Privacy Policy

Last updated: 13 October 2026

Pedagogix (“Pedagogix,” “we,” “us”) builds AI-native software for education, the Pedagogix OS teaching platform, Pedagogix SIMS, our catalog of simulations, and Pedagogix Course Designer, our ready-to-teach courses. This policy explains what we collect, how we use it, and the choices you have. It covers our websites and products.

We built Pedagogix on a simple idea: institutions own their data, and we handle it carefully. If you use Pedagogix through your school or employer, that institution controls how your data is used, and this policy works alongside its agreement with us.

What we collect

• What you give us. When you request a demo, create an account, or contact us, your name, email, role, and institution.
• Your agreement to our Terms. When you agree to our Terms of Service, we record which version, when, and the IP address and browser you used, so we can show what was agreed.
• Educator checks. To confirm that someone teaches, we look at the institution in their email address and public sources such as their institution’s faculty directory.
• Purchase details. When you buy a simulation or a subscription, our payment processor handles your payment information. We don’t store full card numbers.
• Information from your LMS. When Pedagogix connects to your LMS over LTI, we sync what’s needed to run a course or a simulation, such as rosters, names, and email addresses.
• Usage data. Basic technical and usage information (device, browser, pages viewed, actions in the product) to keep the service working and to improve it.
• Professional contact information. To tell educators about our products, we collect publicly available professional contact information, such as a faculty member’s name, title, department, institution, and work email address as listed on their institution’s website or in public directories. We keep it in our own marketing hub and in our customer relationship tools, and we record whether you reply, open a trial, or ask us to stop.
• Learning data. As students use our products, we record their decisions, responses, and results so we can score work, generate debriefs, and, where an institution opts in, produce research-grade analytics.

SIMS Fit uploads

When you send a syllabus, program matrix, or brochure through SIMS Fit, we store the files and your answers on Google Cloud in the United States. To prepare the placement plan, we send the text of those files, never the files themselves, to a third-party AI model, which drafts the plan under our instructions; the scores and the recommendation are then checked by our own software. We use your materials only to prepare your plan and your marked-up syllabus. We don't share them beyond the providers that help us prepare them, publish them, or use them to train AI models. We ask for no student data. We delete the files and the plan 90 days after the plan is ready, unless you choose to keep them in your account, and you can delete them sooner at any time.

How we use it

To provide and run the products; process purchases and set up access; score work and generate debriefs and analytics; support and talk with you; tell educators about Pedagogix by email and on LinkedIn; keep the service secure; and meet our legal obligations. AI in our products drafts, grades, tutors, and analyzes, but a person reviews and approves the outcomes. We don’t use student data to make fully automated decisions that have legal or similarly significant effects.

What we send to AI providers

We don’t send names, email addresses, or other information that identifies students or instructors to AI providers. What we send is course content: material we generate, material instructors upload or sync from their learning management system (such as Canvas), and, in some simulations, what a player writes or says during play.

The assistant on this site is answered by Anthropic's Claude, so what you type in the chat goes to Anthropic to produce each answer, including any name or contact details you choose to type. We keep each conversation, your messages included, for 13 months, to follow up on what you asked and to improve the assistant. If you share your name and email in the chat, we save them as a contact and may contact you about Pedagogix; you can ask us to stop at any time.

There are two exceptions, both for instructors and both to do what they ask. When an instructor signs up, we use an AI-assisted web search with their name and institutional email address to confirm that they teach. And course materials an instructor uploads, such as a syllabus sent to SIMS Fit, are sent as provided, so any names already in them go too.

Microphone, camera, and other inputs

Some simulations can use your device’s microphone, camera, or other inputs to work, for example to let you speak instead of type, or to respond to your tone of voice or facial expressions. Your browser asks your permission first, and you can say no and keep playing by typing. We use these inputs only while the simulation needs them and only to run it.

Speech may be turned into text by your browser’s own speech service (in Chrome and Edge, this is done in Google’s or Microsoft’s cloud) or by our AI providers. We don’t keep audio or video recordings unless a simulation clearly tells you it does. We don’t use these inputs to identify you, and if a simulation ever needs to analyze facial geometry or voiceprints, we’ll ask for your written consent first, as laws such as the Illinois Biometric Information Privacy Act require.

Student data and educational records

When an institution uses Pedagogix, we act as its service provider. The institution controls the student data, and we process it only to run the service and on the institution’s instructions. We align with FERPA and GDPR. We don’t sell student data or use it for advertising, and student and faculty data are never used without the institution’s authorization.

Cookies, analytics and advertising

If you visit pedagogix.ai from the European Union, the European Economic Area, the United Kingdom or Switzerland, we ask first: until you choose Accept, we load no analytics or advertising tags, set no cookies, and keep no record of the pages you visit, in your browser or on our servers. Elsewhere, these cookies are on when you arrive, and you can turn them off at any time. Either way, Your privacy choices at the foot of every page lets you change your answer, and we treat a browser’s Global Privacy Control signal as a request to turn them off.

When they are on, we use:

• Google Analytics, to see how people find the site (search, links, ads, email campaigns), which pages they read, and roughly where they are (country and city, worked out from the IP address, which Google doesn’t pass on to us).
• Advertising tags from LinkedIn and Meta, where we run campaigns, to measure those ads and show them again to past visitors. LinkedIn gives us totals such as job functions and industries of visitors, never names.
• Our own visitor log, which records the pages you read on this site, when, and how you first reached us, together with your IP address and browser. We send the IP address to IPinfo, which tells us the country and the organization that owns the network (a university or company on its own network, or an internet provider at home), never who you are. Only our own administrators can see this log.
• A record in your own browser of how you first reached us, how many times you’ve visited and the last pages you read. It stays on your device, and we only see it if you send us a demo request or a SIMS Fit request, when it goes with your request so we know what brought you.
• The assistant's conversation record, when you use the chat on this site. Alongside what is always kept (below), it adds your IP address, the country and network organization IPinfo gives us for it, your visitor log ID and how you first reached us.

Whether these cookies are on or off, a demo or SIMS Fit request also notes the page you sent it from, the site that linked you there, your browser, language and time zone. When you use the assistant, we keep each conversation: your messages and its answers, the topics and simulations you asked about, the pages you were on, whether you shared your contact details, your device type, language and time zone, and the site that linked you here.

The partners we use or may use for this, Google, IPinfo, LinkedIn and Meta, may combine it with other information they hold, under their own privacy policies. Under some U.S. state laws, sharing this data for cross-context behavioral advertising is considered a “sale” or “sharing” of personal information. You can opt out at any time below. We also honor the Global Privacy Control (GPC) browser signal as an opt-out.

Providers we rely on

We use a small set of trusted providers to run Pedagogix, including Google Firebase / Google Cloud (hosting, databases, and where we store demo and contact requests), Stripe (payments), third-party AI model and service providers (large language models, speech and voice, and other machine learning services behind the AI features in Pedagogix OS, Pedagogix SIMS and SIMS Fit, which process content on our behalf to provide those features; the providers can change over time, and we don’t use your content to train AI models), Twilio SendGrid (transactional email, such as the notifications we get when you request a demo), Zoho Bigin (our customer relationship tool, which holds professional contact details and sends our outreach emails through our own Microsoft 365 mail), Zoho Social (scheduling and publishing our posts on LinkedIn), our own marketing hub (hosted on Google Cloud, where we keep contacts, campaign results, and sign-up figures, with no student data), and, when those cookies are on, Google Analytics, IPinfo, LinkedIn and Meta (site analytics and advertising). Each one handles information only as needed to do its job.

How we share information

We don’t sell your personal information for money. Apart from the advertising cookies described above, which you can turn off, we share it only with the providers above, with your institution where applicable, when you ask us to, or when the law requires it or it’s needed to protect our users and our rights.

Security

We encrypt data on the way in and while it sits, keep access to the minimum anyone needs, wall off each institution’s data from the rest, and follow least-privilege practices. No system is perfectly secure, but we work hard to protect your information.

How long we keep it

We keep information for as long as we need it to run the service, meet legal and institutional obligations, and support research an institution has opted into, then we delete or de-identify it. Some records have a fixed period:

• Assistant conversations. The messages and the record of each conversation are deleted automatically 13 months after the conversation. Contact details you shared are kept as a contact, like a demo request.
• Website visitor log. The pages you read on pedagogix.ai, your IP address, and the organization and location we derive from it are deleted automatically 13 months after your last visit.
• SIMS Fit uploads. Your files, the documents we prepared, and the plan are deleted 90 days after the plan is ready, unless you choose to keep them in your account; you can delete them sooner. We keep a short record of the request: the course name, the date, and the title we recommended.
• Records of what you agreed to. Your agreement to our Terms and to any charge is kept for as long as we need to show what was agreed, including for tax, accounting, and legal purposes.

Your rights and choices

Depending on where you live, you may have the right to access, correct, export, or delete your personal information, or to object to certain uses. If you use Pedagogix through an institution, please send these requests to that institution, which controls the data, we’ll help them respond. You can also email us at the address below.

If we’ve emailed you about Pedagogix, every email has a link to stop receiving them, or you can reply asking us to stop. We’ll stop, keep only what we need to make sure we don’t contact you again, and, if you ask, tell you where we found your details or delete them.

If you’re in the European Union, the United Kingdom, or Canada, we email you about Pedagogix only after you’ve agreed to hear from us.

International data

We’re based in the United States and may process information there and in other countries where our providers operate, with appropriate safeguards.

Children and K-12

For K-12, we work through schools and districts, which provide the consent needed for students to use the service under FERPA and applicable law. We don’t knowingly collect personal information directly from children without that institutional authorization.

Changes to this policy

We’ll update this policy from time to time. When we make a material change, we’ll update the date above and, where it makes sense, let you know.

Contact us

Questions about privacy? Email info@pedagogix.ai.