CW-FIT Privacy Policy 

Introduction 

This Privacy Policy explains how the CW-FIT app, developed by the University of Kansas (“the University”), collects, uses, and protects information. The app is designed to support teachers, administrators, and authorized stakeholders in implementing Class-Wide FIT (CW-FIT) in classrooms. 

Purpose 

The CW-FIT app helps teachers implement CW-FIT and assess fidelity of use. It allows classroom audio to be recorded, transcribed, and analyzed with artificial intelligence (AI), and includes a chatbot feature to answer questions about CW-FIT. 

Data Collection 

The app may collect the following information: 

  • Audio Recordings: Users may upload recordings of classroom sessions. 
  • Transcriptions: Audio is transcribed into text using AI. 
  • Analysis Data: Transcriptions are analyzed to identify praises, reprimands, and CW-FIT fidelity items. 
  • Educator and School Information: Teacher name, email, school affiliation, and languages spoken may be collected for account management, reporting, and personalization. 
  • Chatbot Interactions: Questions submitted to the chatbot may be logged for service improvement, but they are not linked to user identity. 

The CW-FIT app does not require or request personally identifying information about students. 

Use of Data 

Data is used solely for educational purposes, including: 

  • Recordings and Transcripts: To generate transcriptions and provide praise/reprimand and fidelity scoring. 
  • Transcript Review: Teachers may review, edit, and approve transcripts before AI scoring is applied. This ensures accuracy and allows teachers to remove information they do not wish to include. 
  • Scoring Results: To give teachers and administrators feedback on CW-FIT implementation. 
  • Human Feedback: To refine prompts and improve scoring accuracy. This process does not train the underlying AI model. 
  • Chatbot Data: To generate responses and improve performance; chatbot queries are not tied to individual users. 
  • Research and Improvement: Aggregated and anonymized data may be used for app development and educational research. 

Third-Party Services 

The app uses trusted third-party AI providers, including OpenAI’s API, for transcription and analysis. 

  • Audio files are securely transmitted to these providers. 
  • OpenAI does not use submitted data to train its models. 
  • OpenAI Data Retention: OpenAI may retain data processed through its API for up to 30 days solely for security and abuse monitoring. After this period, the data is automatically deleted. 

Data Ownership and Access 

  • Ownership: Recordings, transcripts, and reports remain the property of the user or institution that uploaded them. 
  • Teacher Control: Teachers have complete control over who can view their observation data. District or school users cannot access a teacher’s data unless the teacher manually adds them as authorized viewers. 
  • Access and Control: Users may request deletion of their data at any time, subject to legal or institutional requirements. 

Data Security and Retention 

  • All data is stored on secure servers with encryption. 
  • Access is limited to authorized users and administrators. 
  • Audio Deletion: Audio recordings are automatically deleted once transcripts are generated and approved. 
  • Transcript Approval: Transcripts must be approved by the teacher before AI scoring is applied. Unapproved transcripts are not analyzed. 
  • Transcript Deletion: Approved transcripts are automatically deleted from the database after 30 days. 
  • Scoring results and reports may be retained for as long as necessary to provide services or meet institutional or research requirements. 

User Age Requirement 

The CW-FIT app is intended for professional use only. Users must be at least 18 years old. Administrators who create accounts for others must ensure that users meet this requirement. 

Confidentiality 

Individual user data will not be disclosed without consent, except as required by law. Teachers determine whether district or school staff may access their data by manually granting permission. 

Limitation of Liability 

The University is responsible for maintaining the functionality and security of the app. Users are responsible for how they use the app and for complying with local, state, and federal privacy regulations. 

Changes to This Policy 

This Privacy Policy may be updated periodically. Users will be notified of significant changes through the app or by email. 

Contact Information 

For questions or concerns, please contact the CW-FIT Team at the University of Kansas.