Last updated: February 11, 2026
College Advisor ("we," "our," or "us") provides a practice management platform for independent college counselors. This Privacy Policy explains how we collect, use, and protect information when you use our service.
We collect information necessary to provide our college counseling management services:
When you connect your Google account, we request read-only access to Google Drive. This allows you to:
We only access files you explicitly select. We do not scan, index, or access any other files in your Drive. Imported files are copied to our secure storage; we do not modify your Google Drive contents.
We use collected information to:
We do not sell, rent, or share your information with third parties for marketing purposes.
College Advisor accepts audio recordings of counseling sessions uploaded by counselors. These recordings are processed as follows:
Counselors are responsible for informing students and families that sessions are recorded as part of their standard practice. Students and families may opt out of recording at any time by notifying their counselor at the start of a session.
College Advisor uses artificial intelligence to generate session notes, follow-up emails, and college recommendations from your uploaded content. This processing is performed by Anthropic's Claude API, a third-party AI service.
Before any content is sent to the AI for processing, personally identifiable information (PII) is removed. We scan and tokenize content to replace identifying information — including student names, family member names, counselor names, employer names, phone numbers, email addresses, and other identifying details that appear in natural conversation — with anonymous tokens. The AI processes only tokenized content. Identifying information is restored only in the final output delivered to your account.
Specifically:
We apply rigorous automated PII detection to all content before it reaches the AI service, but no automated system can guarantee detection of every instance of identifying information in free-form speech. We continuously improve our detection methods to maximize coverage.
AI-generated content (meeting notes, emails, recommendations) is provided as drafts for your professional review. You are responsible for reviewing and approving all AI-generated content before sharing it with students or families.
Your data is stored securely using industry-standard practices:
All student data is isolated to your organization. No student records, session content, meeting notes, AI-generated outputs, or uploaded files are accessible to other organizations using the platform.
Within your organization, data access can be further restricted to individual counselors, ensuring that each counselor sees only their own students' records unless your organization's administrator grants broader access.
We do not pool, aggregate, or share individual student data across organizations for any purpose.
In the event of a confirmed data breach that affects your personal information or student data, we will notify affected users within 72 hours of confirmation. Notification will include the nature of the breach, the types of data affected, and the steps we are taking in response.
We retain your data for as long as your account is active. Specifically:
You may request deletion of individual student records or your entire account at any time by contacting us at privacy@keycoaching.co.
You have the right to:
We use the following third-party services to operate College Advisor:
We may update this Privacy Policy from time to time. We will notify users of significant changes via email or through the application.
This Privacy Policy is governed by the laws of the State of California, consistent with our Terms of Service.
If you have questions about this Privacy Policy or our data practices, please contact us at: