Last Updated: May 18, 2026

Rubin Education Privacy Policy

Last Updated:May 18, 2026

Introduction

At Rubin Education (hereinafter referred to as “Rubin Education”, “we”, “us”, or “our”), we are committed to protecting your privacy. This Privacy Policy describes how we collect, use, protect, and share personal information when you use our educational software platforms and services (collectively, the “Services”).

Please carefully read this Privacy Policy so that you will fully understand how your personal information will be treated as you use the site or engage with the Services.

Please be advised, by using the site, you consent to the personal information collection and processing practices described in this Privacy Policy.

Our Services include:

1. Emerge: Digital library of communication skill activities
2. Aspire: Digital library of career exploration videos
3. Propel: Email productivity tool for Gmail and Outlook
4. Spark: Simulated, AI-powered conversation platform

This Policy applies to our website (rubineducation.com), learning platform (learning.rubineducation.com), Google Chrome extension, Outlook Add-In, and all related services.

Information We Collect

Student Information

We collect:

1. First name and last name
2. Email address (for account creation and login)
3. Usage data: login times, page views, time spent on activities, assignment submissions, and grades received

Educator Information

For all Services, we collect from educators:

1. First name, last name, and email address
2. School or district affiliation
3. Usage and activity data

Propel Tool Data

When using Propel, we temporarily process email content to provide grammar, punctuation, and professionalism guidance. All personally identifiable information (PII) including names, locations, phone numbers, email addresses, and other sensitive data is automatically anonymized before analysis and is not retained in system logs.

Technical Information

We automatically collect:

1. Device and browser information
2. IP addresses and location data
3. Cookies and session data
4. System performance and error logs

How We Use Information

We use collected information solely for educational purposes:

1. Creating and managing user accounts
2. Providing curriculum content and tools
3. Tracking educational progress and engagement
4. Improving our Services and developing new features
5. Communicating with educators about updates and new content
6. Ensuring platform security and preventing unauthorized access

We do NOT use student data for:

1. Commercial advertising or marketing
2. Creating student profiles for non-educational purposes
3. Selling or renting data to third parties

Artificial Intelligence and Automated Decision-Making

Our Services use artificial intelligence (“AI”), including generative AI models, machine learning systems, and AI-powered educational agents and assistants (“AI Tools”), to support and enhance the educational experience of students, educators, schools, and families.

Because our services are intended for use by K-12 students, including users under the age of 18, we take additional measures designed to protect children’s privacy and safety. For example, where required by applicable law, we strive to obtain consent from schools, school districts, parents, or guardians for the collection and processing of student information.

We do not knowingly sell or share personal information of children for cross-context behavioral advertising or other prohibited commercial purposes.

Our AI Tools are designed to avoid manipulative, exploitative, or harmful interactions with minors. We may implement safety guardrails, monitoring, content filtering, usage reminders, escalation protocols, and human review processes intended to protect student well-being and platform safety.

We may use AI Tools to:

• provide personalized educational content, tutoring, and instructional support;
• enable conversational interactions between students and AI agents;
• generate educational recommendations and learning pathways;
• assist with grading, feedback, and assessment support;
• improve accessibility and language support features;
• moderate content and maintain platform safety and security;
• detect misuse, fraud, harmful activity, or violations of our policies; and
• improve, develop, and maintain our products and services.

Our AI Tools are designed to support educational instruction and student engagement and are not intended to replace teachers, parents, guardians, or educational professionals.

Students and users may interact directly with AI-powered agents, chatbots, or automated systems while using the platform. When users engage with these features, they may receive responses or recommendations generated by AI rather than by a human.

AI-generated outputs may occasionally be inaccurate, incomplete, biased, or inappropriate. Users should not rely exclusively on AI-generated responses for academic, disciplinary, counseling, medical, legal, financial, or safety-related decisions.

We encourage students to seek assistance from teachers, parents, guardians, or school administrators when appropriate.

We may suspend, restrict, or review AI functionality where necessary to comply with applicable law, contractual obligations, educational requirements, or safety concerns.

Data Sharing and Disclosure

Limited Sharing

We may share information only in these circumstances:

1. With Schools: Student data is shared with the student’s school or district as authorized
2. Service Providers: With vetted third-party service providers who assist in delivering our Services, bound by strict confidentiality agreements
3. Legal Requirements: When required by law, court order, or to protect safety and security

No Commercial Sharing

We do not sell, rent, trade, or otherwise monetize student or educator personal information.

Cookies and Tracking Technologies

We use cookies and similar technologies to:

1. Maintain user sessions and login states
2. Remember user preferences and settings
3. Analyze platform usage and performance
4. Provide seamless single sign-on experiences

Types of Cookies:

1. Session Cookies: Deleted when you close your browser
2. Persistent Cookies: Stored until deleted or expired, used for login convenience and consistent user experience

Cookie Management: You can control cookies through your browser settings, though disabling cookies may limit platform functionality.

Data Security

We take reasonable steps to protect your personal information from unauthorized access, use, or disclosure. Examples of security measures we may deploy include:

1. Encryption: All data is encrypted in transit and at rest
2. Access Controls: Role-based access with multi-factor authentication
3. Password Protection: All passwords are hashed and salted, never stored in plain text
4. Staff Training: All personnel undergo background checks and regular security training
5. NIST Framework: Our security practices align with the National Institute of Standards and Technology Cybersecurity Framework Version 1.1

However, no method of data transmission over the internet or electronic storage is 100% secure, and we cannot guarantee the absolute security of your information.

Data Retention and Deletion

We retain personal information only for as long as is reasonably necessary for the purposes provided in this notice or to meet other legal, regulatory, tax or accounting requirements. In determining the period this information may be retained we consider factors such as the sensitivity of the information, whether we have automatic controls to delete the data or a technical ability to do so, and legal, contractual, or similar obligations to retain your information when establishing criteria for the retention periods. Because these factors can vary based on the information collected and your interaction with us, actual retention periods may vary significantly.

Your Rights and Choices

Access and Control

1. Schools can request access to, update, or delete student records at any time
2. Parents/guardians can request copies of their child’s data
3. Eligible students (18+ or as defined by local law) can request access to their own records

Communication Preferences

Educators can opt out of newsletters and promotional communications using unsubscribe links in emails or by contacting us directly.

Data Portability

Upon reasonable request, we can provide data in standard formats for transfer to other educational platforms.

Children’s Privacy

We are committed to protecting children’s privacy and comply with:

1. COPPA (Children’s Online Privacy Protection Act): For users under 13
2. FERPA (Family Educational Rights and Privacy Act): For educational records
3. We never knowingly collect personal information from children without proper school authorization

State Privacy Laws

California Residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act:

1. Right to know what personal information is collected
2. Right to delete personal information
3. Right to opt-out of sale (note: we never sell personal information)
4. Right to non-discrimination for exercising privacy rights

To exercise CCPA rights, contact us at (800) 975-5846 or support@rubineducation.com.

Virginia Residents (CDPA)

Virginia residents have rights under the Consumer Data Protection Act similar to CCPA rights listed above. In addition, Virginia residents have the right to appeal an adverse decision to their data rights request. Simply follow the same process for submitting a request and include “Appeal” in the title or other part of the request. If that Appeal is denied, you may contact the Virginia Attorney General’s Office at:

• Address: North Ninth Street, Richmond, Virginia 23219
• Phone: 804-786-2071
• Website: https://www.oag.state.va.us/contact-us/contact-info

International Users

Our Services are designed for U.S. educational institutions. International users should be aware that data may be transferred to and processed in the United States, which may have different privacy laws than your jurisdiction.

Third-Party Integration

Our Services may integrate with:

1. Learning Management Systems (Canvas, Schoology, Moodle, Brightspace, Blackboard)
2. Single Sign-On providers (Google, Microsoft)
3. Educational access tools (Clever, ClassLink)

These integrations are governed by the privacy policies of the respective third-party services in addition to this Policy.

Policy Updates

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. When we make material changes:

• We will update the “Last Updated” date
• We will notify schools and districts via email
• Continued use of our Services after notification constitutes acceptance of changes

Contact Information

Privacy Questions or Requests: Email: support@rubineducation.com Phone: (800) 975-5846

General Support: Email: support@rubineducation.com Phone: (800) 975-5846

Mailing Address: Rubin Education 5229 Baptist Circle Virginia Beach, VA 23464