Privacy Notice

Version 1.4 · Effective August 16, 2026

1. Who we are

PD That Works LLC ("PDTW," "we," "us") provides professional-development follow-up tools and AI coaching for educators, at pdthatworks.com and app.pdthatworks.com. You can reach us at hello@pdthatworks.com.

2. The four kinds of data we handle

Different data plays different roles, and we treat each accordingly:

School Data — rosters, cohort setup, administrator records, a school's stated priorities, subscription and order records, the participation details a school is permitted to see, and school-facing aggregate reports.
Private Teacher Content — a teacher's reflections, goals, barriers, coaching instructions, conversations with the AI coach, private reports, and the coach's private learned notes.
Portable Teacher Account Data — a teacher's identity, subscription, exports, and the profile and history that stay with the teacher even after leaving a school.
Service Data — billing records, security and system logs, and de-identified operational analytics.

Schools keep their rights in School Data, which we process under our agreement with the school. Teachers keep their rights in Private Teacher Content; we receive only a narrow license to process it to provide the coaching service.

3. What we collect, and where it comes from

Account: name, email, role, and (for school accounts) school/organization, plus sign-in events.
Sign-in: you can sign in with an emailed one-time code or link, or with a Google account. If you choose Google, Google confirms your identity to us and we receive your email address and basic profile (such as your name) — nothing else, and no access to your Gmail, Drive, or contacts. We use your email address to match you to your existing PDTW account. Google is how you prove who you are; it is not somewhere we send your coaching work.
Practice content (teacher-owned): reflections, self-ratings, goals, barriers, vision statements, coaching conversation turns, shared wins, rubric work, and standing coaching instructions — provided by the teacher.
Billing: handled by Stripe. We store subscription state and Stripe identifiers; we never see or store card numbers.
Email events: delivery and engagement, via our email providers.
Website and system logs: standard hosting logs. We use only the cookies needed to keep you signed in. We do not use tracking or advertising cookies. The marketing website uses cookieless, aggregate-only analytics (Plausible — section 8).

4. The teacher privacy floor

This is the core promise of the product, and it is enforced in our database, not just in the interface:

A school administrator cannot read a teacher's reflections, goals, coaching conversations, individual self-ratings, or private reports.
Administrators see group aggregates only, and only once at least five distinct teachers have contributed; below that threshold the information is withheld.
Administrators can see named participation details (such as whether a teacher is active) as specifically disclosed, and any wins a teacher chooses to share.
A solo teacher's workspace belongs to a reserved organization that can never have an administrator.

Narrow, honest exceptions. A small number of people or systems may access content in limited circumstances: our own staff or vendors acting on our behalf to operate, support, secure, or troubleshoot the service (see Subprocessors); a support request you initiate; a genuine security investigation; and where we are legally required to disclose. We do not claim that "no one, ever" can access data — we claim that a school cannot access Private Teacher Content through the product.

5. How AI is used

To generate coaching, a teacher's reflections, goals, and related text are sent to our AI provider, Anthropic, through its commercial API. The AI coach is software, not a human, and it can be wrong. Any AI-drafted message an administrator sends to a teacher is reviewed and sent by that administrator — the system never sends it automatically.

We use Anthropic's commercial API under Anthropic's Commercial Terms of Service, not a consumer Claude account. That distinction matters, because the commercial terms carry a data-processing addendum and consumer accounts are governed differently. Under those terms:

Anthropic does not use our data to train its models unless we expressly permit it. We have not, and we will not.
Coaching text sent to Anthropic is deleted within 30 days of being received or generated.
The exception: under Anthropic's terms, inputs and outputs flagged by its automated trust-and-safety systems as Usage Policy violations may be retained for up to two years, and associated trust-and-safety classification scores may be retained for up to seven years. We do not control that, and neither does Anthropic's ordinary deletion timeline apply to it.

We are not able to ask Anthropic to delete one specific teacher's text on request — its deletion runs on the schedule above, not per person. That is a real limit and we would rather state it than imply a control we do not have.

6. Student information

PDTW is a tool for educators. It does not ask for, and does not need, information that identifies a student. You must not enter student names, initials, ID numbers, or details that could identify a student into reflections, goals, or coaching. If student-identifying information is entered incidentally, we treat it as restricted, handle it under our school agreement and applicable law, and will remove it promptly on request. We do not claim that we never receive or process any student information.

Two safeguards are in place today. Every free-text field where a teacher writes carries a visible reminder, beside the field, not to include student-identifying details. And before coaching text is sent to our AI provider, it passes through automated detection that redacts likely student identifiers. These reduce risk; they are not perfect, and they are not a substitute for leaving student details out in the first place. The same pre-send redaction now runs on every AI feature, not only coaching.

7. Who we share data with

We share data only with the service providers that help us run PDTW, listed on our Subprocessors page (database and authentication, AI processing, payments, email, and hosting). We do not sell personal information, and we do not use it for cross-context behavioral advertising. We may disclose information where required by law.

8. Cookies and analytics

The marketing website (pdthatworks.com) uses Plausible Analytics, a privacy-focused analytics service, to measure website usage in aggregate, including pages visited, referring source, browser and device information, and approximate geographic location. Plausible uses no cookies and creates no persistent visitor identifier. It uses a daily-changing identifier to count unique visitors; that identifier cannot be used to recognize the same visitor across days, and Plausible states that raw IP addresses are not stored. We do not use Plausible to track visitors across websites or devices.

Plausible visitor data is processed and stored in the European Union by Plausible Insights OÜ (see our subprocessors list).

The application at app.pdthatworks.com runs no website analytics product. If we add analytics anywhere else, we will update this notice before it goes live, not after.

9. Keeping and deleting data

Teachers can export their own writing from within the product. To correct account details or request deletion, email hello@pdthatworks.com.

On a deletion request, we remove data from ordinary access and delete active records through a documented process.
Some data persists for a limited time in encrypted backups that age out over our hosting provider's backup retention window, and in required billing or security records.
Our AI provider deletes the text we send it within 30 days, but offers no per-user deletion — we cannot ask it to remove one person's text ahead of that schedule. Content its safety systems flag may be kept up to two years (section 5).
We do not promise immediate or universal deletion.

We publish a day-count only where we can stand behind it. The 30-day figure above is our AI provider's published commitment for the commercial API. On August 16, 2026 we completed the restore test this notice previously said was outstanding, and can now stand behind two more: on a verified deletion request we delete active records within thirty (30) days, and database backups age out within seven (7) days under our hosting provider's retention cycle. If we change our backup architecture, we will not materially reduce these protections.

10. Your choices and rights

You can export your data, ask us to correct it, or ask us to delete it. Depending on where you live, you may have additional rights under your state's or country's privacy law — for example, to access, correct, delete, or obtain a portable copy of your personal information, or to appeal a decision we make about such a request. We honor these requests from anyone who asks, regardless of where they live, rather than limiting them to residents of particular states. To exercise any of these, contact hello@pdthatworks.com; we will respond within the time your applicable law requires, and within 45 days where no shorter deadline applies.

11. Security and incidents

We use reasonable administrative and technical safeguards to protect data. If a security incident affects your information, we will notify affected users and schools without undue delay, consistent with our agreements and applicable law.

12. Children

PDTW is intended for educators and school staff, not for children, and the service is not directed to children under 13.

13. Changes to this notice

This notice carries a version and an effective date. If we make a material change, we will post the updated notice and provide notice through the product or by email, and — where appropriate — ask you to re-accept. Continued use alone is not the only way changes take effect.

14. Contact

PD That Works LLC Boca Raton, Florida hello@pdthatworks.com