Privacy Policy

This Privacy Policy explains how Rubrix AI ("Rubrix," "we," or "us") handles information when you use rubrixai.io, the Rubrix Co-grader Microsoft Word add-in, related account and support services, and beta communications.

Information Co-grader accesses

Co-grader works with the document that is open in Microsoft Word. It accesses document content only when you choose a feature that needs it, such as generating a grade, creating AI comments, checking for AI-written content or plagiarism, or inserting feedback at a selected passage. Depending on the feature you request, the information processed may include:

• The text of the active Word document or the passage you selected.
• Rubric criteria you type, saved rubric text, and uploaded PDF or Word rubric content.
• Text extracted from graded examples you choose to upload for grading calibration.
• Your grading settings, including academic level, grading toughness, tone, point scale, and requested feedback focus.
• Generated grades, explanations, and comments returned for your review.

Co-grader does not continuously read documents in the background. It processes document content when you initiate a relevant action. Generated material is not inserted into the document or Word comments pane until the feature's insertion step is performed.

How documents, rubrics, and comments are processed

Rubrix sends the content needed for the feature you requested through Rubrix's server-side services to the applicable processing provider. Document text, rubric content, grading settings, and graded-example text may be sent to Google's Gemini service to generate grades or comments. If you separately request an AI-content check, the document text is sent to Proof Academic. If you separately request a plagiarism check, the document text is sent to Winston AI.

Uploaded Word rubrics and graded examples are converted to text in the add-in before the relevant text is transmitted. An uploaded PDF rubric may be transmitted as a file for rubric analysis. We use the returned output to display a result in Co-grader and, when you direct it, place that output in the Word document.

Local and account storage

Saved grading projects, reusable comments, saved rubric text, graded-example text, grading preferences, and the current sign-in session are stored in the add-in's local web storage on the device where you use Co-grader. They remain there until you delete them through the product, clear the add-in or Office web cache, or the device or browser removes that storage. Locally saved material may not automatically appear on a different device.

Rubrix's current account and usage database stores account information and usage records, such as your user identifier, email address, authentication provider, plan, billing status, and word counts used for grading, output, AI checks, and plagiarism checks. The current application is not designed to save full papers, rubric files, graded-example files, or generated comments in that account and usage database.

After feedback is inserted into Word, it becomes part of the document and is stored wherever you or your organization store that document. Microsoft's and your organization's policies apply to that copy.

Account, billing, website, and support information

We may also collect:

• Account and authentication information, including email address and information supplied by a Google or Microsoft sign-in provider.
• Subscription and transaction records. Payment-card details are handled by our payment provider and are not stored by Rubrix.
• Information submitted through beta, contact, and support forms, including screenshots or files you choose to provide.
• Standard hosting and security information such as IP address, browser, device, request, and error-log data.

How we use information

• Provide the grading, feedback, detection, account, billing, and support features you request.
• Authenticate users, enforce plan limits, and measure word usage.
• Maintain, secure, troubleshoot, and improve Rubrix services.
• Respond to support, privacy, beta, and product questions.
• Comply with law, prevent abuse, and protect users and Rubrix.
• Send product communications when you have requested or consented to them.

Service providers

Rubrix uses service providers to operate Co-grader and the website. These currently include Google for generative AI processing, Proof Academic for AI-content detection, Winston AI for plagiarism checking, Supabase for authentication and account data, Vercel for hosting and server-side delivery, Stripe for payment processing, Microsoft for the Word add-in environment, and email-delivery providers for requested messages. A provider receives information only when needed for the service it performs, subject to its agreement with Rubrix and its own legal obligations.

Student work and educational records

Co-grader is designed for educators and other authorized adult users, not for direct account use by children under 13. An educator, school, or institution is responsible for deciding whether it is authorized to process a student's work and whether use of Co-grader meets its privacy, records, consent, and information-security requirements. Remove names and other identifiers that are not needed for grading. Do not submit content unless you have the right and authority to process it.

Retention and deletion

Locally saved Co-grader data remains on the device as described above. Content processed by an external provider may be retained for the period permitted by our configuration, agreement with that provider, and applicable law. Rubrix retains account, subscription, usage, support, security, and transaction records for as long as reasonably necessary to provide the service, meet legal and accounting obligations, resolve disputes, and prevent abuse.

You can delete locally saved projects, rubrics, examples, and comments through Co-grader or by clearing the add-in's local data. You can delete inserted feedback from the Word document. To request access to, correction of, or deletion of account information, contact us using the address below. We may need to verify your identity and may retain information when required by law.

Security and international processing

We use reasonable administrative, technical, and organizational safeguards, including encrypted HTTPS transmission. No system is completely secure. Rubrix and its providers may process information in the United States and other countries where they operate, subject to applicable safeguards.

Your choices

You control whether to request AI generation, AI-content detection, or plagiarism checking. You can review generated output before using it, remove locally saved data, sign out, delete feedback from Word, and unsubscribe from optional marketing messages.

Changes to this policy

We may update this policy as the product or law changes. We will post the updated version at this address and revise the effective date. We will provide additional notice when required by law.

Contact

For privacy questions or requests, email privacy@rubrixai.io. Product support is available on the Support page, and the product license is in the Rubrix Co-grader EULA and Terms of Use.