AI and data

Aicademy uses Azure OpenAI — Microsoft's enterprise AI service. This is a separate product from the consumer ChatGPT service offered directly by OpenAI. They are different services with different data handling terms.

Azure OpenAI runs on Microsoft Azure infrastructure and is governed by Microsoft's enterprise data handling terms, not OpenAI's consumer product terms.

The models used are GPT-4o and GPT-4o-mini, accessed through the Azure OpenAI API.

Aicademy's Azure OpenAI resource is located in Microsoft's Sweden Central data centre, which is within the European Economic Area (EEA).

When you use an AI feature — generating a lesson, asking Aica a question, or uploading a document for extraction — that content is sent to Azure OpenAI in Sweden Central to generate a response.

According to Microsoft's published Azure OpenAI Service Data, Privacy, and Security documentation, prompts, completions, and customer data are not used to train or improve foundation models without explicit permission, and are not shared with OpenAI (the company). Aicademy has not granted any such permission.

Microsoft's documentation also states that prompt and completion data may be temporarily retained for up to 30 days for abuse monitoring, after which it is deleted from Microsoft's systems. This retention and deletion is governed by Microsoft's terms, not by Aicademy.

Aicademy has not opted into any additional data retention or fine-tuning programmes with Microsoft.

All application data — accounts, lessons, quizzes, flashcards, notes, tutor conversation history, and progress — is stored in a PostgreSQL database hosted on AWS EU West 2 (London, UK).

Authentication session data is also managed via Supabase on the same London-region infrastructure.

When you upload a PDF, Word document, or text file:

• The file is parsed on Aicademy's servers to extract its text content.
• The extracted text is sent to Azure OpenAI (Sweden Central) to produce a structured semantic representation of the material.
• The structured content — not the original file — is saved to your account as study material.
• The raw uploaded file is not permanently stored by Aicademy.

Only upload study materials. Do not upload documents containing personal information, student names, addresses, identification numbers, medical records, safeguarding information, or confidential school records.

Aica (the AI tutor) is instructed not to repeat back personal information about real people, and to ask users to remove or anonymise any such information and rephrase their question without it.

However, any message sent to Aica is still processed by Azure OpenAI to generate a response, and tutor conversation history is stored in the database linked to each user's account. It is not visible to other users.

For a school context, usage guidelines should make clear to pupils that they should not enter personal information about themselves or others, school records, safeguarding details, names of students or staff, or any confidential material into Aicademy.

Users can permanently delete their account from the Settings area of the dashboard. This removes the account, profile, all study content, tutor conversation history, related media, and authentication records in one operation.

For specific data requests — deleting a particular record, requesting a copy of data, or making a school-level deletion request — contact us at contact@bydiba.dev.

The following are not available in the current product:

• A teacher or administrator dashboard — staff do not have platform-level visibility into pupil accounts or generated content
• School-managed account provisioning or staff-controlled access
• A formal Data Processing Agreement (DPA)
• Cohort or group activity reporting
• SSO or institutional identity management
• Guaranteed EU/UK-only data residency across all subprocessors

These are features intended for future development, shaped with schools that run supervised pilots.