Privacy Policy

A. Information You Provide Directly

We collect personal information when you submit an inquiry form, apply for admission, schedule an interview, register for events, enroll a student, apply for tuition assistance, make tuition or fee payments, or subscribe to email or SMS updates.

This may include: parent/guardian name, student name, email address, phone number, mailing address, date of birth, academic history and transcripts, financial information relevant to tuition or aid, application responses, and communication preferences.

Payment information is processed through secure third-party payment processors. We do not store full credit card numbers on our servers.

B. Automatically Collected Information

When you visit our website, we may automatically collect IP address, browser type, device type, operating system, pages viewed, time spent on pages, referral source, and interaction behavior. This data helps us improve performance, security, and user experience.

Xdot Prep uses cookies and similar technologies, grouped into three categories. Essential cookies are always on and are required for the site to function (for example, keeping you signed in and securing forms). Analytics cookies help us measure traffic and improve pages. Marketing cookies help us measure and tailor campaigns. Analytics and marketing cookies are used only with your consent.

When you first visit, a banner lets you accept all, reject non-essential, or choose categories. You can change your choice at any time using the “Cookie Settings” link in the site footer, or through your browser settings.

Subject to your consent, Xdot Prep may use digital marketing and tracking technologies, including Google Analytics, Google Ads, Meta (Facebook/Instagram) Pixel, and similar tools, to measure marketing effectiveness, improve messaging, serve relevant advertisements, and conduct retargeting campaigns. In addition to browser-based tags, we may share a limited, hashed (irreversibly encoded) identifier — such as an encoded form of your email address — directly with these advertising partners through secure server-to-server connections (for example, Meta’s Conversions API) so that campaign measurement and ad delivery remain accurate. We do not share your raw email address or phone number with advertising partners for this purpose; the identifier is hashed before it is sent.

Your Advertising Choices

Using these technologies for advertising may be considered “targeted advertising,” or a “sale” or “sharing” of personal data, under certain state privacy laws, including the Texas Data Privacy and Security Act. You have the right to opt out, and we will not treat you differently for doing so. You can decline or withdraw consent for marketing cookies at any time using the “Cookie Settings” link in the site footer, and we honor recognized browser-based opt-out preference signals (such as Global Privacy Control) as a request to opt out of marketing tracking. You may also opt out of personalized advertising through your browser settings, Meta’s ad preferences, and Google’s ad settings.

We may store your information in a secure Customer Relationship Management (CRM) system to manage admissions communications, send newsletters or updates, track application progress, and provide program announcements. You may unsubscribe from marketing emails at any time by clicking the unsubscribe link included in our communications.

Online payments are processed through secure third-party payment processors that comply with applicable payment security standards. We may retain payment history, billing records, tuition agreements, and financial assistance documentation. This information is used strictly for administrative, financial, and legal purposes.

Student records and sensitive educational information are stored securely, accessed only by authorized personnel, and used strictly for academic, compliance, and administrative purposes. We take reasonable technical and organizational precautions to protect student data.

We use personal information to evaluate admissions applications, communicate with families, deliver educational services, process tuition payments, administer tuition assistance, improve website performance, comply with legal obligations, and protect the security of our institution. We do not sell personal information.

We use artificial intelligence to support certain administrative and educational functions. We believe families deserve to know where and how AI is used in services that affect them.

A. AI Provider

We use Anthropic’s Claude AI through a commercial API agreement. Data we send to Claude is not used to train or improve Anthropic’s models, and Anthropic retains data only as needed to deliver the service and meet legal obligations, in accordance with their data processing terms.

B. Where We Currently Use AI

• Admissions interview support. After a family interview, we use AI to help our admissions team draft a preliminary tuition and enrollment offer for each student. A human administrator reviews, edits, and approves every offer before it is sent.
• Internal content drafting. We use AI to help draft marketing and administrative communications, which are reviewed by a person before publication.

C. Planned AI Features

As we build out our academic platform, we plan to use AI in additional ways, which may include:

• Adaptive academic pacing — adjusting practice question difficulty in response to student performance.
• A student-facing capstone or project advisor for guided conversations during entrepreneurship and project work.
• Skill mastery tracking and personalized practice recommendations.
• Pattern detection in enrollment and operational data to support staff decision-making.

Before any new AI feature that involves student or family data becomes available, we will update this Privacy Policy and, where appropriate, notify affected families directly. Features that involve students under 13 will require explicit guardian consent before use.

D. What Data Is Sent to AI Systems

We send only the minimum information needed for the feature to function. For administrative features (such as offer drafting), this may include application responses, interview notes, and tuition-aid context. For future student-facing features, the data sent will be limited to what the feature requires (for example, a student’s response to a practice question). Payment information is handled directly by our third-party payment processor and is never sent to AI systems.

E. Human Oversight

Consequential decisions affecting a family or student — including admissions decisions, tuition offers, financial aid determinations, disciplinary actions, and academic grading — are made by humans. AI may support these decisions, but it does not make them.

F. Your Choices

You may request information about how AI has been used in processing your family’s data, and you may opt your student out of AI-assisted features where opting out is operationally feasible. Some features (such as administrative offer drafting that occurs before a human review) may not be opt-out-eligible because the AI output is reviewed and edited by a person before it reaches you. To submit a request, contact us at hello@xdotprep.com.

We retain personal information for as long as necessary to fulfill educational and administrative purposes, comply with legal and financial recordkeeping requirements, and maintain historical academic records. When data is no longer required, we take reasonable steps to securely delete or anonymize it.

We implement appropriate administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, or destruction. However, no digital transmission or storage system can be guaranteed 100% secure.

Our website is intended for parents and guardians. We do not knowingly collect personal information directly from children under 13 without parental consent. Where current or future features (including any AI-assisted features) collect or process information about students under 13, we require verifiable guardian consent before doing so, consistent with the Children’s Online Privacy Protection Act (COPPA).

You may request to access your personal information, correct inaccurate data, request deletion of certain data (subject to legal limitations), and opt out of marketing communications. To submit a request, contact us at hello@xdotprep.com.

We may update this Privacy Policy periodically. Updates will be posted on this page with a revised effective date.

By submitting forms through our Site, you consent to receive communications from XDOT Prep via email, phone, and SMS (if opted in). SMS Privacy: No mobile opt-in data will be shared with third parties for marketing or promotional purposes. You may opt out of marketing communications at any time.

XDOT Prep
12488 FM 1812, Merkel, TX 79536
hello@xdotprep.com
325-725-7702