Privacy Policy | Enroll Ops AI

1. Introduction

Enroll Ops AI (“we,” “us,” or “our”) is committed to protecting the privacy and security of the information we collect from our users. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you use our AI-driven enrollment operations platform (“Platform”). We are fully committed to compliance with the Family Educational Rights and Privacy Act (FERPA) and all applicable data protection regulations.

2. Information We Collect

2.1 Account Information

Name, institutional email address, role, and institution affiliation provided during account creation.

2.2 Student Education Records (FERPA-Protected)

When uploaded or entered by authorized institutional users, student records including enrollment data, grades, financial aid information, and academic progress. These records are classified as education records under FERPA and receive the highest level of protection.

2.3 Usage & Analytics Data

Log data, browser type, pages viewed, and feature usage patterns to improve platform performance.

3. FERPA Compliance

Enroll Ops AI operates as a “school official” under FERPA with a legitimate educational interest in student records. We implement the following safeguards:

Role-based access controls (RBAC) enforced at the server level to ensure users only access data permitted by their institutional role
Complete audit logging of all data access, modifications, and deletions
Field-level data classification (public, internal, confidential, FERPA-protected) with appropriate masking
Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
Tenant isolation ensuring data from one institution cannot be accessed by another
Directory information opt-out support for students

4. How We Use Information

Provide, operate, and maintain the Platform
Power AI features such as lead scoring, risk assessment, and outreach optimization
Generate institutional analytics and reports
Improve platform functionality and user experience
Communicate important updates and security notices

We do not sell personal information or student records to third parties. We do not use FERPA-protected data for advertising or marketing purposes.

5. Data Sharing & Disclosure

With authorized users within the same institution, subject to RBAC controls
With infrastructure providers who process data on our behalf under strict data processing agreements
When required by law, regulation, or valid legal process
To protect the security and integrity of the Platform

6. Data Retention & Deletion

We retain data for as long as necessary to provide the Platform services and comply with legal obligations. Institutions may request deletion of their data at any time. Upon termination of a subscription, institutional data is securely deleted within 90 days, with audit logs retained as required by applicable regulations.

7. Security Measures

We implement industry-standard security measures including encryption in transit and at rest, role-based access controls, comprehensive audit logging, rate limiting, input sanitization, and security headers (HSTS, CSP, X-Content-Type-Options). We conduct regular security assessments to identify and remediate vulnerabilities.

8. Your Rights

Depending on your jurisdiction, you may have the right to access, correct, or delete your personal information. Students should contact their institution to exercise rights under FERPA. Platform users may request data access or deletion by contacting us at the address below.

9. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at [email protected].