Privacy Policy

Information we handle

Depending on how your school or course uses VivaDialogue, we may handle:

• Account and course details, such as your name, email address, role, course, and assignment.
• Work and learning records, such as assignment instructions, material you submit or reference, conversation audio and transcripts, AI-generated feedback or scores, and staff reviews.
• Basic technical and service information needed to keep the app working, such as request and error details.

We receive some information from your school, instructor, or the sign-in service they use. The information collected depends on the features enabled for your course.

How we use it

We use information to provide and secure the service; run learning conversations; generate feedback and learning assessments; let authorized course staff review work and provide follow-up; troubleshoot problems; and meet legal or school obligations. AI-generated assessments support learning and human review; they do not make academic-integrity decisions by themselves.

AI providers and other service companies

VivaDialogue sends some content to third-party AI providers to power conversations, analyze submissions, and generate assessments. This may include assignment material, student work, voice or transcript content, and course instructions. We also use service companies for hosting, sign-in, file storage, and, when enabled, operational monitoring.

We do not have complete visibility into every location where these providers or their subprocessors may process or store data, or into every retention practice that may apply. Details can depend on the provider, feature, account settings, and service terms. A provider's own privacy and data-handling terms may also apply. We cannot promise that information stays in a particular country or that every provider deletes it immediately. Contact your school for details about the providers and settings used for your course.

We do not sell personal information or authorize service providers to use student information for their own advertising. Provider handling is subject to the arrangements and settings applicable to the service being used; protections may differ by provider.

Please avoid personal information in uploaded work

We strive to avoid sending personally identifying information (PII) to AI providers and to limit information included in AI requests. These efforts are not a guarantee: we may not detect names, contact details, or identifying details embedded in text, documents, or speech. Please do not include information about yourself or others that is not needed for the assignment. Follow your school's instructions for removing names or other identifiers before submitting work.

Who can see learning records

Information may be available to authorized VivaDialogue personnel who need it to operate or support the service, and to authorized instructors or course staff for your course. Access depends on the school's setup and course permissions. Schools and instructors decide how to use learning records under their own policies.

Storage, security, and deletion

We use access controls and other safeguards designed to protect information. No online service can guarantee perfect security. We keep information as needed to provide the service and support course review, subject to school arrangements, system settings, and legal requirements. Some records may remain in backups or provider systems for a period after deletion. Retention periods may vary; there is not one universal period for all student records and AI-provider data.

For access, correction, or deletion requests, contact your instructor or school administrator first. They manage course records and may need to authorize a request.

Children and student privacy

VivaDialogue is provided through educational institutions and may process student education records. The school or institution is responsible for determining whether use is appropriate for its students and for providing any required notices or obtaining any required permissions.

Changes and contact

We may update this policy as the service changes. We will post the current version with a new “Last updated” date. For questions or privacy requests, contact your school administrator.