Privacy Policy

Omni ITW (“we”) is an instructional-technology walkthrough service for K-12 school districts. Coaches use it to record classroom observations on a form the district controls, and Omni ITW turns those observations into coaching follow-ups, dashboards and reports.

The district that uses Omni ITW owns the information its staff put into it and decides how it is used. We handle that information on the district’s behalf and under its direction, only to provide the service. Where the Family Educational Rights and Privacy Act (FERPA) applies, a district can treat us as a “school official”: we work under the district’s direct control and use its information only for the service it has asked us to provide.

What Omni ITW holds depends on what the district’s staff enter. It can include:

• Staff accounts: name, work email address, role, an optional job title, the schools a person is assigned to, and when they last signed in.
• Teacher roster: each teacher’s first and last name and school, and optionally their email address, subject and grade.
• Walkthrough observations: the date, school and teacher observed; grade, subject, period and room; answers to the district’s rubric questions; free-text evidence notes; and notes on strengths and areas for growth.
• Coaching follow-ups: the support recommended, scheduled or completed for a teacher after a walkthrough.
• Support requests sent through Help & Support, including any screenshots attached.
• AI assistant conversations and AI-written reports, if the district uses the AI assistant.
• Sign-in codes, which are stored only in hashed form.
• An audit trail recording who changed what, and when.
• Server logs of requests made to the service.

Omni ITW is about teaching practice, not individual students. The walkthrough form we provide doesn’t ask for student names or student records, and students don’t have accounts.

We use a district’s information to provide Omni ITW to that district:

• to sign people in and show each person what their role allows;
• to record walkthroughs and produce the district’s follow-ups, dashboards, reports and exports;
• to email sign-in codes and notifications;
• to answer support requests;
• to run the AI assistant, when it is switched on for the district; and
• to keep the service secure and working, and to look into problems, using server logs and the audit trail.

We don’t sell district information, and we don’t use it for advertising.

Omni ITW includes an optional AI assistant that answers questions about the district’s walkthrough data and can write reports. We can switch it off for any district. A district that doesn’t want it should ask us.

When the assistant is on and someone asks it a question, the district’s walkthrough data relevant to that question is sent to Anthropic’s Claude API to generate the answer. That can include teacher names, scores and observation notes. Conversations, and reports the assistant writes, are saved in Omni ITW so people can come back to them.

The assistant can draft an email but can’t send one. A person has to review the draft and press Send, and recipients are limited to district addresses.

AI answers can be wrong or incomplete. Check them against the walkthroughs they’re based on before relying on them.

If a district turns on its SchoolAudit connection (schoolaudit.click), Omni ITW imports the district’s school list from the district’s SchoolAudit account. The import is one-way and read-only: Omni ITW reads the school list and doesn’t send walkthrough, roster or account information to SchoolAudit.

Our public pages, such as the home page, load a first-party analytics snippet from bgiya.com, which is run by the same operator as Omni ITW. It records the address and title of the page viewed. It isn’t loaded on the sign-in page or on any page you see after signing in.

When you sign in, Omni ITW sets a cookie that keeps you signed in. The service can’t work without it.

Omni ITW is hosted on DigitalOcean in the United States. We use a small number of outside services to run it, and we use each one only for its part of the service:

• DigitalOcean hosts Omni ITW and its data.
• Resend delivers our emails, such as sign-in codes and notifications.
• Anthropic generates AI assistant answers, only when the assistant is switched on.

The full list, with what each service receives and when, is on our Subprocessors page. Apart from these services, we share a district’s information only at the district’s direction or when the law requires it.

• Encrypted connections. Omni ITW is served over TLS (HTTPS), with HSTS so browsers don’t fall back to an unencrypted connection.
• Passwordless sign-in. People sign in with a one-time code sent to their work email. Codes expire after 10 minutes, are stored hashed, and are rate-limited.
• Role-based access. District supervisors manage their district’s users, and coaches can be limited to the schools they’re assigned to.
• District separation. Each district’s data is kept separate from every other district’s, and that separation is checked on every request.
• Audit trail. Changes are recorded with who made them and when.

We keep account and observation data for as long as the district is a customer. Server logs are rotated, so older entries are routinely removed.

A district can export its walkthroughs as a CSV file at any time. At the end of the district’s contract, on the district’s request, we delete the district’s data or return it to the district.

Because the district controls its data, requests to see, correct or delete information in Omni ITW should go to the district. District supervisors can update or deactivate staff accounts and edit the teacher roster themselves, and we’ll help the district with anything they can’t do in the app. If you’re a teacher and want to know what has been recorded about you, ask your district.

We’ll update this policy as Omni ITW changes, and change the date at the top when we do. If a change significantly affects how district information is handled, we’ll tell district supervisors before it takes effect.

Questions about this policy, or about how Omni ITW handles information, can go to your district supervisor.