AI & Data Use
Summary: AI features are Pro-only, and each one runs when you use it. The data sent to OpenAI depends on the feature: some send only a task title, while the AI Assistant sends your task list and team context, and the Report Assistant sends the pupil details you type in. The table below lists exactly what each feature sends. Notes page content is never sent to AI. Your data is not used to train AI models. You can use the app fully without ever triggering an AI call. The school system you picked when you signed up (and can change in your profile) sets the wording AI features write back in, such as British "marking" against American "grading"; it changes the words used, never what is sent.
What AI we use
Teacher Task Manager uses the OpenAI API (GPT models) for its AI-powered features. Requests are made from our server-side API. Your OpenAI API key is never exposed to the browser.
Which features use AI
AI features are available on the Pro plan. There is one exception, listed in the table below: the Timetable calendar setup helper can be used on the Free plan, because the timetable itself is a Free feature. It runs only when you press the button in the Live Sync settings, at most a few times a day, and once your settings are saved every calendar sync afterwards uses them without any AI call. Apart from that one button, a Free-plan account makes no AI calls.
| Feature | What is sent to AI | What AI returns |
|---|---|---|
| AI Assistant (chat) | Your typed message and the conversation so far, plus context so the assistant can answer usefully: your task titles, descriptions, categories, priorities, due dates and completion status; your team names and descriptions; the display names of your team members; the last five messages from each of your team chats; your school calendar dates; and the class names from your timetable | A conversational reply with workload advice, prioritisation suggestions, or task and marking job creation help |
| Plan My Day | Today's date and times, your chosen finish time, up to 20 pending task titles with due dates, priorities and categories, up to 10 marking job titles with class names and due dates, and today's timetable (class names and lesson times) | A structured plan for the rest of your working day |
| Timetable calendar setup helper (the one AI feature available on the Free plan) | The titles of the calendar events in the single week shown in your Live Sync settings, and nothing else: no event times, locations, guests, descriptions or attachments, and no events from any other week. Runs only when you press "Work it out for me" | Suggested class code examples and free-period wording, which fill in the settings form for you to check before you save. Anything it returns that does not appear word-for-word in your own event titles is discarded by our server before you see it. Once saved, your calendar is matched against those settings by the app itself, with no further AI calls |
| Free-Period Scheduling (Timetable) | Your free periods for the week and your pending tasks and marking jobs (titles, class names, due dates, priorities) | Suggestions for which item to work on in each free period |
| AI Follow-Up Suggestion | The completed task's title, category, and the first 300 characters of its description | A suggested next task title, category, and priority |
| Priority Auto-Scoring | Task title, category, and selected due date | A suggested priority level and a short reason |
| Smart Add (Pro) | The single line you type into Smart Add (first 500 characters), and only when the app cannot read it on your device on its own. Most lines never leave your device: Smart Add reads them locally first, and only a line the local rules cannot make sense of is sent. Nothing else about your account is sent with it, and today’s date in your time zone is added on our server so that words like “tomorrow” resolve to the right day. | Suggested task fields (title, description, due date, category, priority), filled into the form for you to check and change before the task is created |
| AI Expand Description | Task title and category | A short description and action checklist for the task |
| AI Subtask Suggestions | Task title and category | 3 to 5 suggested subtask titles as selectable chips |
| AI Task Extraction (Chat) | The text of the single chat message you run it on (first 500 characters) | Whether the message is actionable; if so, a suggested task title, category, and priority |
| Report Assistant | The report details you type are sent to OpenAI to draft the comment: gender selection, the subject, effort, attainment, behaviour, strengths and evidence, targets, predicted grade, position in class, free-text notes, and your chosen tone and length. When refining, the existing comment text is sent too. The pupil's name is not sent. Before anything leaves our server, the name you typed is replaced with a neutral placeholder (including where it appears in your notes or the comment being refined, when it matches the name field), and the real name is put back into the finished comment on our server. Please still use first names or initials only, and avoid safeguarding or medical details; the app asks for this on the Reports page. | A drafted pupil report comment, or a refined version of an existing comment. It is written in the English of the school system you picked when you signed up: British English and UK school wording by default, American English and US school wording if you chose the United States. Comments are generated on request and are not stored on our servers; comments you choose to save to your comment bank are stored privately in your account until you delete them or your account. |
| Lesson Planner | The subject, class name, year group, topic, lesson length, any constraints, and a short summary of your previous saved lesson for that class | A structured lesson plan (objectives, starter, main activities, plenary, adaptations, assessment, resources, homework) |
| Cover Work generator | The subject and class name from the timetable slot you are covering, the year group, difficulty and lesson length, your chosen mode (continue the scheme, or a generic standalone activity), any topic or instructions you type, and the free-text spec/syllabus context you paste in or provide (for example an exam-board topic list, or a specification document you already have, such as a PDF you upload). An uploaded PDF is read in your browser only: the file itself is never sent to our servers, only the text extracted from it, exactly as if you had pasted that text yourself. This spec context is your own text and is not verified against any live or external source. No pupil names or pupil records are sent. Please keep pupil-identifying details out of the topic and spec-context fields. | A self-contained cover lesson: a title, the pupil activity, resources needed, an answers/mark scheme section (an answer key, if you chose the United States), and delivery notes for the supervisor. It is fully editable and saved privately in your account until you delete it or your account. |
| Notes page | Notes page content is not sent to AI | No AI output is generated from notes |
What data is NOT sent to AI
- Passwords or authentication tokens
- Notes page content or note attachments
- Chat images and file attachments
- Outlook/Microsoft and Google Calendar connection tokens; calendar sync is Pro-only but does not itself trigger an AI call
- Payment information
- Any data from Free-plan accounts, other than the calendar event titles a Free user sends by pressing "Work it out for me" in the Timetable Live Sync settings (see the table above)
Pupil information
Most AI features work on your own tasks and timetable rather than pupil records. Two places can involve pupils, and it is important to be clear about them:
- Report Assistant: the report details you type are sent to OpenAI to draft the comment, but the pupil's name is not: it is swapped for a placeholder on our server before the request is made and swapped back once the comment returns. Mentions of the same name inside your other report fields are replaced too, provided they match what you entered in the name field. The Reports page still asks you to use first names or initials only and to leave out sensitive details such as safeguarding or medical information. Comments you save to your comment bank stay private to your account.
- AI Assistant and task features: these send whatever text is in your task titles and descriptions. If you write pupil names into a task, that text will be included when you use an AI feature that reads your tasks. If you prefer to keep pupil names out of AI calls entirely, keep them out of task titles and descriptions and avoid the Report Assistant.
In all cases the data is sent to generate your response and nothing else. It is not used for advertising, profiling, or model training.
Data retention by OpenAI
Under our API agreement with OpenAI, data submitted via the API is not used to train or improve OpenAI's models. API inputs and outputs may be retained by OpenAI for a limited period for abuse monitoring. For full details, see OpenAI's API Data Usage Policies.
Local processing (no AI call)
Several features that look like AI run entirely on your device or our own servers, with nothing sent to OpenAI:
- The dashboard morning briefing is built locally from your task counts and timetable
- The deadline conflict check when picking a due date compares your tasks and school calendar locally
Smart Add is partly local: it reads your quick-add line on your device first, using teacher-specific keyword recognition, and on the Free plan it goes no further. Only a line those local rules cannot read is sent to OpenAI, and only for Pro subscribers, as described in the table above.
Your controls
- AI features are for Pro subscribers, apart from the Timetable calendar setup helper described above; downgrading to Free removes every AI call except that one button, which you never have to press
- Most AI features run only when you ask. Two run automatically for Pro users: Priority Auto-Scoring suggests a priority while you type a new task title, and the Follow-Up Suggestion appears when you complete a task. Nothing runs while the app is closed
- AI Follow-Up Suggestions can be turned off with the toggle on the Tasks page, skipped with the "Skip" button, or left to auto-dismiss after 15 seconds
- Priority Auto-Scoring can be dismissed; manually selecting a priority prevents further AI suggestions for that task
- You can delete your account at any time; all stored task data is removed
No automated decision-making
AI suggestions in Teacher Task Manager are advisory only. No AI output automatically changes your tasks, priorities, or data without your explicit confirmation. You are always in control.
In accordance with UK GDPR Article 22, Teacher Task Manager does not carry out solely automated decision-making or profiling that produces legal or similarly significant effects on you. Every AI suggestion requires a deliberate action from you to be applied. You may always ignore, edit, or dismiss any AI output.
For full details of how your personal data is handled, your data rights, and how to contact the Information Commissioner’s Office (ICO) if you have a concern, see our Privacy Policy.
Questions
If you have questions about how AI is used in Teacher Task Manager, please contact:
Developer: teacheradmin.com
Email: service@teacheradmin.com