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SheetRank

Student Data Addendum

Last updated: November 11, 2026

This addendum describes how SheetRank handles student information when a school, or an instructor on behalf of a school, uses SheetRank for a course. It supplements our Terms of Service and Privacy Policy. Schools that need a signed agreement, a state student-privacy agreement (for example a state or consortium model DPA), or different terms should write to privacy@sheetrank.com.

1. Roles

The school controls student education records. SheetRank acts as a service provider under the school's direct control, with a legitimate educational interest in the records, as a "school official" under the Family Educational Rights and Privacy Act (FERPA). The instructor who creates a class confirms they are authorized to use SheetRank with their students under their school's policies.

2. What a class holds

  • Roster: student name, email and the date they joined; staff (co-instructors and TAs) and their roles.
  • Coursework: submitted spreadsheets, scores, submission times, progress on assigned work, extensions, excusals and accommodations (extra time on timed tests).
  • Instructor feedback, private staff notes, regrade requests and replies, and announcements.
  • On monitored tests only, what the test discloses to the student before they start: pastes, leaving full screen, tab and window switches, second devices, and periodic snapshots of the sheet.
  • If the class is launched from an LMS (LTI 1.3): LMS user and course identifiers, roster data from the LMS, and the scores sent back to it.

Students see this list in plain words, and agree, the first time they open a class.

3. How we use it

  • Only to provide the class: grading, gradebooks, feedback, integrity review, reminders and support.
  • We do not sell student data, use it for targeted advertising, or build advertising profiles from it.
  • We do not share class records with employers or recruiters. A student's separate, optional recruiting features are their own choice and are never fed by class records.
  • We may use de-identified, aggregated data to improve grading accuracy. It is not used to identify any student.

4. Who can see it

  • The class's instructor, co-instructors and TAs see their own class's students. Staff are added by the instructor by email or by the school's LMS.
  • Classmates never see each other's scores. In class competitions they see names on the standings; any student can choose to appear as "Student N".
  • SheetRank staff access class data only to support the class, investigate a reported problem, or meet a legal obligation.

5. Service providers

We use the providers listed in the Privacy Policy (database and authentication hosting, email delivery, error monitoring, payments, and an AI line-matching step that receives spreadsheet labels and numbers but never names, emails or accounts). Each is bound to use data only to provide its service to us. We will update this page before adding a provider that receives student records.

6. Security

  • Data is encrypted in transit (TLS) and at rest by our hosting providers.
  • Class records are readable only by our server through access checks on every request; browsers never query class tables directly.
  • Invite links are random and stored only as hashes.
  • See our Security page for more.

7. Incidents

If we learn of unauthorized access to student records, we will notify the affected instructors and schools without undue delay, and within the time required by applicable law, with what we know and what we are doing about it.

8. Access, correction and deletion

  • Students can download their class data and leave a class, optionally deleting their class work, from the class's "Your data in this class" page.
  • Instructors can export grades as CSV, remove students, and delete a class with every record it holds about its students from class Settings.
  • Requests to review or correct education records under FERPA go through the school; we help the school respond.
  • Deleting an account deletes or anonymizes its personal data as described in the Privacy Policy.

9. Retention

Class records are kept while the class exists so instructors can finish grading and handle appeals. Instructors can delete a class at any time. A school can ask us to delete its classes, or to apply a shorter retention schedule, at privacy@sheetrank.com.

10. Students under 18

SheetRank is built for university students. It is not directed at children under 13, and classes should not enroll them. Schools that enroll students under 18 are responsible for any parental consent their policies or state law require.

11. Changes

We will not make a change that weakens these protections for data already collected without the school's agreement. Other changes are posted here with a new date.