How we handle the sensitive data entrusted to us — and the limits we place on ourselves.
IEPioneer, LLC (“IEPioneer,” “we,” “us”) provides an AI-assisted platform that helps special-education teams deliver services, document sessions, track student progress, and maintain compliance. This policy explains what information we handle, how and why we use it, how long we keep it, and the choices available. It applies to our website and our application.
Our role. When a school district, agency, or educational organization (the “Organization”) uses IEPioneer, that Organization controls the student and health records in the platform. We process those records on the Organization’s behalf — as a HIPAA business associate and, for education records, as a school official under FERPA. If you are a parent, guardian, or student, requests about your records are directed to your Organization, and we support the Organization in fulfilling them.
Depending on how IEPioneer is used, we handle the following categories of information:
We use information only to provide and improve the service the Organization has engaged us for:
We do not sell personal information, and we do not use student or health information for advertising.
IEPioneer uses Google Cloud’s Vertex AI to transcribe session audio and draft clinical documentation. This processing occurs within our controlled Google Cloud environment under terms that contractually prohibit using our data to train or fine-tune Google’s AI models. Google may retain limited inputs for a short period for service operation and automated abuse monitoring, and does not use that data for training. A qualified staff member reviews and approves AI-generated notes before they become part of a student’s record.
When an Organization connects a video provider (Zoom, Microsoft Teams, or Google Meet), IEPioneer uses that provider’s authorization to create meetings and retrieve the session recording so it can be transcribed. We request only the access needed for these functions. For Zoom, once a recording is downloaded into our environment for processing, we work to remove the copy held by the video provider so that session audio lives in as few places as possible. Your use of the video provider is also subject to that provider’s own privacy policy.
We share information only as needed to run the service:
We do not share student or health information with third parties for their own purposes.
We keep information only as long as it serves a purpose, and we minimize how long we hold the most sensitive data. Retention varies by the type of information:
When records are deleted — at the Organization’s direction, on request, or when a retention period ends — the associated audio, transcripts, documents, and uploaded files are deleted with them.
We protect information with layered technical and organizational safeguards, including:
We review and update these safeguards as the product and the security landscape evolve.
Because the Organization controls the student and health records in IEPioneer, requests to access, correct, or delete those records are handled by the Organization, and we assist the Organization in responding. Staff users may update their own account information or contact us for help. Depending on where you live, you may have additional rights under applicable privacy laws; contact us and we will route the request appropriately.
IEPioneer is a tool for educational organizations and their staff; it is not directed to children and children do not create accounts. Student information is entered by the Organization in the course of providing special-education services, under the Organization’s authority and applicable law.
We may update this policy to reflect changes in the service or the law. Material changes will be posted here with an updated effective date.
Questions about this policy or our data practices can be sent to privacy@iepioneer.com. For security matters, contact security@iepioneer.com.
