Privacy Policy

Privacy Policy

Effective Date: September 13, 2026
Last Updated: September 13, 2026

EmberKeep LLC (“EmberKeep,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit EmberKeep websites or use products and services provided by EmberKeep, including Beacon.

Beacon is an educational support platform designed to help educators manage special education caseloads, monitor student progress, organize instructional information, create reports and educational materials, and perform related professional tasks.

1. Information We Collect

Account and contact information. When you create an account, contact us, join a pilot or trial, purchase a subscription, or use our services, we may collect information such as your name, email address, organization or school information you choose to provide, account settings, subscription status, and communications with us.

Information entered into Beacon. Educators may enter information necessary to use Beacon's features, including student identifiers or names, grade levels, educational goals, progress-monitoring information, instructional information, notes, assessment information, and other educational records or content.

Users are responsible for determining what information they are authorized to enter into Beacon and for complying with their school, district, employer, and applicable legal requirements.

Beacon is designed to reduce unnecessary collection of student information. Users should not enter information that Beacon does not request or require, including Social Security numbers, home addresses, financial information, or other unnecessary sensitive identifiers.

Documents and files. Certain Beacon features may allow users to upload or process documents. Uploaded files may be processed by service providers used to operate Beacon. Users should upload only information they are authorized to use and disclose.

Payment and subscription information. When you purchase a paid service, payment information is processed by third-party payment processors, such as Stripe. EmberKeep may receive transaction-related information such as payment status, subscription status, billing dates, transaction identifiers, and limited information about the payment method used.

EmberKeep does not intend to directly collect or store complete payment-card numbers or card security codes on its own application servers.

Usage and technical information. We and our service providers may automatically receive information necessary to operate, secure, and improve our services, such as device and browser information, IP address, timestamps, feature usage, diagnostic information, and error information.

2. How We Use Information

We may use information to provide, operate, maintain, and improve EmberKeep products; create and manage user accounts; provide Beacon's caseload and progress-monitoring features; generate reports, educational materials, summaries, charts, and other user-requested outputs; provide AI-assisted features; enable user-requested integrations and exports; send service-related communications; provide family progress updates when configured and authorized by an educator; administer trials, subscriptions, complimentary access, payments, and account entitlements; provide customer support; detect, investigate, and prevent misuse, security incidents, and technical problems; comply with legal obligations; and enforce our Terms of Use.

We do not sell student educational information.

3. Google User Data

Beacon allows users to connect a Google account for specific user-requested features, including exporting Beacon-generated information to Google Drive and Google Sheets.

When a user chooses to connect Google, Beacon may request authorization for:

Google Drive (drive.file). Beacon uses this permission to create and work with files that the user creates, opens, or uses with Beacon, including files generated through Beacon's export features.

Google Sheets (spreadsheets). Beacon uses this permission to create and update spreadsheets used for user-requested Beacon exports, including progress-report spreadsheets.

Beacon accesses Google user data only to provide the Google-connected functionality requested by the user. Beacon does not use Google user data for advertising.

Google authorization credentials and tokens are handled through the services used to operate Beacon and are not intentionally exposed to other Beacon users.

Users may disconnect their Google account from Beacon. Users may also manage third-party application access through their Google Account settings.

Beacon's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including applicable Limited Use requirements.

Google's current Workspace policy specifically prohibits using Workspace API data to train or improve a general AI/foundation model, which is another reason we're keeping the Google export integration narrowly scoped to the user-requested Drive/Sheets functionality.

4. AI-Assisted Features

Beacon includes features that use artificial intelligence to assist educators with tasks such as interpreting user-provided information, creating educational materials, organizing information, and generating suggested content.

Information submitted to an AI-assisted feature may be processed by third-party technology providers as necessary to provide that feature.

AI-generated content may contain errors or inappropriate suggestions. Beacon is an educational support tool and does not replace educator judgment, evaluation, required procedures, or professional decision-making.

Users are responsible for reviewing AI-generated content before relying on or sharing it.

5. Family Progress Updates

Beacon may allow educators to send progress information to family members or other authorized recipients.

Educators are responsible for selecting appropriate recipients and confirming that they are authorized to communicate student information to those recipients.

Beacon may use recipient email addresses, verification status, delivery information, communication preferences, and related records to provide and manage this feature.

Beacon is designed to send student-specific communications separately rather than combining information about multiple students into a single message.

Recipients may be provided options to stop applicable automated communications. Certain records relating to consent, verification, delivery, or communication preferences may be retained as reasonably necessary to operate the service and document those preferences.

6. Service Providers and Disclosure of Information

We use third-party service providers to operate and support EmberKeep and Beacon.

Depending on the features used, these providers may perform services such as application hosting, infrastructure, authentication, email delivery, AI processing, payment processing, website hosting, analytics or diagnostics, and Google integrations.

We may disclose information to service providers as reasonably necessary for them to provide services on our behalf.

Payment information may be processed by third-party payment processors such as Stripe. Those providers process payment information according to their own terms, privacy policies, and security practices.

We may also disclose information when reasonably necessary to comply with law or legal process; protect the rights, safety, or security of EmberKeep, our users, or others; investigate fraud, abuse, or security incidents; or facilitate a business transaction such as a merger, acquisition, financing, or sale of assets, subject to applicable law.

7. Data Retention and Deletion

We retain information for as long as reasonably necessary to provide our services, maintain legitimate business records, meet legal obligations, resolve disputes, process and document transactions, and protect the security and integrity of our services.

Beacon provides mechanisms for deleting certain user-created information.

Deletion from the active application does not necessarily result in immediate deletion from every underlying service, backup, log, or third-party system. Some information may remain for a period of time because of technical, security, legal, backup, financial-recordkeeping, or service-provider requirements.

Users may contact us regarding access to or deletion of their information. Some deletion requests may require assistance from the infrastructure or service providers used to operate Beacon.

8. Security

We use reasonable administrative and technical measures intended to protect information handled through our services.

However, no online service, transmission method, or storage system can guarantee absolute security.

Users are also responsible for maintaining the security of their accounts and devices and for following applicable school, district, employer, and organizational requirements when handling student information.

Payment-card information is processed by third-party payment providers rather than intentionally stored as complete card information on EmberKeep's application servers.

9. Educational Records and User Responsibilities

Beacon is a tool used by educators and educational organizations.

Use of Beacon does not, by itself, establish compliance with FERPA, IDEA, state student-privacy laws, district policy, or any other legal or regulatory requirement.

Schools, districts, educators, and other users remain responsible for determining whether and how Beacon may be used with educational records in their particular circumstances and for obtaining any permissions, agreements, or approvals required by their organization or applicable law.

10. Children's Privacy

Beacon is intended primarily for use by educators and other authorized adults.

Children should not independently create Beacon accounts or provide personal information directly to EmberKeep unless the service expressly permits it and appropriate authorization has been obtained.

Student information entered by an educator is handled as information provided by that user in connection with the educational services Beacon provides.

11. Your Choices

Depending on the features you use, you may be able to update account information, disconnect integrations, delete certain records, change communication settings, manage or cancel a subscription, or request assistance regarding your information.

Privacy and data requests may be sent to support@emberkeep.co.

12. Changes to This Privacy Policy

We may update this Privacy Policy as Beacon and other EmberKeep products evolve.

When we make material changes, we will update the “Last Updated” date above and provide additional notice when appropriate.

If our use of Google user data materially changes, we will update our disclosures and obtain any additional authorization or consent required by applicable policies or law.

13. Contact Us

EmberKeep LLC
Arizona, United States

Privacy and support: support@emberkeep.co
General inquiries: hello@emberkeep.co