Data Security & Privacy
TCEvaluator processes education records — transcripts, course histories, and evaluation results — so security and privacy are built into the platform’s architecture rather than added on top. This page summarizes how your data is protected and what you control.
Tenant isolation
Section titled “Tenant isolation”Every customer institution runs in its own isolated tenant:
- Dedicated database per tenant. Your students, evaluations, programs, and settings live in a database that belongs only to your institution. Other customers’ data is physically separated, not just filtered by a column.
- Scoped access on every request. Every API request is resolved to your tenant first, and all reads and writes are scoped to it. Cross-tenant access is rejected at the platform layer.
- Your own subdomain. Your team and your students interact with TCEvaluator on your institution’s subdomain, with content and branding that belong to your tenant.
Encryption
Section titled “Encryption”- In transit: all traffic — the portal, student upload links, the website embed form, and internal service calls — uses HTTPS/TLS.
- At rest: transcripts and database contents are stored on encrypted volumes in the hosting environment.
Access control
Section titled “Access control”- Authentication. Team members sign in with their institutional account; sessions expire and must be renewed. See Signing in.
- Role-based permissions. What a team member can see and do is governed by their role (for example Admin vs. Analyst). Administrative surfaces — organization settings, team management, branding — are restricted to Admins. See Team & roles.
- Student links are scoped. A student direct link only allows uploading a transcript and viewing that student’s own results — it grants no access to the portal.
Backups & availability
Section titled “Backups & availability”Databases are backed up nightly to encrypted offsite storage, with automated verification and alerting on failure. Restore procedures are tested so data can be recovered if something goes wrong.
FERPA-aligned handling
Section titled “FERPA-aligned handling”Transcripts and evaluation results are education records. TCEvaluator’s handling is aligned with FERPA expectations:
- Records are used only to provide the evaluation service to your institution.
- Access is limited to your institution’s authorized team members and the student the record belongs to.
- Records are not shared across tenants or used to serve other customers.
If your institution needs specific data-processing or retention terms, contact your TCEvaluator account manager.
AI processing
Section titled “AI processing”TCEvaluator uses large language models to read transcripts and suggest course matches. Documents are processed for your evaluation only:
- Transcript content is sent to the AI provider solely to perform extraction and matching for your tenant’s evaluations.
- Suggested matches are always attributed with evidence you can review before accepting — see Reviewing results.
Your responsibilities
Section titled “Your responsibilities”A few practices keep your tenant secure on your side:
- Remove team members promptly when they leave — Team & roles.
- Give each person the lowest role that lets them do their job.
- Treat student direct links as sensitive: send them only to the student they were generated for.
- Don’t upload documents for students who haven’t requested an evaluation.