cechat AI+ Service Privacy Policy 

Last updated: 23rd January 2025

This website (cechat.ai, cogniti.cenet.ai) and any other sites or services that link to this Privacy Policy (collectively, the “Services”) is owned and operated by CEnet (“we”, “our”, “us”). By using the Services, you agree to this Privacy Policy. The Privacy Policy relates to the collection and use of personal information you may supply to us through your use of the Services.

We reserve the right, at our discretion, to modify or remove portions of this Privacy Policy at any time. If you choose to continue your use of our Services after such a revision, you consent to be governed by the amended Privacy Policy. This Privacy Policy is in addition to any other terms and conditions applicable to the Services. We do not make any representations about third-party websites that may be linked to or from the Services.

We recognise the importance of protecting the privacy of information collected about users of our Services, in particular information that is capable of identifying an individual (“personal information”). This Privacy Policy governs the manner in which your personal information, obtained through the website, will be dealt with. This Privacy Policy will be reviewed periodically so that you are updated on any changes.

Information we collect

We may collect the following categories of personal information 

(a) directly from you (such as when you create an account, contact us, or use the Service), (b) from the device and browser that you use to access the Service, or 

(c) from cookies and similar technologies.

• Contact and account information: Such as your first and last name, email address, and role within your institution (e.g., teacher, school administrator).

• Third-party authentication: We allow users to access cechat using an account managed through certain third-party authentication platforms (e.g., Google, Microsoft, Okta Single Sign-On). 

• Content and metadata: Content and metadata of any user-generated content that you submit using the Services or to us directly (eg prompts, uploaded files pasted material etc).

• Communications: We collect communications that we exchange with you, including when you respond to us or contact us with questions, feedback, or otherwise. We may also ask users to complete surveys about our Service or other topics. If you complete a survey, we collect your survey responses. We may also send CEnet related communications as a part of the CEnet bulletin, you can unsubscribe from this at any time.

• Activity data: We may collect device data such as your computer’s or mobile device’s operating system type and version, manufacturer and model, browser type, screen resolution, device type, and general location information. Online activity data includes pages or screens you viewed, activity on a page or screen, access times, duration of access, and engagement with communications.

Cookies

We use cookies to uniquely identify your browser or store information for the purpose of helping you navigate between pages efficiently, remembering your preferences, enabling functionality, and understanding user activity and patterns. You can disable cookies in your web browser, but the Service may not operate properly if you do.

Sensitive data

You are not required to provide sensitive information in order to use our Services and encourage you very strongly not to provide sensitive data. However, in your usage of the Services, you may choose to provide sensitive information. By providing sensitive information, you consent to our use of it for the purposes set out in this Privacy Policy.

How we use your information

We use personal information for the following purposes or as otherwise described at the time of collection:

• Service delivery: Your information helps us tailor our Services to ensure maximum benefit and alignment with our Terms of Service. If you do not provide personal information to us, we may not be able to deliver our Services to you.

• Communication: Beyond Service-related messages, we may occasionally share news, tips, and updates about cechat via the CEnet bulletins or other means (you can always unsubscribe from these lists). We respect your preferences and give you control over what you receive. This sharing of information will be by the cechat community of Practice and is voluntary.

• Enhancements: Understanding user behaviour and feedback helps us refine and develop our Services.

• Security & monitoring: Continuous monitoring and upgrades are essential to protect user data from potential threats. This includes investigating and protecting against fraudulent, harmful, unauthorised, or illegal activity.

• Research & development: Your data informs research and development, aiding product development and Service improvements.

Your personal information is not used to train artificial intelligence models.

Sharing your information

• Third-party service providers: We collaborate with trusted vendors to enhance our Services. These service providers may include hosting services, cloud computing and storage services, maintenance services, security services, and customer support services. These providers may have access to some of your personal information.

• Legal obligations: Occasionally, legal or safety considerations might compel us to disclose user data. Such actions are always taken judiciously and transparently.

• Your institution: Our Services are designed to improve education in conjunction with educational institutions. The information we collect may be shared with your institution as part of the Service. For example, a teacher’s interaction with the platform may be visible to their school’s administration to support professional development or usage monitoring.

• Other users: Information collected during your use of our Services may be provided to other users in certain contexts. For example, if a teacher creates a chatbot agent within our Service, their students’ conversations with the chatbot may be visible to the teacher for educational purposes and to ensure alignment with teaching goals.

Security

We maintain reasonable technical and organisational measures to protect personal information from loss, misuse, alteration, or unintentional destruction. Whenever you give out personal information online, there is a risk that third parties may intercept and use that information. Although we seek to protect your personal information and privacy, we cannot guarantee the security of any information you disclose online. By using our Services, you acknowledge and accept that your use of our Services is ultimately at your own risk.

Children

Our Services are designed for use in K-12 educational environments. We comply with all applicable laws concerning the protection of minors. Personal information is collected only from authorised educators or school administrators, not directly from students. Any student data processed by the Services is managed with strict oversight and in compliance with applicable laws and institutional agreements.

If you believe that student information has been collected inappropriately or without proper consent, please contact us immediately.

Retention

We’ll retain your personal information for only as long as we need to provide our Services to you, or for other legitimate business purposes such as resolving disputes, safety and security reasons, or complying with our legal obligations. We retain your personal information for a period of three years after your last login to ensure you can access your previous usage for a reasonable period of time. Once this retention period has passed, we will digitally erase your personal information.

Privacy rights and choices

• Delete your account: You may request that we delete your account by contacting us via the support email cechat-support@cenet.ai .

• Personal information requests: Depending on your location and the nature of your interactions with our Services, you may request the following in relation to your personal information:

• Access to a copy of the personal information that we have collected about you.

• Correction of personal information that is inaccurate or out of date.

• Deletion of personal information that we no longer need to provide the Services or for other lawful purposes.

Limits on your privacy rights and choices: In some instances, your choices may be limited, such as where fulfilling your request would impair the rights of others, our ability to provide a Service you have requested, or our ability to comply with our legal obligations and enforce our legal rights.

Contact us

Please reach out to the team at cechat-support@cenet.ai if you have any questions or concerns about this Privacy Policy.

Update history

We want to be as transparent as possible about this Privacy Policy.

• 23 January 2025: First version for cechat.