How STEM AI Studio handles personal information

1. Who we are

STEM AI Studio provides a structured STEM learning platform for account holders and learners. The platform is designed around guided learning paths, assessment activity, progress tracking, support workflows, Jora Nova guidance, and admin-governed AI agent features.

For privacy questions, contact us at info@stemaistudio.com.

2. Who this policy applies to

This policy applies to people who use or interact with STEM AI Studio, including:

• adult account holders who create and manage STEM AI Studio access
• learners whose access is created, assigned, or managed by an account holder
• people who submit public contact forms or email inquiries
• administrators and support users who operate or manage the platform

Learner accounts are intended to be created and managed by an adult account holder. The account holder is responsible for creating learner access, assigning subjects, managing learner information, and supervising learner use of the platform.

3. Information we collect

We collect information needed to create accounts, provide access, support learning, operate the platform, and respond to requests.

Account holder information

When an adult account holder signs up or manages an account, we may collect:

• full legal name
• email address
• mobile country code and mobile number
• country, state or province, city, and postal code
• password credentials, stored in protected hashed form
• account status, verification status, owner code, profile settings, and support history
• legal confirmations, including age confirmation, terms acceptance, privacy acceptance, and responsibility acceptance

Learner information

When learner accounts are created or used, we may collect:

• learner name
• learner ID or learner code
• assigned grade, subject, and seat information
• learner password credentials, stored in protected hashed form
• learner account status, such as active, paused, suspended, or archived
• last login activity and learning access records

Learning and progress information

To provide the STEM mastery experience, we may collect and create learning records such as:

• assigned subjects and learning paths
• quiz attempts, answers, scores, completion records, and mastery status
• micro-topic unlocks, progress records, retake status, and learner journey state
• Jora Nova progress notes, learning observations, and assessment review context
• support tickets and messages submitted by account holders, learners, or administrators

Contact and inquiry information

If you contact us through the public contact form or email, we may collect:

• full name
• email address
• inquiry type
• message content
• related support or response history

Please do not submit sensitive learner information, medical information, government identification numbers, payment card numbers, or other unnecessary sensitive details through public forms, support messages, or AI chat features.

4. How we use information

We use personal information for purposes connected to operating and improving STEM AI Studio, including to:

• create, verify, and manage account holder access
• create, assign, pause, resume, or archive learner accounts
• provide learner access to assigned subjects and learning paths
• record quiz attempts, progress, mastery status, retake status, and learning activity
• provide Jora Nova guidance and assessment review support
• provide owner-facing AI agent chat features when enabled and authorized
• respond to contact inquiries, support tickets, and account requests
• maintain platform security, prevent misuse, and protect users
• administer manual package activation, seat assignment, billing-related records, and account status
• meet legal, regulatory, accounting, security, or operational requirements

5. AI-supported features and agent processing

STEM AI Studio includes AI-supported features. These may include Jora Nova, admin-created STEM agents, owner-facing AI agent chats, and provider-backed assistant responses when runtime settings are enabled.

What “AI agent” means in STEM AI Studio

An AI agent is a guided assistant experience configured inside STEM AI Studio. The platform may use approved prompts, guardrails, guidance sources, missing-information rules, learner context, owner context, or runtime provider settings to generate a response. Jora Nova and STEM agents are support tools. They are not the final authority over learning decisions, account decisions, legal matters, medical matters, or safety decisions.

Information that may be processed by AI features

Depending on the feature used, AI-supported processing may include:

• the message or question submitted by a learner or account holder
• selected subject, grade, topic, micro-topic, or assessment review context
• recent conversation history needed to answer coherently
• learning progress, quiz result summaries, mastery status, or Jora observation summaries when relevant
• agent configuration, approved guidance, guardrails, and access scope information
• provider name, model name, runtime status, and diagnostic information needed to operate the feature

External AI providers

Some AI features may use external AI service providers, depending on admin runtime settings and environment configuration. When an external AI provider is enabled, the limited information needed to produce the response may be sent to that provider for processing.

STEM AI Studio is designed to send only the context needed for the active learning or agent task. We do not intentionally use learner chats or owner chats to train our own general-purpose AI model. External providers may process information according to their own service terms, privacy commitments, retention settings, and technical controls.

AI limitations

AI-generated responses may be incomplete, incorrect, or unsuitable for some situations. Users should not rely on Jora Nova or STEM agents for legal, medical, emergency, mental health, financial, or other high-impact decisions. For urgent, safety-related, legal, medical, or professional matters, users should contact an appropriate qualified professional or emergency service.

6. Learner privacy and children

STEM AI Studio is designed for learner use under account holder oversight. We use a limited data approach for learners and aim to collect only what is needed to provide access, support learning, track progress, protect the platform, and help the account holder manage the learner account.

Learners should not submit unnecessary personal details in chat messages, support tickets, contact forms, or learning responses. Account holders should supervise learner use and make sure learner information entered into the platform is appropriate.

If an account holder believes a learner has submitted unnecessary sensitive information, they may contact us at info@stemaistudio.com.

7. Information sharing

We do not sell personal information.

We may share or disclose information when reasonably necessary to:

• operate, host, maintain, secure, and support the platform
• provide AI-supported features through configured AI providers
• send account verification, password reset, or service messages
• respond to support requests or contact inquiries
• process billing, package activation, payment, or tax-related workflows when applicable
• comply with legal obligations, court orders, lawful requests, or regulatory requirements
• detect, investigate, or prevent fraud, abuse, security incidents, or misuse
• protect the rights, safety, or integrity of users, learners, STEM AI Studio, or the public

Service providers are expected to use information only as needed to provide services to STEM AI Studio, subject to applicable agreements, settings, and legal requirements.

8. Payments and billing

STEM AI Studio may use billing, package activation, seat purchase, and subscription-related records to manage access and account status. If online payment processing is enabled, payment information may be processed by a third-party payment provider.

STEM AI Studio should not ask users to submit payment card numbers through contact forms, support tickets, or AI chat. If a payment provider is used, that provider may handle payment card information according to its own terms, privacy policy, and security controls.

9. Cookies, sessions, and security logs

STEM AI Studio uses cookies, sessions, CSRF protection, authentication state, and related technical measures to keep users signed in, protect forms, remember active learning context, and operate the platform securely.

We may also use technical logs or diagnostic records to detect errors, investigate security issues, maintain platform reliability, and protect against misuse. These records may include technical information such as timestamps, session activity, browser or device information, and related request information.

For more information, please review our Cookie Policy.

10. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information. These may include authentication controls, password hashing, role-based access, account status checks, session protections, admin access controls, and platform monitoring.

No online platform can guarantee absolute security. Users should use strong passwords, protect account credentials, supervise learner access, and contact us if they believe an account or learner profile has been accessed without permission.

11. Retention

We retain personal information only as long as reasonably needed for the purposes described in this policy, including account access, learning records, support history, security, legal, operational, accounting, and audit needs.

Some learning, progress, support, account, and billing records may need to be retained while an account is active or where retention is reasonably necessary to maintain accurate learning history, protect platform integrity, resolve disputes, meet legal requirements, or support responsible account administration.

12. Access, correction, and account questions

Account holders may contact us to ask privacy-related questions, request correction of account information, or ask about access to personal information connected to their account.

We may need to verify the identity and authority of the requester before responding to a request, especially where learner information or account security is involved.

13. International users and service providers

STEM AI Studio may be accessed from different regions. Service providers, hosting systems, AI providers, or technical infrastructure may process or store information in Canada, the United States, or other jurisdictions depending on the provider and configuration used.

Privacy rights and obligations may vary by location. Where required, we aim to handle personal information in a way that is consistent with applicable privacy obligations.

14. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our platform, AI features, service providers, legal requirements, or privacy practices. Updates will be posted on this page with an updated date.

15. Contact us