Privacy Policy

Novastone Learning, LLC (“Novastone,” “we” or “us”) makes leadership films and learning tools for graduate programs in educational leadership. This policy explains what information we collect through novastonelearning.com (the “Service”), how we use it, and the choices you have.

The short version: we collect only what we need to run the Service for your school. We never sell personal information, never show advertising, and never use students’ work for marketing. Each student’s conversations are private to that student.

Who this policy covers

Most people use the Service because their school, university or program (an “Institution”) has licensed it. For those users, we act on the Institution’s behalf and under its direction. Where U.S. student-privacy law applies, including the Family Educational Rights and Privacy Act (FERPA), we act as a “school official” with a legitimate educational interest. We use education records only to provide the Service to the Institution. The policy also covers visitors to our public pages and people who request access or contact us.

What we collect

Account information

• Your email address, your Institution, and your role (student, faculty or coordinator).
• Faculty names, when a coordinator adds colleagues.
• The classes you create or join.
• A password, if you choose to set one. It is stored only in scrambled (hashed) form, and we can never see it.

Learning activity

• Which films you watch and how far you get.
• Your conversations with the film’s characters and with the Coach.
• Your Notebook: the summaries of those conversations, saved Coach reports, and your written reflections.

Access requests and messages

When you request pricing or access, we collect what you enter on the form: your name, work email, role, Institution, program, estimated number of students, requested start date, the faculty emails you list, and any notes. We also keep emails you send us.

Technical information

We use a small number of cookies that keep you signed in. We do not use advertising cookies or third-party analytics trackers. Our hosting provider keeps standard server logs, such as IP address, browser type and time of request, for security and troubleshooting. Films play through Vimeo with its “Do Not Track” setting turned on.

How we use it

• To sign you in and give you the films and tools your Institution has licensed.
• To run the character conversations, the Coach and the Notebook.
• To show instructors their own students’ progress, as described below.
• To email you sign-in links, invitations and replies to your requests.
• To keep the Service secure, fix problems, and improve our films and tools, using overall patterns rather than individual students’ work.

We do not sell or rent personal information, use it for advertising, or build profiles for anyone other than your Institution.

Who can see a student’s work

• The student can see all of their own conversations, Notebook and reflections.
• Their instructors can see, for students in their own classes: who has watched each film, which characters each student spoke with, Notebook summaries, and Coach reports. Instructors cannot read the full text of a conversation or a student’s reflection unless the student downloads it and hands it in.
• Other students cannot see a classmate’s work.
• Other Institutions cannot see anything about yours.
• Novastone staff see usage counts and summaries needed to support Institutions. We look at individual records only when needed to provide support, keep the Service secure, or comply with the law.

These limits are enforced by the database itself, not only by what each page displays.

The AI in the Service

The characters and the Coach are powered by an artificial-intelligence model provided by Anthropic. To generate a reply, the conversation is sent to Anthropic for processing. Under its commercial terms, Anthropic does not use this information to train its models. It may keep it for a limited period for safety and abuse monitoring. Replies are generated by AI, and the characters are fictional. Please don’t enter sensitive personal information about yourself or real people into a conversation.

Service providers we use

We share information only with providers that help us run the Service, under contracts that limit how they may use it:

• Supabase: database and sign-in.
• Vercel: website hosting.
• Anthropic: the AI behind the characters and the Coach.
• Resend: sending sign-in, invitation and confirmation emails.
• Vimeo: film playback.
• Google Workspace: our own email.

We may also disclose information if the law requires it, to protect the safety or rights of our users or others, or as part of a merger or sale of our business. In that case this policy continues to apply to information collected under it.

How long we keep it

We keep account and learning records while your Institution’s license is active. After a license ends, we delete or de-identify those records within 12 months, or sooner if the Institution asks. Access requests and correspondence are kept as long as needed to respond and for our business records.

Security

Information is encrypted in transit, access is limited by role and by Institution, and sign-in links are single-use and expire. No system is perfectly secure. If we learn of a breach affecting your information, we will notify your Institution, and you where required, without undue delay. Please keep your email account and any password secure, and sign out on shared computers.

Your choices and rights

• Students and faculty: to see, correct or delete your information, contact your Institution or email support@novastonelearning.com. For records we hold on an Institution’s behalf, we will work with it to respond.
• Institutions may ask us at any time to export or delete their users’ records.
• Depending on where you live, you may have additional rights under local law. Contact us to use them.

Children

The Service is designed for adult learners in graduate and professional programs. It is not directed to children under 13, and we do not knowingly collect their personal information. If you believe a child has given us information, contact us and we will delete it.

Changes to this policy

We will post any changes here and update the date at the top. If a change materially affects how we use information already collected, we will notify Institutions before it takes effect.

Contact us

Novastone Learning, LLC · support@novastonelearning.com