AI & Data Use
Summary: AI features are Pro-only and opt-in by nature. When you use them, minimal relevant task or context data is sent to OpenAI's API to generate a response. Notes page content is not sent to AI for summarisation. Your data is never used to train AI models. You can use the app fully without ever triggering an AI call.
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
All AI features are available on the Pro plan only. Free-plan users are never subject to AI calls.
| Feature | What is sent to AI | What AI returns |
|---|---|---|
| AI Assistant (chat) | Your task list titles, team memberships, recent team messages, and your typed message | A conversational reply with workload advice, prioritisation suggestions, or task creation help |
| Daily Briefing | Your overdue and today's tasks, school calendar context, team summary | A short natural-language briefing paragraph shown at the top of the Tasks page |
| AI Follow-Up Suggestion | The completed task's title, description, and category | A suggested next task title, category, and priority |
| Deadline Conflict Warning | The selected due date, your tasks on that date, school calendar data | A warning message if the date is overloaded, a holiday, or INSET day |
| Priority Auto-Scoring | Task title, category, and selected due date | A suggested priority level and a short reason |
| AI Expand Description | Task title and category | A 3–6 step markdown checklist as a task description |
| AI Subtask Suggestions | Task title and category | 3–5 suggested subtask titles as selectable chips |
| Smart Add fallback | The natural-language task input text | Structured task fields (title, due date, priority, category) when local NLP confidence is below 70% |
| AI Task Extraction (Chat) | A single chat message text | Whether the message is actionable; if so, a suggested task title, category, and priority |
| Report Assistant | The pupil's first name or initials, the subject, the attributes you enter (effort, attainment, behaviour, targets, notes), and your chosen tone and length. Use first names or initials only; no full names or sensitive personal data are required. | A drafted pupil report comment in British English, or a refined version of an existing comment. 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. |
| Lesson Planner | The subject, class, 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) |
| Notes page | Notes page content is not sent to AI for summarisation | No AI output is generated from notes |
What data is NOT sent to AI
- Passwords or authentication tokens
- Notes page content or note attachments
- Outlook/Microsoft Calendar connection tokens; calendar sync is Pro-only but does not itself trigger an AI call
- Full task descriptions (unless you explicitly use "Expand Description")
- Payment information
- Student names or student data of any kind
- Any data from Free-plan accounts
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 AI processing
The Smart Add feature first attempts to parse your task input locally using teacher-specific keyword recognition (no network call). An AI call is only made if local parsing confidence falls below 70%. This means most quick-add tasks never leave your device.
Your controls
- AI features are only available to Pro subscribers; downgrading to Free removes all AI calls
- AI Daily Briefing is dismissible per session and only runs once until you dismiss it
- AI Follow-Up Suggestions can be skipped with the "Skip" button or 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