Acceptable Use Policy

Last Updated: January 10, 2025

This Acceptable Use Policy outlines the rules and guidelines for using DistrictBinder. All users must comply with this policy. Violations may result in account suspension or termination.

Quick Summary: Use DistrictBinder professionally for its intended purpose (policy reference and communication). Never enter student personal information. Respect others and follow the law.

Intended Use

DistrictBinder is designed to help K-12 school district staff, teachers, administrators, and parents:

✓ Allowed

• Search district policies and procedures
• Generate professional communications
• Reference board policies and handbooks
• Collaborate with colleagues
• Access AI-powered policy guidance
• Create parent/staff notifications

✗ Prohibited

• Entering student names or PII
• Storing student grades or records
• Sharing account credentials
• Accessing other districts' data
• Commercial or personal business use
• Automated scraping or downloading

Student Privacy Protection (Critical)

🚫 NEVER Enter Student Information

The most important rule: You must NEVER enter personally identifiable information (PII) about students into DistrictBinder.

This includes but is not limited to:

• Student names (first, last, or full)
• Student ID numbers
• Grades or test scores
• Attendance records
• Disciplinary records
• Special education status
• Health information
• Home addresses
• Parent/guardian contact info
• Photos or videos of students
• Social Security numbers
• Any other student identifiers

Example: What TO Do

Good: "Draft a letter to parents about the new attendance policy"

Good: "What does board policy 5145.3 say about student conduct?"

Example: What NOT To Do

Bad: "Write a letter to Sarah Johnson's parents about her absences"

Bad: "What consequences should student #12345 face for this behavior?"

Professional Conduct

Respectful Communication

Use professional language appropriate for an educational setting
Do not harass, bully, or discriminate against others
Respect the privacy and dignity of colleagues and community members
Do not share offensive, inappropriate, or harmful content

Authorized Access Only

Only access DistrictBinder if you have been authorized by your district
Do not share your password or allow others to use your account
Do not attempt to access data belonging to other districts
Report any unauthorized access attempts immediately

Appropriate Content

Only use DistrictBinder for legitimate educational and administrative purposes
Do not use the platform for personal business, commercial activities, or political campaigns
Do not upload malicious code, viruses, or content designed to disrupt service
Ensure all uploaded documents are relevant to your district's operations

Using AI-Generated Content Responsibly

Always Review AI Output

AI-generated responses are suggestions, not final products. You must:

Read and verify all AI-generated content before use
Check for accuracy against official district policies
Ensure tone and language are appropriate for your audience
Make necessary edits to personalize and contextualize
Take responsibility for any content you send or publish

Professional Judgment Required

DistrictBinder assists with communication and policy reference but does not replace:

Your professional judgment and expertise
Legal advice from qualified attorneys
Official district policies and procedures
Guidance from administrators or supervisors
Individualized student support plans

Data Security Responsibilities

Protect Your Account

Use a strong, unique password
Never share your credentials with anyone
Log out when using shared or public computers
Report suspicious activity immediately to your administrator

Handle District Data Carefully

Only upload documents you are authorized to share
Do not download and share confidential district materials externally
Be mindful of what information you include in queries and generated content
Follow your district's data retention and deletion policies

Legal and Regulatory Compliance

Follow All Applicable Laws

You must comply with all applicable federal, state, and local laws, including:

FERPA: Do not share student education records without proper authorization
Copyright: Do not upload copyrighted materials without permission
Accessibility: Consider accessibility when creating communications
District Policies: Follow all local board policies and administrative regulations

Intellectual Property

Respect intellectual property rights. Do not upload content you don't have the right to use, and respect copyright, trademark, and other IP protections.

Reporting Violations

If you observe violations of this Acceptable Use Policy or suspect misuse:

Report immediately to your district administrator
For serious violations (student PII exposure, security breaches), also email: security@districtbinder.io
Do not attempt to investigate or access potentially compromised systems yourself
Preserve any evidence but do not share it publicly

Consequences of Violations

Violations of this Acceptable Use Policy may result in:

Warning: For minor or first-time violations
Temporary Suspension: Account access suspended pending investigation
Permanent Termination: Account permanently disabled
District Notification: Your administrator will be informed of violations
Legal Action: In cases of illegal activity or severe violations

Immediate Termination: Entering student PII, attempting to breach security, or other severe violations will result in immediate account termination without warning.

Questions or Concerns

If you have questions about what is or isn't allowed:

Primary Contact: Your district administrator

Policy Questions: support@districtbinder.io

Security Concerns: security@districtbinder.io

Your Responsibility

By using DistrictBinder, you acknowledge that you have read and understood this Acceptable Use Policy and agree to comply with all provisions. You understand that violations may result in account termination and notification to your district.