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Privacy Policy

Last updated: June 7, 2026

Introduction

This Privacy Policy describes how Ezergrade ("we," "us," or "our") collects, uses, stores, and protects information when you use the Ezergrade platform and related services (the "Service"), accessible at https://ezergrade.com.

Ezergrade is a spelling assessment platform that handles the entire assessment workflow — from word list creation and test delivery to automated grading and unified record keeping. Teachers create or upload a word list once, then deliver it as a live synchronized classroom test, a self-paced supervised test, a homework assignment, or a paper-based test. Every mode feeds the same grade record. The Service is designed for teachers, homeschool families, co-ops, microschools, tutors, and private schools in the United States and other locations where the Service is made available.

We are committed to protecting the privacy of all users, with particular care given to student data. Students never create accounts, never provide email addresses, and are not tracked across websites or for advertising purposes. Ezergrade maintains student assessment records only within the teacher's class or school account so teachers can view results over time.

We collect and use information as described in this Privacy Policy and in accordance with the legal bases that apply in your jurisdiction. If you are located in the European Economic Area (EEA), United Kingdom, Australia, Canada, or another jurisdiction with specific privacy requirements, please see the International Users section below for information about your additional rights.

Definitions

  • Teacher — A registered user who creates word lists, administers tests, manages classes, and views student results.
  • Student — An individual who joins a test session to complete a spelling assessment. Students do not create accounts.
  • Personal Data — Any information that relates to an identified or identifiable individual.
  • Usage Data — Data collected automatically through use of the Service, such as IP address, browser type, and pages visited.
  • Google User Data — Data obtained through Google API Services, including information accessed via Google Classroom integration.

How Ezergrade Works

Understanding how the Service works is important context for this policy:

  1. A teacher creates or uploads a word list, uses the Free Word Generator (select grade level, word count, and filters from structured options), or uses the AI Word Generator (describe what they need in plain language and AI interprets the request). The Free Word Generator queries Ezergrade's curated word database at no cost. The AI Word Generator uses credits.
  2. The teacher assigns the test to a class and selects a delivery mode — Class Test (live synchronized), Self-Paced (student-controlled, teacher-monitored), Homework (unsupervised, deadline-based), or Paper (teacher-led audio, no student devices).
  3. Students join a test session using a class code and their name and student number. No account creation, email, or login is required.
  4. Students hear each word via audio playback and type their answer (or write it on paper in Paper Mode). Ezergrade's Honest Input™ feature disables autocorrect and spellcheck during digital assessments.
  5. Ezergrade grades the responses automatically — exact match for digital modes, OCR with teacher review for paper scans.
  6. Results are stored in a unified grade record regardless of which delivery mode was used. Teachers can view results, export to CSV, and optionally sync grades to Google Classroom.

Data We Collect

Teacher Data

When a teacher registers for and uses the Service, we collect:

  • Email address — for account creation, authentication, and service communications
  • Name — as provided during registration
  • Role — teacher, homeschool parent, tutor, or administrator (as selected during registration)
  • Password — stored in hashed form; we never store or have access to plaintext passwords
  • Word lists and test content — created, uploaded, or generated by the teacher
  • Class and roster information — class names, student assignments, and group organization
  • Usage Data — IP address, browser type and version, device type, pages visited, time and date of visits, and session duration
  • Billing information — payment status, subscription plan, invoices, and limited payment-related information processed through our payment provider; we do not store full payment card numbers

Student Data

We collect the minimum student data necessary to deliver assessments and report results:

  • First name and last name — entered by the teacher or by the student when joining a session
  • Student number — a teacher-assigned identifier (not a government ID, Social Security Number, or school district ID)
  • Grade level — optionally assigned by the teacher
  • Class and group membership — as organized by the teacher
  • Test responses — the student's typed answers to each test word
  • Test results — per-word correct/incorrect status, overall score, and completion status
  • Session metadata — test mode used, completion time, and submission status
  • Integrity log data (Class Test and Self-Paced modes only) — timestamps of fullscreen exits, focus loss events, and window dimension changes during a supervised test session
  • Usage Data — IP address, browser type, device type, and session timing

What We Do NOT Collect from Students

  • Email addresses
  • Passwords or login credentials
  • Dates of birth
  • Physical addresses or precise geolocation
  • Phone numbers
  • Photos, videos, or biometric data
  • Social Security Numbers or government-issued identifiers
  • Behavioral profiles or advertising identifiers

Use of Artificial Intelligence

Ezergrade uses AI in specific, optional features only. The core digital assessment workflow — test delivery, audio playback, exact-match grading, and grade record storage — does not use AI at any point. We believe transparency about AI usage is essential, particularly in educational technology.

Where AI Is Used

  • AI Word Generator (credit-based) — When a teacher types a natural language description of what they need (e.g., "Latin root words that connect to our history unit"), AI interprets the description and returns a matching word list with context sentences. Credits are consumed per generation. For teacher-facing AI features, AI receives only teacher-provided content, such as prompts, uploaded list files, or platform questions. These requests do not include student names, student numbers, class rosters, grades, or other direct student identifiers.
  • AI context sentences (credit-based, included with AI Word Generator) — Example sentences accompanying an AI Word Generator request are generated by AI as part of the same operation.
  • File import parsing (credit-based) — When a teacher uploads a file (PDF, Word document, or other format) to create a word list, AI extracts and structures the word list content. These requests contain only the uploaded file content and do not include student names, student numbers, class rosters, grades, or other direct student identifiers.
  • Student spelling feedback (credit-based, teacher opt-in) — When a teacher enables AI feedback for a test, students who misspell a word receive a brief pedagogical explanation of the spelling rule they missed. Disabled by default. See the Student Spelling Feedback section below for full details.
  • Paper scan grading / AI-powered OCR (scan-credit-based) — Ezergrade uses AI-powered OCR to read handwritten student answers from scanned paper tests. The extracted text is compared against the teacher's word list; uncertain handwriting is flagged for teacher review. Paper scan grading uses scan credits, not AI credits. See the Paper Scan Grading and AI-Powered OCR section below.
  • Platform support / Chat with Ezer (free) — An AI-powered assistant helps teachers with platform questions and navigation. Free for all users. Operates only on the teacher's typed questions and does not access student data.

Where AI Is NOT Used

  • Free Word Generator — The standard word generator uses structured form inputs (grade level, word count, phonics pattern, difficulty, subject area) to query Ezergrade's curated word database directly. No AI is involved. No credits required.
  • Free context sentences — Example sentences generated alongside the Free Word Generator are drawn from the curated database. No AI is involved.
  • Digital test grading — Grading is an exact string match. The student either spelled the word correctly or they did not. No AI judgment is involved at any point.
  • Structural spelling feedback — Basic feedback describing the type of error (transposition, omission, insertion, substitution) is computed locally using character-level comparison. No AI, no external calls, no credits required.
  • Test delivery, audio playback, integrity monitoring, and grade record storage — None of these core features involve AI.
  • AI is never used for behavioral profiling, predictive analytics, or advertising.
  • AI feedback is never active by default. Teachers must explicitly enable it and use credits on a per-test basis.

Student Spelling Feedback

Ezergrade offers two levels of feedback on incorrect answers:

  • Structural feedback (always available, free, no AI) — Every student receives basic feedback describing what type of error they made (e.g., "you swapped two letters" or "you dropped a letter"). Computed locally. No data leaves our servers.
  • AI pedagogical feedback (optional, credit-based) — When a teacher enables this feature, incorrect answers are sent to a third-party AI service to generate a brief explanation of the spelling rule the student missed (e.g., "Remember: i before e, except after c"). The only data sent to the AI service is the correct word and the student's misspelled answer. No student name, student number, class information, or any other identifying data is ever included in the AI request.

Teachers control whether AI feedback is active on a per-test basis and can disable it directly from the test settings. Parents or students may contact the teacher or support@ezergrade.com with concerns about AI feedback. Where required or appropriate, we will work with the teacher or school to ensure AI feedback is turned off for a specific student.

Paper Scan Grading and AI-Powered OCR

When a teacher uses Paper Mode and uploads scanned answer sheets, Ezergrade uses AI-powered Optical Character Recognition (OCR) to read handwritten student answers.

  • What is sent to OCR: The scanned image of the student's answer sheet is transmitted to Google Cloud Vision for text extraction. The image contains the student's handwritten answers. It does not include the student's name, student number, or other identifying information unless the teacher has written those on the physical paper.
  • Teacher responsibility: Teachers are responsible for ensuring that answer sheets submitted for scanning do not contain unnecessary student identifying information. We recommend using answer sheets that show only a student number, not a full name.
  • What the OCR provider does: Google Cloud Vision uses machine learning / computer vision technology to process the image and return extracted text. Google may process and retain data or metadata only as described in its Google Cloud terms and data usage documentation.
  • What Ezergrade does with the result: Ezergrade compares the extracted text against the test word list. Confident matches may be graded automatically, and uncertain handwriting or low-confidence matches are flagged for teacher review.
  • No subjective AI grading: Ezergrade does not use AI to make subjective judgments about student performance. Paper scan grading is limited to reading handwritten answers, comparing them to the teacher's word list, and flagging uncertain cases for teacher review.
  • Pricing: Paper scan grading uses scan credits and may be charged separately as described on our pricing page or in your account settings. Scan credits are separate from AI credits.

AI Service Providers

When AI features are used, data may be processed by third-party AI services (such as Anthropic or OpenAI).

For teacher-facing AI features (AI Word Generator, context sentences, file import, Chat with Ezer), requests contain only teacher-provided content such as prompts, uploaded list files, or platform questions. These requests do not include student names, student numbers, class rosters, grades, or other direct student identifiers.

For optional AI spelling feedback, the request contains only the target word and the student's misspelled answer. It does not include the student's name, student number, class, teacher, grade, score, or account information.

We select AI providers that state they do not use API-submitted customer data to train their models, and we configure available settings to prevent training where applicable.

Google Classroom Integration

Ezergrade offers optional integration with Google Classroom to help teachers import class rosters and, in future updates, sync grades back to Google Classroom.

Google User Data We Access

When a teacher authorizes Google Classroom integration, we request access to:

  • Google Classroom rosters — student names and class membership, used to import students into Ezergrade
  • Google Classroom course information — course names and identifiers, used to match Ezergrade classes
  • Grade passback (future) — we will write grade data back to Google Classroom on the teacher's behalf

How We Use Google User Data

Google User Data is used solely to provide and improve the Ezergrade Service. Specifically:

  • Roster data is used only to populate the teacher's student list within Ezergrade, reducing manual data entry.
  • Course data is used only to help teachers organize their Ezergrade classes to match their Google Classroom structure.
  • Grade data (when available) is written back to Google Classroom only at the teacher's explicit direction.

How We Do NOT Use Google User Data

We do not use Google User Data for:

  • Advertising, ad targeting, or ad profiling
  • Selling, renting, or sharing with third parties for their independent use
  • Training machine learning or AI models
  • Any purpose unrelated to providing or improving the Ezergrade Service

Google User Data Storage and Retention

Google Classroom roster data imported into Ezergrade is stored as part of the teacher's class and student records within our database. This data is subject to the same retention, security, and deletion policies described elsewhere in this Privacy Policy.

We do not store Google OAuth refresh tokens longer than necessary to maintain the authorized connection. Teachers can revoke Ezergrade's access to their Google account at any time through their Google Account permissions settings.

Compliance with Google API Services User Data Policy

Our use of Google user data complies with the Google API Services User Data Policy, including the Limited Use requirements.

How We Use Collected Data

Teacher Data

  • To create and maintain teacher accounts
  • To provide the Service, including test creation, word list generation, class management, grading, and results reporting
  • To communicate with teachers about their account, service updates, and support requests
  • To monitor and improve the security, performance, and functionality of the Service
  • To comply with legal obligations

Student Data

  • To deliver spelling assessments and display test content to students during a session
  • To grade student responses and generate results for the teacher
  • To store test results as part of the teacher's unified grade record across all delivery modes
  • To enforce assessment integrity during supervised test sessions (Class Test and Self-Paced modes)
  • To enable CSV export and optional Google Classroom grade sync for the teacher

Student data is used exclusively to provide educational assessment services. We do not use student data for advertising, profiling, or any commercial purpose beyond delivering the Service.

Data Sharing

We do not sell, rent, or trade any user's Personal Data to third parties. We do not sell or share personal information for cross-context behavioral advertising.

We may share data with the following categories of service providers, solely to operate the Service:

  • Supabase — database hosting, authentication, and real-time communication (data stored in the United States)
  • Cloudflare — hosting, content delivery, and security (global edge network)
  • Google Cloud Vision — OCR processing for Paper Mode answer sheet scanning; receives scanned images only, not student names or identifiers (see Paper Scan and OCR section)
  • Google — only when a teacher has authorized Google Classroom integration, and only the specific data described in the Google Classroom Integration section above
  • AI service providers — for teacher-facing features (AI Word Generator, context sentences, file import, Chat with Ezer), only teacher-provided content is sent, with no student names, numbers, or direct identifiers; for optional student spelling feedback, only the target word and the student's misspelled answer are sent (see Use of Artificial Intelligence section)

We may also disclose data if required by law, regulation, legal process, or governmental request, or to protect the rights, safety, or property of Ezergrade, our users, or the public.

In the event of a merger, acquisition, or sale of assets, user data may be transferred as part of that transaction. We will provide notice before Personal Data is transferred and becomes subject to a different privacy policy.

Subprocessors

The following third-party service providers process data on our behalf to operate the Service:

  • Supabase — database hosting, authentication, real-time communication (United States)
  • Cloudflare — hosting, content delivery, security (global edge network)
  • Google Cloud Vision — OCR text extraction for Paper Mode scanning
  • Google Classroom APIs — roster import and grade passback (when authorized by teacher)
  • AI service provider (such as Anthropic or OpenAI) — AI text processing for AI Word Generator, file import, student feedback, and Chat with Ezer (current provider disclosed in account settings)

We will update this policy or our subprocessor list when additional subprocessors (such as a payment processor and email provider) are integrated into the Service.

Children's Privacy (COPPA Compliance)

Ezergrade is designed to be used by teachers and educators who administer assessments to students, including children under the age of 13.

Students do not create accounts. Students join test sessions using a class code and provide only their name and teacher-assigned student number. No email address, date of birth, or other personal identifiers are collected from students.

Teachers act as the authorized educational representatives when adding students to the platform. Under COPPA, schools and teachers can consent to the collection of limited student information on behalf of parents for educational purposes. Ezergrade uses student information only to provide the teacher-directed assessment service. The student data collected by Ezergrade is used solely to provide educational assessment services.

This Privacy Policy is intended to provide direct notice to schools, teachers, and parents of our student data practices.

We do not:

  • Collect more student information than is reasonably necessary to deliver the Service
  • Use student data for advertising or commercial purposes
  • Allow students to make their data publicly available
  • Send marketing communications to students
  • Condition a student's participation on the collection of unnecessary personal information
  • Send student identifying information to third-party AI services (the optional AI feedback feature sends only word pairs, never names or identifiers)
  • Include student names or identifiers in paper scan images sent to OCR providers (teachers are advised to use student numbers only on physical answer sheets)

Parents or guardians may contact us at support@ezergrade.com to review, request deletion of, or refuse further collection of their child's data. For students whose data is controlled by a school or teacher, we may direct parent or student requests to the relevant teacher or school and assist them in fulfilling the request.

FERPA Compliance

Ezergrade is designed to support FERPA-conscious student data practices. When used by a school or educational institution:

  • Ezergrade functions as a "school official" with a legitimate educational interest in the student data
  • Student data is used solely to provide the assessment services requested by the teacher or school
  • We do not disclose student education records to third parties without consent, except as permitted under FERPA
  • Teachers and schools retain ownership of student data and may request access, correction, or deletion at any time

For student data provided by a school, teacher, or educational organization, Ezergrade generally acts as a service provider or processor. For teacher account data, billing data, website usage data, and support communications, Ezergrade may act as a controller or business, depending on the applicable law.

Schools and organizations may request a Data Processing Addendum, Student Data Privacy Agreement, or similar agreement by contacting support@ezergrade.com.

International Users

Ezergrade serves teachers and students in the United States and internationally. If you are located outside the United States, please be aware that your data is processed and stored in the United States via our service providers (Supabase and Cloudflare). Where required by applicable law, we rely on appropriate safeguards such as Standard Contractual Clauses, Data Processing Agreements, and/or applicable adequacy mechanisms for international transfers.

We are committed to protecting your data in accordance with applicable laws in your jurisdiction, including the following:

European Economic Area and United Kingdom (GDPR / UK GDPR)

If you are located in the EEA or United Kingdom, the following applies:

Legal basis for processing. We process Personal Data on the following legal bases:

  • Contract — processing necessary to provide the Service you have registered for (teacher account management, test delivery, grading, and results storage)
  • Legitimate interests — processing necessary for security, fraud prevention, service performance, debugging, product improvement, and protecting the integrity of the Service, where those interests are not overridden by your rights and freedoms
  • Consent or user direction — for optional features such as Google Classroom integration, AI feedback, and OCR scanning, where required or appropriate; these features can be disabled or withdrawn as described in this policy
  • Legal obligation — where we are required to process data to comply with applicable law

International data transfers. Your data is transferred to the United States. We rely on the data processing agreements and security measures of our service providers (Supabase and Cloudflare), which include Standard Contractual Clauses (SCCs) or equivalent safeguards approved by relevant authorities.

Your rights under GDPR. In addition to the rights listed in the Your Rights section below, you have the right to:

  • Lodge a complaint with your local data protection authority
  • Object to processing based on legitimate interests
  • Request restriction of processing
  • Data portability — receive your data in a structured, commonly used, machine-readable format

Privacy contact. For GDPR-related inquiries, contact us at support@ezergrade.com.

Australia (Privacy Act 1988)

Where the Australian Privacy Act 1988 applies, we handle your Personal Information in accordance with the Australian Privacy Principles (APPs). You have the right to access and correct your Personal Information, and to make a complaint about our handling of your information. Complaints can be directed to support@ezergrade.com and, if unresolved, to the Office of the Australian Information Commissioner (OAIC).

Canada (PIPEDA)

If you are located in Canada, we process your Personal Information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial legislation. You have the right to access your Personal Information, challenge its accuracy, and withdraw consent for its collection, use, or disclosure. Contact us at support@ezergrade.com to exercise these rights.

For users in Quebec, we will comply with applicable Quebec private-sector privacy requirements, including requirements related to transparency, privacy impact assessments, and cross-border transfers where applicable.

Other Jurisdictions

If you are located in another jurisdiction with specific data protection laws, we will endeavor to comply with applicable local requirements. If you have questions about how your local laws apply to your use of Ezergrade, please contact us at support@ezergrade.com.

Data Retention

  • Teacher accounts and data — retained for as long as the teacher maintains an active account. Upon account deletion, all associated data (including student records, test results, and class information) is deleted.
  • Student data — retained for as long as the teacher maintains the associated records. Teachers can delete individual students, classes, or test results at any time.
  • Usage Data — retained for up to 12 months for security monitoring and service improvement, then deleted.
  • Google User Data — retained only as long as the teacher maintains the Google Classroom connection and associated class records. Revoking Google access or deleting the class removes the imported data.
  • Paper scan images — uploaded answer sheet images are stored only for as long as the teacher needs to review uncertain answers. Once a scan session is finalised, raw scan images are deleted. Extracted text results are retained as part of the grade record subject to the same policies as other student data.
  • AI-processed data — teacher content sent to AI providers (word list descriptions, uploaded files) and student spelling feedback requests (word pairs only) are not stored by Ezergrade after the response is received. We do not retain AI request logs containing student-identifying information. Teacher-facing support conversations (Chat with Ezer) may be retained only as needed to provide support, improve the Service, or comply with legal obligations. AI-generated feedback text displayed to students is stored as part of the test result record and is subject to the same retention policies as other student data.

Upon termination of the Service or at the request of a teacher, school, or district, we will delete all associated data using industry-standard methods.

Data Security

We implement appropriate technical and organizational measures to protect user data, including:

  • Encryption in transit — all data transmitted between users and our servers is encrypted using TLS/HTTPS
  • Encryption at rest — database content is encrypted at rest by our database provider
  • Authentication — teacher accounts are protected by hashed passwords and secure session management
  • Access controls — Row Level Security (RLS) policies ensure that teachers can only access their own data; students can only access their own active test session
  • No student authentication — students join via class code without creating accounts, minimizing stored credentials and reducing attack surface
  • Infrastructure security — the Service is hosted on Cloudflare Workers and Supabase, both of which maintain their own security certifications and practices
  • Assessment integrity — supervised test modes use fullscreen enforcement, focus detection, and integrity logging to protect test validity; these features do not collect data beyond what is described in this policy

No method of electronic storage or transmission is 100% secure. While we strive to use commercially reasonable measures to protect your data, we cannot guarantee absolute security.

Data Breach Notification

In the event of a data breach involving Personal Data:

  • We will investigate promptly and take steps to contain and remediate the breach
  • We will notify affected teachers and, where applicable, schools or districts within 72 hours of confirming the breach
  • Where required by GDPR, we will notify the relevant supervisory authority within 72 hours
  • Where required by Australian law, we will notify the OAIC and affected individuals as required under the Notifiable Data Breaches scheme
  • We will provide details about the nature of the breach, the data affected, and the corrective actions taken
  • We will cooperate with affected parties to notify parents or students if necessary

Cookies and Tracking

Ezergrade uses only essential cookies necessary to operate the Service:

  • Session cookies — to maintain login state and active test sessions
  • Authentication cookies — to securely identify logged-in teachers

We do not use advertising cookies, analytics trackers, or third-party tracking pixels. We do not serve advertisements of any kind. We do not engage in cross-site tracking or behavioral profiling.

Your Rights

Depending on your jurisdiction, you may have the right to:

  • Access your Personal Data that we hold
  • Correct inaccurate or incomplete Personal Data
  • Delete your Personal Data (subject to any legal retention requirements)
  • Export your data (test results are available via CSV export)
  • Withdraw consent for optional data processing (such as Google Classroom integration, AI feedback, or OCR scanning)
  • Lodge a complaint with your local data protection authority

To exercise any of these rights, contact us at support@ezergrade.com. We will respond to requests within 30 days (or within the timeframe required by your local law).

Teachers can delete students, classes, tests, and test results directly within the Service at any time.

Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review the privacy policies of any third-party service you interact with.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make changes, we will update the "Last updated" date at the top of this page and, for material changes, notify registered teachers via email.

We encourage you to review this Privacy Policy periodically.

Contact Us

If you have any questions about this Privacy Policy, our data practices, or wish to exercise your privacy rights, please contact us:

Email: support@ezergrade.com

Website: https://ezergrade.com

For GDPR-related inquiries (EEA/UK users), please include "GDPR Request" in the subject line.

Ezergrade™ is committed to protecting user privacy and providing a safe, honest assessment environment for teachers and students.