GradeBot Terms of Service Last Updated: November 2025 These Terms of Service (“Terms”) govern your access to and use of the GradeBot platform (“GradeBot,” “we,” “us,” or “our”). By creating an account, accessing, or using GradeBot, you agree to be bound by these Terms. If you do not agree, please stop using the service. 1. Overview of the Service GradeBot is an educational assessment and document-evaluation platform designed for instructors, institutions, and authorized administrators (“Users”). The platform provides: • Automated assignment and application evaluation • Rubric-based scoring and feedback generation • Document analysis and text extraction (OCR) • Screening workflows for academic and admissions use • Export of grading results and configuration data GradeBot operates on Microsoft Azure infrastructure using encrypted databases and secure cloud storage. For admissions use cases, GradeBot analyzes applicant materials solely to generate summaries, scores, or screening recommendations. GradeBot does not make final admissions decisions; all decisions remain the responsibility of the institution. 2. Eligibility and Account Registration GradeBot is intended for: • Instructors, faculty, admissions officers, enrollment staff, and institutional administrators Authentication is provided through Microsoft Entra ID or an equivalent institutional identity provider. Users agree to: • Provide accurate identifying information • Maintain confidentiality of login credentials • Use GradeBot only for authorized institutional purposes User profiles may be automatically created based on institutional identity claims. 3. Definitions Grading Session – A period during which an instructor uploads documents, configures grading options, and runs automated evaluation for a given cohort or assignment. A session ends when the instructor exits the interface or 24 hours after creation, whichever comes first. Student Data – Information in uploaded documents that identifies or relates to a student or applicant. 4. Acceptable Use You agree not to: • Upload content you are not authorized to use for educational evaluation • Violate FERPA, institutional policy, or any applicable law • Access data or resources belonging to other institutions or users • Reverse-engineer, decompile, or extract source code from GradeBot • Introduce malware or disrupt the platform We may monitor usage and audit logs to detect security risks or violations. 5. Data Use and Processing 5.1 Instructor and System Data We collect and process: • Account details (names, emails, roles, organization identifiers) • Assignment, rubric, and configuration data • Usage metrics and audit logs This data supports system operation, reliability, and security. 5.2 Student and Applicant Data Instructors may upload Student Data as part of grading sessions. Student Data is: • Used only for requested grading or feedback workflows • Processed via automated tools (AI models, OCR) • Stored temporarily (see Section 6) Applicant Data is treated with the same privacy and deletion standards as Student Data. GradeBot does not use Student Data for advertising, marketing, or training generalized AI models. 5.3 AI and OCR Processing When grading, relevant content may be sent to: • OpenAI Enterprise or Google Gemini Enterprise for text analysis and feedback generation • Azure Document Intelligence for OCR These subprocessors operate under enterprise agreements preventing retention or model training on customer data. 6. Data Storage and Retention 6.1 Short-Term Student Data • Student Data is encrypted and stored only during the active grading session. • Uploaded documents and derived text are automatically deleted within 24 hours or when the instructor exits the session. • Student Data is not included in long-term backups. 6.2 Long-Term Instructor Data Persistent data may include: • Instructor accounts and institutional configuration • Templates for assignments, rubrics, or cohorts • Usage metrics and billing information • Audit logs of user and system actions No full student documents are retained in this category. Derived scoring data, summaries, or reviewer notes may remain available to institutional users but will not include full applicant documents. 7. Browser Storage and Client Behavior GradeBot uses temporary browser sessionStorage for authentication tokens and interface state. We do not use localStorage for tracking and do not set analytics or advertising cookies. Authentication cookies from Microsoft or your institution may be used only for security. 8. FERPA and Educational Records When used by U.S. institutions, GradeBot functions as a “School Official” under FERPA, using Student Data solely for legitimate educational purposes. Institutions are responsible for: • Ensuring FERPA compliance • Obtaining any necessary consents • Managing user access controls GradeBot assists institutions with FERPA-related requests where technically feasible. Institutions are responsible for determining whether Applicant Data is governed under FERPA or institutional admissions policies, and for ensuring that GradeBot is used appropriately under those frameworks. 9. Intellectual Property Users retain ownership of: • Uploaded content • Custom rubrics and configurations GradeBot (Applied AI Institute) retains ownership of: • Platform software, design, documentation, and proprietary models You may not copy or create derivative works based on GradeBot except as allowed by law. 10. Service Availability We aim for high availability but cannot guarantee uninterrupted or error-free operation. Performance may be affected by: • Cloud-infrastructure outages • Third-party AI/OCR disruptions • Network or device issues beyond our control Scheduled or emergency maintenance may occur without prior notice. 11. Exports and Portability Instructors and institutions may export grading results in formats such as CSV, Excel, or PDF. Exports may contain Student Data and must be handled in compliance with institutional privacy policies. 12. Security We maintain reasonable and appropriate security measures, including: • TLS/HTTPS encryption • Encrypted databases and Blob Storage • Role-based access control via Azure AD • Structured audit logging No system is completely secure; we cannot guarantee absolute protection against breaches. 13. Subscription Terms and Payment • Paid subscriptions follow pricing and limits defined in separate order forms or agreements. • Free trials may restrict number of assignments, sessions, or users. • We may update pricing or tiers with reasonable prior notice. • Non-payment may result in suspension or termination. For admissions screening products, limits may apply to the number of applications processed per user or per institution, as described in the applicable order form. 14. Limitation of Liability To the maximum extent permitted by law: • GradeBot is provided “as is” and “as available.” • We disclaim all implied warranties, including merchantability and fitness for a particular purpose. • Our total liability is limited to the fees paid in the six (6) months before the claim. • We are not liable for indirect, incidental, consequential, or punitive damages, including data loss or lost profits. 15. Termination and Suspension We may suspend or terminate access if: • These Terms or laws are violated • Use poses a security or operational risk • Payment obligations are unmet • Directed by the sponsoring institution or law Upon termination: • Access is disabled • Short-term Student Data is already deleted per Section 6 • Long-term instructor data may be retained per institutional agreements 16. External Links GradeBot may include links to external websites for reference or convenience. We are not responsible for their content, policies, or availability, and such links do not imply endorsement. 17. Governing Law Unless otherwise specified in a written institutional agreement, these Terms are governed by the laws of the State of California, without regard to conflict-of-law principles. Disputes shall be resolved in the courts of California. 18. Changes to These Terms We may update these Terms periodically. Material changes will be announced through institutional administrators or in-app notifications. Continued use after updates means you accept the revised Terms. For questions about these Terms, subscriptions, or legal notices, contact: 📧 admin@gradebot.ai