.
If excluded information was submitted accidentally, stop further processing and contact us with the job or record identifier. Do not attach the sensitive material to the first email. We will assess what was received, any processing already performed, and the appropriate next steps.
Questions before you start
For a proposed use, privacy question, records request, or suspected security issue, contact privacy@schooltechpartner.com. Our Privacy Policy covers information practices, and our Terms cover account authority, service scope, AI review, billing commitments, and cancellation.