Effective date: July 1, 2026
K12PD provides AI coaching support to K-12 school districts and educators. Our website is https://k12pd.com and our coaching products are delivered at https://coach.k12pd.com.
K12PD is operated by Teachers’ Professional Advancement Institute, LLC / TPAI LLC, a Minnesota limited liability company. Contracts, invoices, and this policy are issued by that entity.
For any question about this policy or the data we hold, contact us at [privacy@k12pd.com].
This policy covers both our website and the Coach in Residence coaching products. Districts under a separate service agreement or data privacy agreement should read this policy alongside that agreement. Where the agreement is more specific or more protective, the agreement controls.
This section covers the coaching products used by educators: the Structured Literacy Coach, the Action Plan Coach, and the Paraprofessional Coach.
Coach in Residence is used by licensed educators and paraprofessionals. It is not student-facing. Students do not have accounts and do not interact with the coaches.
Coach in Residence is not designed to collect, and does not ask for, student personally identifiable information. The coaches are built to support an educator’s thinking about instruction, and they do not request student names, identification numbers, or other identifying details.
Because educators type freely into a chat interface, we cannot technically prevent someone from entering information we did not ask for. We instruct educators not to enter student personally identifiable information, and the coaches are designed to work without it. Anything an educator does type into a conversation is subject to the deletion schedule below.
We do not maintain student records, student profiles, or student-level data of any kind. We do not receive student data from district systems, and Coach in Residence does not connect to a district’s student information system.
When a district signs in through Google or Microsoft (the district door): we receive your name, your email address, and your email domain from your district’s identity provider. We use the domain to confirm your district has an active agreement and to determine which coaches you may use. We do not receive or store your password.
When you sign in with an access code (the demo and trial door): we record that the code was used, and the school or district name associated with that code. Codes are issued for demonstrations and time-limited trials.
When you use a coach: we process the messages you send and the coach’s responses in order to deliver the coaching. We also record a small, content-free usage record for each coaching session. That record contains the date and time, which coach was used, your district or access code, your school or district name, and an internal account reference. It contains nothing about what was discussed.
We use it to deliver the coaching, to confirm your access, to keep the service secure and available, to enforce usage limits that protect against abuse and misuse, to understand how much a district is using the service, and to support billing and renewal conversations with your district.
We do not sell your data. We do not share it for anyone’s marketing. We do not use your conversations to train artificial intelligence models, and our AI provider does not train on them either.
Conversation content is deleted within 7 days. An automated job runs on a schedule and permanently deletes coaching conversations and their messages from our database after that window. This is a hard deletion, not an archive. We keep conversation content for this short window so that we can investigate a technical problem or a safety concern if one is reported.
Content-free usage records are retained. The session records described above contain no conversation content. We keep them to operate the service, enforce usage limits, report usage to your district, and support renewals.
Account and access information is retained for the life of your district’s agreement, and afterward as needed for reasonable business records.
Access to conversation content is limited to K12PD staff, and only when it is needed to resolve a technical problem or a safety concern. We do not read conversations for marketing, evaluation of individual educators, or any other purpose. We do not report an individual educator’s conversations, or an individual educator’s usage, to district leadership. Usage reporting to districts is at the district level.
Within the 7-day window, we can technically access conversation content for the limited purposes above. After deletion, it is gone and cannot be retrieved by us, by your district, or by you.
We share data only with providers that help us operate the service, and only as needed for them to perform it.
We require these providers to handle data only as needed to perform their service.
Your district decides who has access to Coach in Residence and which coaches they may use. Decisions about students, instruction, identification, intervention, and special education remain with your district’s staff. Coach in Residence supports an educator’s thinking; it does not make determinations about children, and it does not write legally required documentation on your district’s behalf.
When you submit an inquiry or contact form, we collect what you enter, which may include your name, email address, school or district, your role, and your message. We use it to respond to you and to follow up about the products and services you asked about.
We also collect the IP address and browser user agent string when a form is submitted, which helps us detect and block spam.
When you visit the site, our hosting provider records standard server log data, including IP address, browser type, and pages viewed. This supports site security and performance.
We use it to respond to you, to send information you requested, and to keep records of our communications. We do not sell your personal data. We do not share it with third parties for their own marketing.
The website uses a small number of cookies. WordPress may set functional cookies needed for the site to work. If you visit as a logged-in administrator, additional cookies store login and display settings. Those apply only to site staff, not to general visitors.
We use Google Analytics to understand how visitors use the site. This service may collect information such as IP address, pages viewed, time on page, and general location. See the provider’s privacy policy for how it handles that data.
Pages may include embedded content such as videos. Embedded content from other websites behaves as if you had visited that website directly. Those websites may collect data about you, set cookies, embed third-party tracking, and monitor your interaction with that content.
We retain form submissions and related correspondence for as long as needed to respond to you and to keep reasonable business records. We delete or anonymize it when it is no longer needed, unless we are required to keep it for legal or security reasons.
You can request a copy of the personal data we hold about you, and you can ask us to correct or erase it. This does not include data we are required to keep for administrative, legal, or security reasons, and it does not include conversation content that has already been deleted on the 7-day schedule.
If you use Coach in Residence through your district, your district’s agreement with us may also govern how these requests are handled, and we may direct your request through your district.
To make a request, contact us.
We protect access to the service with district sign-in through your identity provider or with issued access codes. Access to each coach is checked on every request against what your district has purchased. We apply usage limits that protect against automated abuse. Data is held with established infrastructure providers.
No system is perfectly secure. If we become aware of a breach affecting your data, we will notify affected districts consistent with our agreements and applicable law.
We may update this policy from time to time. We will post the revised version on this page with a new effective date. For material changes affecting districts under agreement, we will notify the district contact.
For any privacy questions or requests, use the contact form on our website.