This Privacy Policy applies to DigitalDesk, Inc. and its affiliates when we act as a data controller or business for personal information we collect directly. This policy covers the following products and services:

DigitalDesk, Inc. is headquartered at 8610 N New Braunfels Ave, Suite 201, San Antonio, Texas 78217.

We believe privacy is important and maintain a data privacy program designed to support privacy by design, data minimization, security, and responsible handling of personal information.

Information you provide directly

• Name, email address, phone number, mailing address, and organization information
• Account credentials and profile information
• Billing contact information and subscription details
• Support requests, communications, and uploaded materials
• Event, webinar, or demo registration information
• Forms, feedback, survey responses, and other submitted content

Information collected through use of our products

• Student, faculty, staff, administrator, candidate, licensee, or applicator account information
• Course, enrollment, assessment, certification, licensure, training, and completion records
• Grading, proctoring, scanning, scoring, and exam-related data
• System logs, event data, device/browser information, and technical diagnostics
• Content, submissions, prompts, uploaded materials, assessment content, and related metadata when users engage AI-enabled features

Automatically collected information

• IP address, browser type, operating system, referring URLs, and device identifiers
• Usage metrics, clickstream data, session data, and error logs
• Cookie and similar technology data, subject to applicable law and settings

We may use personal information to provide, operate, and improve our products and services; authenticate users and manage accounts; process subscriptions and payments; deliver course, assessment, licensing, certification, AI, proctoring, and reporting functionality; respond to support requests; conduct analytics and troubleshooting; comply with legal obligations; and send marketing communications where permitted by law.

We may use relevant portions of data already contained within the platform to provide AI-enabled features requested by the customer or user, including learning assistance, readability analysis, analytics, summarization, scoring support, and related services.

Some DigitalDesk products, including SolyraAI, provide AI-enabled functionality such as learning assistance, readability feedback, writing assistance, reporting, scoring support, summarization, recommendations, and content generation.

AI inputs and outputs

To provide AI-enabled features, we may process relevant portions of information already contained within our platform, including content, prompts, uploaded materials, assessment content, student work, rubric criteria, metadata, interaction history, and related inputs submitted through the service.

AI-enabled features do not create a separate ownership model for your information. Rather, they operate on limited, relevant portions of data already contained within LearningSuite, InstructorTools, StudentPortal, WebAssess, and related DigitalDesk applications in order to deliver the requested functionality.

Model training

AI-generated content and derived records

Depending on the feature and customer configuration, we may retain AI-generated outputs and related operational records, such as summaries, scoring explanations, confidence indicators, audit artifacts, prompts, logs, and similar metadata, where needed to provide the requested functionality, support platform operations, maintain auditability, protect security, improve reliability, or satisfy contractual and legal obligations. Such retained materials remain subject to the same general platform-level administrative, technical, access, and retention controls applicable to other customer data maintained within the DigitalDesk environment.

Human review and responsibility

AI-generated outputs may be inaccurate, incomplete, biased, or inappropriate for a particular context. Customers and users remain responsible for reviewing and validating outputs before relying on them for instructional, academic, assessment, certification, regulatory, compliance, or other consequential decisions.

We may use service providers, including hosting, analytics, communications, payment, and AI-infrastructure providers, to support the services we deliver. Where vendors process personal information on our behalf, they are required to protect and use it only for authorized purposes.

We may send marketing communications to current and prospective customers and business contacts where permitted by law. Our communications include an unsubscribe mechanism, and you may opt out at any time. We do not use student information to behaviorally target advertisements to students.

We may use cookies, pixels, local storage, and similar technologies to operate our websites, remember preferences, understand usage, improve performance, and support analytics. Where required by law, we will provide appropriate consent choices or other controls.

We do not knowingly collect personal information from children under the age of 13 in the United States without appropriate consent or authorization, including where required through an educational institution or other authorized organization.

Where an institution instructs us to provide services involving users under 13, we process such information solely to provide the contracted services and in accordance with applicable law, including COPPA where applicable.

We provide products and services to schools, educational institutions, agencies, and other organizations. Through those services, we may receive or process student records, training records, certification records, licensing records, and other institution-controlled information.

Where applicable, our handling of such data is governed by our contracts with the relevant institution, FERPA, COPPA, state education privacy laws, licensing or regulatory rules, and other applicable laws. If you are an end user of an institution, please contact that institution first regarding privacy questions.

We maintain administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, and destruction. Our measures may include access controls, encryption, segmentation, logging, monitoring, vulnerability management, and vendor oversight.

These safeguards also apply to information processed through AI-enabled features, including access controls, encryption in transit, logging, monitoring, segmentation, and vendor oversight, as appropriate to the service.

We retain personal information for as long as reasonably necessary to provide services, fulfill contractual obligations, maintain records, support security and compliance, resolve disputes, enforce agreements, and meet legal obligations. Retention periods may vary depending on the product, service, customer agreement, and legal requirements.

Where AI-enabled features generate outputs, summaries, scoring explanations, confidence indicators, or related audit records, we may retain those materials in accordance with product configuration, customer agreement, operational needs, security requirements, and legal obligations.

DigitalDesk is headquartered in the United States. DigitalDesk hosts customer data using domestically hosted cloud infrastructure or customer-specific on-premises deployments, as applicable to the relevant product and customer environment.

For cloud-hosted environments, DigitalDesk uses domestically hosted infrastructure. For certain customer deployments, DigitalDesk may also provide on-premises hosting or deployment options.

DigitalDesk understands that certain government agencies, public institutions, and regulated organizations may require domestic data hosting and storage. DigitalDesk's hosted data storage model is intended to support domestic hosting requirements for applicable deployments.

Certain features, integrations, support operations, or AI-enabled services may involve third-party service providers. DigitalDesk will continue to evaluate and document those service-provider arrangements as needed based on product design, contractual commitments, and applicable customer requirements.

Depending on your jurisdiction and our role, you may have rights regarding your personal information, including rights to request access, correction, deletion, restriction, portability, or objection to certain processing.

If you are an end user of an institution that uses our services on its behalf, please direct your request to that institution first. In other situations, contact us at info@digitaldeskinc.com.

Residents of California and certain other U.S. states may have additional privacy rights under applicable law. We will honor applicable rights requests to the extent required by law and consistent with our role as controller/business or service provider/processor.

We may update this Privacy Policy from time to time to reflect changes in our products, services, legal requirements, business practices, or technology. We will update the "Last Updated" date above when changes are made.

If you have questions, concerns, or requests relating to this Privacy Policy or our privacy practices, please contact us: