EvalMate, LLC ("EvalMate," "we," "us," or "our") is committed to protecting your privacy and the privacy of the students whose records you process. This Privacy Policy explains how EvalMate accesses, uses, and safeguards information when you use the EvalMate application ("App"), a Google Apps Script tool that integrates with Google Sheets, Google Docs, Google Drive, and Google's mailing services to generate merged educational evaluation reports.

By using EvalMate, you agree to the terms of this Privacy Policy. Please read it carefully before entering any student data into the App.

1. How EvalMate Works — Architecture Overview

Understanding EvalMate's technical design is important for understanding how your data is handled. EvalMate operates as two distinct components:

Component 1 — Your Customer Sheet

When you subscribe, you receive your own copy of the EvalMate Google Sheet, which lives in your personal or organizational Google Drive. You are the file owner. EvalMate has no access to your copy of the sheet. Student data you enter into the dashboard is stored exclusively in this sheet, in your Google Drive, under your Google account.

Component 2 — The EvalMate Web App (Backend)

A separate backend service (Web App) runs under EvalMate's own business Google account. This Web App handles subscription validation, license token management, template access, and document generation. The document generation process is designed to ensure that EvalMate never retains ownership of generated student documents:

• When you initiate a merge, your customer sheet transmits the relevant student data to the Web App over an encrypted connection.
• The Web App creates a merged document in a temporary staging folder within EvalMate's own Google Drive account and performs all tag replacement on that staging copy. The staging copy exists for seconds only.
• The Web App exports the merged document as a Word (.docx) file, base64-encodes it, and immediately permanently deletes the staging copy. Student data is discarded from memory.
• The encoded file is returned to your customer sheet, which triggers a browser download. The .docx file lands in your device's default Downloads folder. EvalMate has no access to downloaded documents at any point after delivery.
• Generated documents download directly to your device — EvalMate has no access to them after delivery and they are never permanently stored on EvalMate's servers.

Key point: Student data lives in your Google Sheet. It passes through EvalMate's Web App only during document generation, exists transiently in EvalMate's staging folder for seconds only, and is never permanently stored on EvalMate's servers or systems. Generated documents download directly to your device — they are never stored in Google Drive by EvalMate.

2. Information We Access

Student Evaluation Data

Student names (first name; last name field is optional — see Section 6), dates, assessment scores, disability classifications, background history, cognitive area designations, and performance statements entered into the EvalMate dashboard. This data is stored in your customer sheet in your own Google Drive. It is transmitted to EvalMate's Web App only at the moment a merge is initiated, exists transiently in a staging folder during document generation (seconds only), and is never permanently written to or retained on EvalMate's servers.

Account and Activation Information

EvalMate collects and stores the following account information:

• Your Stripe billing email address, used to verify your active subscription.
• Your Google account email address, collected via Google's session API to bind your license to your account and to route activation emails.
• An activation token (format: EVA-XXXXX-XXXXX) generated by the Web App and emailed to you. Once bound to your Google account, this token cannot be reused by a different account.

Activation Log

EvalMate maintains an Activation Log in its own business Google Drive to support subscription management and fraud prevention. The Activation Log records: timestamp, Stripe billing email, Google account email, Stripe subscription ID, Stripe price ID, subscription status, activation count, trial end date (if applicable), and environment indicator. The Activation Log contains no student personally identifiable information (PII) of any kind.

3. Google OAuth Scopes

EvalMate uses two separate sets of Google OAuth permissions — one for your customer sheet and one for EvalMate's own backend Web App.

Scopes Granted by You (Your Customer Sheet)

• spreadsheets.currentonly — Reads student records and configuration from your customer sheet only. This narrow scope does not grant access to any other spreadsheets in your Google Drive.
• script.external_request — Allows your customer sheet to communicate with EvalMate's Web App for subscription validation, activation, and document generation only.
• script.container.ui — Displays the EvalMate dashboard modal dialog inside Google Sheets.
• userinfo.email — Reads your Google account email address to bind your activation token to your account. Used solely for license management and not for marketing.

EvalMate does not request access to your Gmail inbox, your Google Drive, Google Docs library, or any other Google service through the customer sheet. All four scopes requested are classified by Google as non-sensitive.

Scopes Used by EvalMate's Web App (Backend — Not Granted by You)

The following scopes are used by EvalMate's Web App under EvalMate's own business Google account. These are not requested from you and do not appear on your OAuth authorization screen:

• drive — Accesses Google Doc templates in EvalMate's own business Drive and manages the temporary staging folder. Operates exclusively on EvalMate's own files.
• documents — Performs tag replacement on the merged document in EvalMate's temporary staging folder. The staging copy is deleted immediately after export.
• mail.send — Sends activation token emails from EvalMate's business account.

4. Data Minimization

EvalMate is designed to collect and access only the data necessary to provide its services. The OAuth scopes requested from you are the minimum required to operate the App and write merge results to your sheet. EvalMate requests only non-sensitive scopes and does not access your Google Drive. EvalMate does not use any data it accesses for purposes beyond those described in this Privacy Policy.

5. How We Use Information

EvalMate uses the data it accesses solely to:

• Validate your active subscription status with Stripe before granting access to merge functionality.
• Issue and manage activation tokens to bind your license to your Google account.
• Process student evaluation data transiently during document generation and return the completed .docx file to your browser as a download.
• Return completed .docx files to your browser as direct downloads.
• Send activation token emails to your designated address.
• Display the dashboard interface and dialog windows within Google Sheets.
• Maintain the Activation Log for subscription management and fraud prevention.
• Extract structured score data from uploaded score reports using AI-assisted processing (see Section 9).

We do not use your data or student data for advertising, profiling, analytics unrelated to App functionality, or any purpose other than delivering EvalMate's core services.

6. No Advertising. No AI Training.

EvalMate does not display advertisements of any kind. EvalMate does not use student data or any other user data for advertising purposes.

EvalMate does not use student data, evaluation content, or any other user data to train, develop, or improve any artificial intelligence or machine learning model, including models operated by EvalMate or any third party. EvalMate's AI service provider (Anthropic) is contractually prohibited from using inputs to its API to train its models. Student data is used exclusively to populate evaluation document templates and, where applicable, to extract structured score data as described in Section 9.

7. The Student Last Name Field

Important: The student last name field in the EvalMate dashboard is for your reference only. Last names are NOT merged into generated evaluation documents.

Because last names do not appear in the output document, you are not required to enter a student's actual last name. You may leave the field blank or enter a pseudonym. If you use a pseudonym, you can use Find and Replace (Ctrl+H or Cmd+H) in the downloaded .docx file to substitute the pseudonym with the student's actual name before finalizing the document. Because EvalMate has no access to generated documents after they are downloaded, this substitution occurs entirely on your own device.

8. Draft Auto-Save (Browser Local Storage)

The EvalMate dashboard uses your browser's local storage to automatically save draft form data while you are actively entering a new student record. Draft data is stored locally in your browser only — it is not transmitted to EvalMate or any external server. Drafts are cleared when you save or discard the record, or when you clear your browser's local storage. EvalMate has no access to locally stored draft data.

9. AI-Assisted Score Extraction and PDF Processing

EvalMate uses an AI service to power two optional features: score report extraction and the Achievement Summarizer.

Score Report Extraction (WJ V and WISC-V / WIAT-4)

When you upload a score report (.docx file), EvalMate's Web App converts the document to plain text and sends that text to Anthropic's Claude API to extract structured score data. EvalMate instructs the AI model to disregard any student name or personal identifier and to return only structured score data. The score report text is not stored or retained by Anthropic beyond the processing of that request. Privacy tip: For maximum privacy, you may remove or redact the student's name from the score report .docx file before uploading.

Achievement Summarizer (Eduphoria PDF)

When you use the Achievement Summarizer, EvalMate's Web App sends the uploaded PDF to Anthropic's Claude API to extract assessment history data. EvalMate instructs the AI model to disregard any student name and to never include personal identifiers in its response. The AI model's output does not include the student's name. Important: EvalMate strongly recommends deleting the student's name from the Eduphoria PDF before uploading. The App displays a prominent warning and requires confirmation before processing proceeds.

Anthropic — AI Subprocessor

EvalMate uses Anthropic, PBC as its AI subprocessor. Anthropic's API Terms of Service prohibit the use of API inputs to train or improve Anthropic's models. Anthropic does not retain API inputs or outputs beyond the scope of processing each individual request. For more information, see Anthropic's Privacy Policy.

10. Data Storage and Retention

All student evaluation data is stored in your customer sheet in your own Google Drive. EvalMate does not store, retain, or have access to student data except transiently during document generation. The Activation Log is retained for the duration of a customer's subscription and for a reasonable period thereafter. Upon written request to support@evalmate.net, EvalMate will delete your Activation Log records, except where retention is required by applicable law.

All generated evaluation documents are downloaded directly to your device. EvalMate does not store generated documents in Google Drive or anywhere on its own servers after delivery.

11. Document Generation — How It Works

EvalMate never stores or retains your generated evaluation documents. The five-step process: (1) your customer sheet transmits student data to the Web App over an encrypted connection; (2) the Web App validates your subscription, creates a temporary copy of the template in EvalMate's staging folder, and performs tag replacement; (3) the Web App exports the document as a .docx file, base64-encodes it, and immediately permanently deletes the staging copy — student data is discarded from memory; (4) the base64-encoded .docx is returned to your customer sheet's Code.gs script, which writes the filename and timestamp to your sheet and passes the file to the sidebar for download; (5) the sidebar triggers a browser download and the .docx file is saved to your device's default Downloads folder. EvalMate has no further interaction with the document. You are the sole owner from the instant of download.

12. FERPA and COPPA Compliance

EvalMate processes student educational records as defined under FERPA. EvalMate functions as a service provider under FERPA's school official exception. EvalMate does not disclose personally identifiable information from student education records to any third party for any purpose, except as necessary to provide the services described in this Privacy Policy. Customers are responsible for ensuring their use of EvalMate complies with FERPA and all applicable state and local student privacy laws.

EvalMate is not directed to children and does not knowingly collect personal information directly from children under the age of 13. EvalMate is a professional tool used exclusively by licensed evaluation professionals.

13. Third-Party Services

Stripe: EvalMate uses Stripe to process subscription payments. Your payment information is submitted directly to Stripe and governed by Stripe's Privacy Policy. EvalMate does not store or have access to your payment card data.

Anthropic: EvalMate uses Anthropic's Claude API for AI-assisted score extraction and achievement summary generation as described in Section 9. Anthropic is contractually prohibited from using API inputs to train its models.

Google Workspace: EvalMate operates within Google's Workspace platform. All data processing within Google's platform is subject to Google's Privacy Policy and Terms of Service.

14. Security Incident and Breach Notification

In the event of a security incident resulting in unauthorized access to student data transmitted to EvalMate's Web App, EvalMate will investigate promptly, notify affected customers without unreasonable delay as required by applicable law, and cooperate with affected customers in their own incident response obligations. Report suspected incidents to support@evalmate.net.

15. Data Security

We take the following measures to protect your data:

• All communication between your customer sheet and EvalMate's Web App is transmitted over encrypted HTTPS connections.
• Customer sheet authorization is handled through Google's OAuth 2.0 framework.
• Student data transmitted to the Web App is processed in memory only and is never permanently written to EvalMate's storage systems.
• Generated documents are downloaded directly to your device and are never stored on any EvalMate server after the .docx bytes are transmitted.
• Access to EvalMate's backend systems is limited to authorized EvalMate personnel.

We strongly encourage customers to follow best practices for Google account security, including enabling two-factor authentication.

16. Children's Privacy

EvalMate is not directed to children and does not knowingly collect personal information directly from children under 13. It is a professional tool for use exclusively by licensed evaluation professionals. See Section 12 for details on COPPA compliance.

17. Your Rights and Choices

You may revoke EvalMate's access to your Google account at any time by visiting myaccount.google.com/permissions. You can delete individual student records or all records at once from the EvalMate dashboard. To request deletion of your Activation Log records or to submit a data inquiry, contact us at support@evalmate.net.

18. Google OAuth Verification

EvalMate requests only non-sensitive Google OAuth scopes from customers (spreadsheets.currentonly, script.external_request, script.container.ui, and userinfo.email). Because no sensitive scopes are requested, customers will not see Google's "unverified app" warning screen during authorization. EvalMate has deliberately designed its architecture to avoid any sensitive scope requirements on the customer-facing sheet.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by updating the Effective Date and version number above and, where appropriate, through in-App notifications. Continued use of EvalMate after changes are posted constitutes your acceptance of the updated policy.

20. Contact Us

Please read these Terms of Service ("Terms") carefully before using the EvalMate application ("App") provided by EvalMate, LLC ("EvalMate," "we," "us," or "our"). By installing, accessing, or using EvalMate, you agree to be bound by these Terms. If you do not agree, do not use the App.

1. Description of Service

EvalMate is a Google Apps Script application that enables licensed evaluation professionals — including educational diagnosticians, school psychologists, and speech-language pathologists — to generate educational evaluation reports by merging student assessment data into Google Doc report templates. Student data entered into the dashboard is stored exclusively in the customer's own Google Drive and is never retained on EvalMate's systems.

2. Eligibility and Authorized Users

By using the App, you represent and warrant that:

• You are a licensed evaluation professional (educational diagnostician, school psychologist, speech-language pathologist, or similarly credentialed evaluator) or are authorized by such a professional or their organization.
• You are at least 18 years of age and have a valid Google account.
• You have the legal capacity to enter into this agreement on behalf of yourself or, if applicable, your organization.
• You have read EvalMate's Privacy Policy and understand how student data is processed and stored.

Customers are responsible for ensuring that only authorized personnel access their EvalMate account and customer sheet. Sharing your activation credentials with unauthorized users is a violation of these Terms.

3. License — General Terms

EvalMate is licensed on a per-user basis. Your license is non-transferable and grants you the right to use EvalMate solely for its intended purpose. You may not:

• Share, sublicense, sell, or transfer your EvalMate license or activation credentials to any other individual or organization.
• Copy, reproduce, or redistribute EvalMate's Apps Script code, document templates, or spreadsheet structure.
• Upload any component of EvalMate to shared platforms or make it available to unauthorized users.
• Attempt to reverse engineer, decompile, or extract EvalMate's Apps Script source code or backend logic.

4. Subscription and Activation

When you subscribe, you will receive instructions to make your own copy of the EvalMate Google Sheet. To activate, enter your Stripe billing email into the dashboard. EvalMate's Web App will verify your subscription, generate a unique activation token (EVA-XXXXX-XXXXX), and email it to you. Your activation token is permanently bound to your Google account email upon first use and cannot be used by a different Google account. Transfer to a new Google account requires contacting support@evalmate.net.

Billing is handled by Stripe. By subscribing, you authorize Stripe to charge your payment method on a recurring basis according to your selected plan. Payment terms are governed by Stripe's terms of service.

5. Trial License

EvalMate offers a 21-day free trial for new subscribers. No payment method is required to begin the trial. If no payment method is on file at the end of the trial period, Stripe will send you a payment link to continue access. Trial License terms:

• The 21-day trial provides full access to all EvalMate templates and features for personal, professional evaluation purposes.
• The trial is intended for individual use by the licensed evaluation professional who registered. Trial access may not be shared.
• At the end of the 21-day trial period, your subscription will automatically convert to a paid plan. You may cancel at any time before the trial ends to avoid being charged.
• EvalMate reserves the right to limit, modify, or discontinue trial access at any time.
• All terms of this agreement apply to trial users.

6. Data Ownership and Custody

Student data entered into EvalMate is stored in your customer sheet in your own Google Drive. EvalMate does not own, store, or have persistent access to your student data. Specifically:

• Student evaluation data is stored in your customer sheet in your Google Drive. You are the file owner.
• Student data is transmitted to EvalMate's Web App only during a merge operation and is never permanently written to or retained on EvalMate's systems.
• All generated evaluation documents are delivered as .docx files that download directly to your device. EvalMate does not store generated documents in Google Drive or on its servers. You are the sole owner of every downloaded document.
• EvalMate does not sell, share, or use student data for any purpose outside of operating and maintaining the App.
• EvalMate does not use student data to train, develop, or improve any artificial intelligence or machine learning model.

7. The Student Last Name Field

The student last name field is for your reference only. Last names are not merged into generated evaluation documents. You may leave this field blank or use a pseudonym to minimize identifiable student data in your customer sheet.

8. Student Data Responsibility

Customers are solely responsible for:

• The accuracy and completeness of all student data entered into the EvalMate dashboard.
• Ensuring they have appropriate legal authorization — including parental consent or valid FERPA rights — before processing any student records through EvalMate.
• Reviewing all generated evaluation documents for accuracy before using them for any official purpose.
• Complying with FERPA, applicable state student privacy laws, and their organization's data governance policies.

9. Subscription Access and Cancellation

Access to EvalMate's document generation functionality is contingent on an active subscription. Upon cancellation, your customer sheet and all student data it contains remains in your Google Drive. Previously generated documents that were downloaded to your device during your subscription remain yours after cancellation. EvalMate will delete your Activation Log records upon written request to support@evalmate.net.

10. Custom Templates

Custom templates are available as a separate one-time purchase. Once a custom template has been built and delivered, the purchase is non-refundable. Custom templates are licensed for use by the purchasing customer only and may not be shared, distributed, or transferred. Custom templates remain the intellectual property of EvalMate, LLC.

11. Acceptable Use

EvalMate may only be used for legitimate educational evaluation purposes by authorized licensed professionals. You agree not to:

• Use EvalMate to process student data for any purpose other than generating legitimate educational evaluation documents.
• Attempt to circumvent EvalMate's licensing, activation, or subscription validation systems.
• Reverse engineer, decompile, or attempt to extract EvalMate's Apps Script source code or backend Web App logic.
• Share your activation token or EvalMate account credentials with unauthorized users.
• Use EvalMate in any manner that violates FERPA, applicable state privacy laws, or your organization's data policies.
• Use the App in any way that violates applicable federal, state, or local laws or regulations.

12. Intellectual Property

EvalMate and all associated software, Apps Script code, Google Doc templates, branding, trademarks, and documentation are the property of EvalMate, LLC. Your subscription grants you a limited, non-transferable, non-exclusive license to use the App for its intended purpose. Student data entered by the customer and documents generated from that data are the property of the customer. EvalMate claims no ownership over customer-entered student data or generated evaluation documents.

13. FERPA, COPPA, and Student Privacy

EvalMate processes student educational records in its role as a service provider under FERPA. Student data resides in the customer's own Google Drive and passes through EvalMate's Web App only transiently during document generation. EvalMate does not disclose personally identifiable information from student education records to any third party except as necessary to provide its services.

School districts and other educational institutions that require a Data Processing Agreement (DPA) may request one by contacting support@evalmate.net.

EvalMate is not directed to children under 13 and does not knowingly collect personal information directly from children. Customers must not permit minors to access or enter data into EvalMate.

14. Security Incident and Breach Notification

In the event of a security incident affecting student data transmitted to EvalMate's Web App, EvalMate will investigate promptly, notify affected customers without unreasonable delay as required by applicable law, and cooperate with affected customers in their own incident response obligations. Report suspected incidents immediately to support@evalmate.net.

15. Google Workspace Dependency

EvalMate is a Google Apps Script application that operates within Google's Workspace platform. Service interruptions, feature changes, or outages caused by Google's platform are outside EvalMate's control and do not constitute a breach of these Terms.

16. Support Terms

Basic email support is available to all paid subscribers at support@evalmate.net. Support covers standard EvalMate functionality, setup assistance, and troubleshooting of issues within EvalMate's control. Customization services beyond standard setup are not included in the base license. EvalMate does not guarantee response times but will make reasonable efforts to respond in a timely manner. Trial users may access basic email support during the trial period; support priority is given to paid subscribers.

17. Content Disclaimer

The template language and suggested content included in EvalMate's document templates are intended to serve as a professional starting point only. Customers are solely responsible for reviewing all generated content, customizing template language to reflect their professional judgment, and ensuring that all final evaluation language accurately represents the student's assessed performance. EvalMate's templates do not constitute professional evaluation services, clinical determinations, or legal advice.

18. Disclaimer of Warranties

The App is provided on an "as is" and "as available" basis without warranties of any kind, either express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not warrant that the App will be uninterrupted, error-free, or compatible with all versions of Google Workspace.

19. Limitation of Liability

To the fullest extent permitted by applicable law, EvalMate, LLC and its officers, directors, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to damages arising from errors in evaluation reports, missed regulatory deadlines, or claims of non-compliance with FERPA or other privacy laws, even if advised of the possibility of such damages.

In no event shall EvalMate's total liability to you for all claims relating to the App exceed the greater of (a) the total subscription fees you paid to EvalMate in the twelve (12) months preceding the claim, or (b) one hundred dollars ($100). Nothing in these Terms limits EvalMate's liability for its own gross negligence, willful misconduct, or fraud.

20. Indemnification

You agree to indemnify, defend, and hold harmless EvalMate, LLC and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your use of the App; (b) your violation of these Terms; (c) your violation of FERPA or applicable student privacy laws; (d) unauthorized access to your EvalMate account; or (e) inaccurate or unauthorized student data you entered into the App.

21. Dispute Resolution

Before initiating any formal legal proceeding, the party asserting a claim agrees to provide the other party with written notice describing the nature of the dispute and the relief sought. The parties will attempt in good faith to resolve the dispute through informal negotiation for a period of 30 days. If the dispute is not resolved within that period, either party may pursue formal legal remedies as provided in Section 22.

22. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Texas, without regard to conflict of law principles. Any dispute not resolved through the informal process in Section 21 shall be resolved exclusively in the state or federal courts located in Texas, and you hereby consent to personal jurisdiction in those courts.

23. Termination

We reserve the right to suspend or terminate your access to EvalMate at any time for conduct that violates these Terms, applicable law, or Google's platform policies. Upon termination or cancellation, your customer sheet and all student data it contains remains in your Google Drive and is not affected. Sections 6, 8, 12, 13, 17, 18, 19, 20, 21, and 22 shall survive termination of these Terms.

24. Changes to These Terms

We reserve the right to modify these Terms at any time. We will notify you of material changes by updating the Effective Date and version number above and, where appropriate, through in-App notifications. Your continued use of EvalMate after changes are posted constitutes your acceptance of the updated Terms.

25. Contact Us