Privacy Policy

Version 2026-08-05 · AcademeX.AI learning platform

In short: you create your own account and enter your own details — nothing about you is stored without your action. We store your account, your academic work and grades, and, during proctored exams, integrity signals. Your data is used only to run your courses. It is visible to you, your instructors, and platform administrators, and is processed by the infrastructure and AI providers the platform runs on. It is never sold and never used for advertising. Your institution and instructors decide what is collected in their courses and how it is used; AcademeX provides the platform that carries it out.

1. Who we are & what this policy covers

AcademeX.AI (“AcademeX,” “the platform,” “we”) is an AI-native learning platform used by universities to deliver courses, quizzes, exams, and grades. This policy explains what personal data the platform handles, how it is used, who it is shared with, and the choices you have. It applies to students, instructors, and administrators. It does not cover your university’s own systems or third-party sites we link to. Where your institution or instructor decides what to collect and how to use it within their courses, they act as the controller of that data and AcademeX acts on their behalf (see section 12).

2. Information we collect

2.1 Account & identity

Your name (English and, optionally, Arabic), your email address, and your password — stored by Firebase Authentication in hashed form, so we never see it.
Your AcademeX ID (e.g. AX-7K3F9Q), and, where your university provides them, your university Student ID, institution, and account type. Whether your email has been verified.
The date and version of the Privacy Policy and Terms of Service you accepted at signup.

2.2 Your academic work & submissions

The full content of your answers — including the complete typed text of short-answer responses and the complete source code of coding answers — your Code-Lab drafts (saved as you type), and your lab-step answers, program output, and entered values.
A per-question review record that pairs your answer with the correct answer and the marks awarded.
Files you or your instructor upload that relate to your work, such as scanned exam papers (see 2.6).

2.3 Grades & evaluation

Your grades, bonuses, and grade adjustments, and whether each is published.
AI-generated scores and written feedback where your instructor enables AI-assisted evaluation (for example, on lab steps and on scanned exam papers).
An audit trail of grade changes (what changed, by whom, and when), your enrollment status history (including free-text reasons for actions such as withdrawal or denial), and any warning tags recorded on your enrollment.

2.4 Activity & engagement

Reading and course progress — which lesson sections you have visited, quiz-completion state, and your last position for resuming — timestamped and synced across your devices.
Live game / quiz play — your answers, score, and how quickly you responded, which may convert into gradebook bonuses.

2.5 Exam-integrity (proctoring) signals

During proctored live exams the platform records integrity events, stored with a timestamp and kept for review. These include: switching tabs or losing window focus; exiting or refusing full-screen; attempts to open developer tools; copy, paste, cut, right-click, drag, or print actions; using PrintScreen, in-browser screen capture, or the system snipping/recording shortcuts; and detection of multiple monitors. The platform also records a device fingerprint — a one-way hash of properties such as your browser user-agent, screen size, colour depth, language, platform, CPU core count, device memory, and timezone — which is stored with your submission to prevent one exam being resumed from another device. During the exam your screen shows an on-screen watermark of your email, session, and the time, so any screenshot can be traced. A similar paste-suspicion signal may be recorded on ordinary graded Code-Lab work. These signals are recorded only in connection with the relevant assessment. The platform does not capture your webcam or screen video.

2.6 Uploaded exam papers

Where exams are on paper, scanned answer scripts (PDF/image) are stored in the platform’s file storage. These files carry metadata including your email and your account identifier and feed AI-assisted grading.

2.7 AI processing logs

When an AI feature runs, the platform logs the request and response for cost tracking, quality, and abuse monitoring. For grading, these logs can include the answer-key text, the AI’s transcription of your answers, the marks and feedback, and the email of the account that ran the grading. If you use the AI course tutor, the logs include your questions, the lesson text they referred to, and the tutor’s answers. AI logs are readable only by platform administrators. The prompt and response text is deleted after a limited period (currently 90 days). A shorter metering record — the account, time, model, token counts and cost — is kept longer as the evidence behind billing, so a charge can still be explained or disputed after the text itself is gone.

2.8 Technical & usage data

Basic information your browser sends (such as device and browser type and IP address), and data saved on your own device to make the platform work (see Cookies & local storage). Loading our pages also sends your IP address and browser type to the content-delivery networks that serve fonts and code libraries (see section 6). We do not use advertising or cross-site tracking.

2.9 AI billing records

If your AI usage is charged for, we keep a billing record: your running usage cost, the amount charged to you, any AI credits you have bought and your remaining balance, payments an administrator has recorded against your account, and whether another account — such as your instructor or department — is paying on your behalf. Where usage is sponsored, the sponsoring account can see the amount attributable to the students it pays for, but not their prompts, questions or answers. You can see your own billing record; otherwise it is readable only by platform administrators. We keep it while your account is active and for up to 24 months after a charge is settled, or longer where accounting or legal obligations require it. AcademeX.AI does not collect or store card or bank details — payments are arranged outside the platform and only recorded here.

2.10 Lecture recordings (instructor voice)

When an instructor records a lecture in the presentation mode, we store the instructor’s microphone audio and a log of presentation actions — slide timing, on-slide annotations and pointer movement, and code-runner activity (code typed and run output shown during the lecture). Recording is started explicitly by the instructor. Recordings are attached to the course content and are publicly accessible, like the chapter they belong to. The instructor may optionally have the audio converted to a uniform platform voice, or transcribed for captions and a transcript, by the third-party speech services described in section 6; the original audio is retained alongside any converted version. Course staff can delete a recording at any time. Student voices are not intentionally recorded — instructors are expected to use a personal microphone, though ambient classroom sound may be captured incidentally.

2.11 Access-control records

Administrators can enable or disable individual platform features for user groups (students, instructors) or for individual accounts. We keep a record of these decisions and their effects: when an administrator changes who may use a feature (which administrator, which feature, which group or account, the old and new setting, and the time), and when a signed-in account is turned away from a feature that has been disabled for it (the account, its role, the feature, the page address, and the time — recorded at most once per feature per browsing session). These records exist so access decisions are accountable and disputes can be resolved; they are readable only by platform administrators and are never used for advertising or shared with third parties.

3. How we use your information

Managing enrollment in courses and sections, including instructor approval of join requests (your name and email are shown to the instructor so they can recognize you).
Recording, evaluating, and showing your grades to you and your instructors, including AI-assisted evaluation your instructor configures.
Delivering course content and tracking your progress through it.
Maintaining academic integrity during live exams.
Operating, securing, monitoring, and improving the platform, and responding to support requests.

4. Cookies & local storage

AcademeX.AI uses only first-party storage necessary to run the service — there are no advertising or cross-site tracking cookies:

Sign-in session: Firebase Authentication keeps you signed in on your device.
Local storage: small items in your browser — such as your reading/course progress, a cached copy of your role (academex_role_…), and your AI course-tutor chat transcripts (kept only on your device and removed at sign-out) — so pages load correctly and remember where you were. You can clear these from your browser settings.

Loading our pages also makes functional requests to third-party content-delivery networks (section 6), which necessarily receive your IP address.

5. Who can see your data

You — your own grades, submissions, and progress.
Your instructors — the roster, grades, submissions, and integrity events for the sections they teach.
Platform administrators — for support, migrations, and monitoring.

6. Service providers & third parties

Your data is never sold and never shared for advertising. It is shared only with the providers that make the platform work, acting on our or your institution’s behalf:

Google Firebase — authentication, database, and file storage.
Vercel — hosting of the site and its serverless functions (through which requests pass).
AI provider(s) configured by your institution — one or more of Google Gemini, Anthropic, or OpenAI. Depending on the feature, the provider receives the relevant content: for grading, this includes images of scanned answer pages, the answer key, and course details; for matching a paper to a student, a class list of names and emails; for AI-assisted content generation, the instructor material involved; and if you chat with the AI course tutor, your questions, any lesson text you select, and recent messages of that conversation. We ask providers not to train on this content; whether that holds depends on the provider’s API terms for the account in use. Your institution may instead run a self-hosted model (keeping data on its own server) or use a manual path where a staff member supplies the AI themselves. The tutor also offers a “my own AI” option: the platform only prepares a prompt for you to copy — anything you then paste into an outside AI service is governed by that service’s own terms, not ours.
Speech services for recorded lectures — when an instructor uses the optional voice tools on a lecture recording (section 2.10), the recording’s audio is sent to ElevenLabs (conversion to the uniform platform voice) and/or to the configured transcription provider — OpenAI (Whisper) or ElevenLabs (Scribe) — to produce captions and a transcript. Both are initiated by the instructor per recording; the audio processed is the instructor’s voice, not student submissions.
External code-execution service — when you run or submit code, your source code is sent to a third-party compiler/runner (Wandbox, and as a fallback a Piston service) to compile and run it.
Content-delivery networks — Google Fonts, Google’s SDK CDN, and Cloudflare serve fonts and code libraries and receive your IP address and browser type when pages load.

We may also disclose data where required by law or to protect the rights and safety of users.

7. International data transfers

Our providers may process and store data on servers outside your country (for example, in the United States or Europe). Where that happens, the transfer relies on the providers’ own safeguards and applicable data-protection terms. By using the platform you understand that your data may be processed in these locations.

8. How long we keep your data

We keep your account and academic records while your account is active and for as long as your institution needs them to meet its academic record-keeping obligations. Uploaded exam papers, integrity signals, and AI logs are kept only as long as needed for their purpose and then deleted. Because your email is copied onto related records (such as enrollments, grades, and submissions) so the platform can function, full erasure may take time and may be limited by records your institution is required to retain. On a valid removal request (section 9), data is deleted subject to those obligations.

9. Your rights & choices

You may cancel a pending course join request at any time before it is approved.
You may ask your instructor or a platform administrator to access, correct, or delete your account and associated personal data. Deletion is handled through the platform’s account-removal tool and is subject to your institution’s record-keeping obligations for academic results.
You can clear locally stored data from your browser at any time.

10. How we protect your data

Passwords are hashed by Firebase Authentication and never visible to us. Access is restricted by server-side security rules so students, instructors, and administrators reach only the records they are entitled to, and administrator access is limited to support and operations. No system can be guaranteed perfectly secure, but we work to protect your information using industry-standard measures.

11. Children & minors

AcademeX.AI is intended for university students and staff and is not directed at children. If you are below the age of digital consent in your country, please use the platform only with the involvement of your institution or a parent or guardian. If you believe a minor has provided personal data without appropriate consent, contact us and we will address it.

12. Roles & responsibilities

Your institution and instructors decide which courses, assessments, and AI features to use, what data those collect, and how grades and records are handled — for that data they are the controller. AcademeX provides the platform and processes data on their instructions and to operate and secure the service. Requests about how your academic data is used in a specific course are best directed to your instructor or institution; requests about the platform itself can come to us.

13. Changes to this policy

If this policy changes materially, the version date at the top changes and you may be asked to accept the new version at your next sign-in. The version you accepted is stored with your account.

14. Contact

Questions about this policy or a request about your data? Contact your instructor or a platform administrator, or email hamdi.altahery@gmail.com. See also our Terms of Service.

AcademeX.AI — the AI-native learning platform for universities.