CreativeTrail Current School Pilot Data Notice

1. Scope

This notice applies only to the current school-specific CreativeTrail pilot. It describes the data practices currently used in that pilot. The applicable school agreement controls if it requires a shorter retention period or different data practice.

This institution-administered High School/K–12 pilot is currently available only to students age 13 or older. Students under 13 may not use the service.

This notice does not describe the intended pseudonymous and derived-only High School service. That future configuration applies only after it is activated for a school under an applicable school agreement.

2. Current Pilot Account and Identity Data

The current pilot uses direct student accounts rather than the intended pseudonymous High School access flow. CreativeTrail processes the student account and identity information provided for the pilot, including the student's name, account identifier, class and enrollment information, and authentication records.

3. Current Pilot Educational and Process Records

CreativeTrail processes educational content created in the pilot, including assignments, drafts, final submissions, revisions, source work, annotations, prompt responses, reflections, teacher feedback, and writing-process reports. It also stores immutable submitted-artifact versions, proposal approval or revision-request decisions, feedback receipts, and student acknowledgement records so feedback remains connected to the exact Trail work the teacher reviewed.

Teachers may upload instruction attachments for an assignment. CreativeTrail stores the uploaded file and, where needed to display it safely in the service, normalized document content. Instruction attachments are classroom materials, not student research sources.

A teacher may configure academic component weights and enter scores from 0% to 100%, then release one weighted assignment percentage. Those teacher-entered academic records are separate from writing-process evidence and authenticity indicators. CreativeTrail does not automatically award academic credit from process evidence.

The current pilot also retains detailed writing-process event records so authorized teachers can review the student's writing process. These records may include input-event metadata and raw typed or pasted text, along with timing, revision, cursor, selection, focus, and activity information.

If a teacher enables the optional grammar-review-before-submission step, CreativeTrail records the student-declared review boundary, the frozen pre-review version, the returned version, and an objective change summary. The workflow does not identify, connect to, or monitor any external grammar service. It does not make an automatic accusation or grade.

4. Current Pilot Retention

Unless the applicable school agreement requires a shorter period:

• raw process records are retained for up to 180 days from creation;
• session content is retained for up to 365 days from creation; and
• derived evidence is retained for up to 730 days from creation.

Raw process records include the detailed event records described in Section 3. Session content includes student-created writing and related classroom content stored with a writing session. Derived evidence includes process summaries, indicators, and other evidence created from those records.

The current automated schedule also covers immutable Trail submission versions, proposal decisions, artifact feedback and acknowledgement receipts, optional grammar-review records, saved Trail phase work, process-artifact event records, and Social Annotation records. Content in those records is scrubbed after 365 days and the remaining student-linked workflow evidence is removed after 730 days. For Social Annotation, CreativeTrail retains indefinitely only non-content aggregate annotation and reply counts to preserve grouping locks and teacher summary accuracy. Those aggregate counts contain no annotation or reply text, source anchors, or authorship. Unreleased draft grade attempts are removed after 730 days. For a released grade, CreativeTrail keeps the released percentage, component weights, and component scores while removing process-linked configuration and rubric detail after 730 days. Teacher-provided instruction attachments remain available while referenced by the assignment and are handled through school-directed deletion or the applicable school agreement. This notice does not promise an institutional academic-record retention period for released grades or teacher-provided classroom materials.

5. Access and Questions

Authorized CreativeTrail personnel may access pilot data only for service operation, security, support, debugging, or other authorized operational purposes. Schools, parents, and students should use the school's established process for access, correction, or deletion requests.

CreativeTrail will delete student information upon a valid request from the applicable school, district, or educational institution when required by applicable law or agreement. Information removed from the production database may remain temporarily in encrypted Railway Postgres backups used for security, reliability, and disaster recovery. Those copies remain protected, are not used for ordinary product purposes, and are removed through the normal backup expiration and rotation process.

Questions about this notice may be sent to [email protected].