Security & Student Privacy | Mind Circuit™

What we collect

Mind Circuit is used by teachers. Everything it holds describes a teacher, a classroom, or the class as a whole.

Data Mind Circuit collects, and why
Teacher account	Name, email address and a password stored only as a one-way hash. Optional profile details the teacher chooses to add.
Classroom	The school, a classroom name the teacher types (for example “Room 12”) and a grade band, so activities suit the age being taught.
Activities run	Which reset the class did and when, and what the teacher recorded afterwards about the class as a whole: whether it was completed, how useful it was (1 to 5), how quickly the class got back to work, and whether the class needed extra support.
Teacher check-ins	The teacher’s own optional mood check-ins. These describe the teacher, not students.
School and district staff	For administrators: name, email, role, and the invitations, approvals and setting changes they make, kept as an audit trail.

What we never collect

Student names
Student email addresses
Student photos
Student accounts
Grades
Attendance
Assessments
Behaviour or discipline records
IEP or 504 records
Health or counselling records
Anything that identifies a child

Two safeguards in the product enforce this. Clever sign-in is refused for student records, and anyone under 13 is refused at sign-up.

How it is protected

Every connection to Mind Circuit is encrypted in transit (HTTPS).
Stored data is encrypted at rest, in the database and in file storage.
Passwords are stored only as one-way hashes. Card numbers go straight to Square and never reach our servers, logs or database.
Every request is checked against a live sign-in session. Sign-in, one-time codes and sign-up are rate-limited to stop password guessing.
Analytics run only on our public pages. Nothing inside the signed-in classroom app is tracked or recorded.
Changes to district settings, invitations, approvals and licences are written to an audit log with who made them and when.
Access to production systems is limited to the staff who run the service.
Data is hosted in the United States on Amazon Web Services.

Who can see what

Each role sees the ring it stands in, and nothing wider.

Teacher: Their own classrooms, activity history and Class Insights.
School administrator: Usage and engagement figures for their own school, and the teachers on its plan.
District administrator: The same figures across their district’s schools, plus requests, invitations and the activity log.
Mind Circuit staff: Only what is needed to run and support the service. Access to analytics and to sales conversations is granted person by person.

Weekly adoption figures that cover several schools leave out any week with fewer than five active teachers, so no individual teacher can be picked out.

District and school rights

Ownership. Data created under a school or district agreement belongs to that school or district. We process it only on its instructions and only to provide Mind Circuit.
Access. Administrators see their figures in the school dashboard and District Hub at any time.
Export. On written request from an authorised administrator, we provide a copy of the school’s or district’s data.
Deletion. When an agreement ends, or at any time on written request, we delete the school’s or district’s data and confirm in writing once it is done.
Parents and students. Requests about a student go through the school, which holds the record. We help the school answer them.
Agreements. We sign district data privacy agreements, including the Student Data Privacy Consortium’s National Data Privacy Agreement and state addenda.

How long we keep data

Active accounts and their classroom history are kept while the account is open, so Class Insights can show trends across terms. A deleted account is closed straight away, and we permanently erase everything in it within 60 days of a request from the teacher, their school or their district. A district’s data is deleted at the end of its agreement on written request, with written confirmation. Public-site analytics follow the retention set in Google Analytics and Microsoft Clarity. The rest, drawn to scale:

Deleted account, on requesterased within 60 days of the request
60 days
Chat assistant conversationsafter the last message
24 months
Payment recordsno card numbers; kept as tax law requires
As the law requires

Service providers

Each provider does one job and receives only what that job needs: Amazon Web Services, Square, SendGrid, Anthropic, Google, Twilio, Apple, Microsoft Clarity and Clever. The map in our Privacy Policy shows exactly what each one receives.

AI in Mind Circuit

The classroom app does not send anything to an AI model.

AI is used only by the chat assistant on our public pages and WhatsApp number, which answers questions about Mind Circuit and books demos. Its conversations are kept for 24 months, and it asks people not to share student information.

If something goes wrong

If we confirm that personal information has been exposed, we notify the affected schools and districts within 72 hours, and keep them updated until it is resolved.

Hour 0We confirm that personal information was exposed.
Within 72 hoursEvery affected school and district is told.
In that noticeWhat happened, what data was involved, what we did, and what you may need to do.
Until resolvedWe keep you updated as we learn more and close it out.

Reporting a security concern

Write to erin@mindcircuitapp.org. Please include enough detail for us to reproduce what you found. We will acknowledge every report.

See also our Accessibility Statement and Terms of Service.