AI Usage Policy

Effective Date: July 1, 2026
Last Updated: July 2026
Version: 2026-07
Entity: EverJoy Memory LLC d/b/a EverJoy

1. Purpose and Scope

This AI Usage Policy ("Policy") describes how EverJoy uses artificial intelligence ("AI") in the Student Growth Cloud platform, including data flows, consent requirements, limitations, and human oversight. This Policy applies to:

AI features available to parents through the Service
Internal AI processing pipelines
Third-party AI providers (OpenAI)
Capture Partner workflows involving AI-assisted growth dimension tagging

This Policy supplements the Privacy Policy, Terms of Service, and Parent Consent Agreement.

2. AI Features Overview

EverJoy uses AI to enhance memory organization, growth tracking, and yearbook creation. AI features are optional and require separate parent consent (ai_processing, version 2026-07).

2.1 Feature Catalog

Feature	Description	AI Provider	Consent Required
Auto-Classification	Categorize memories by type, subject, category	OpenAI gpt-4o-mini	Yes
OCR & Vision	Extract text from images and PDFs	OpenAI gpt-4o-mini	Yes
Summaries	Generate memory summaries	OpenAI gpt-4o-mini	Yes
Growth Dimension Tagging	Tag artifacts across 5 growth dimensions	OpenAI gpt-4o-mini	Yes
Growth Insights	Narrative insights and recommendations	OpenAI gpt-4o-mini	Yes
Yearbook Recommendations	Suggest content for Personalized Yearbooks	OpenAI gpt-4o-mini	Yes
Achievement Detection	Identify proud moments and achievements	OpenAI gpt-4o-mini	Yes
Temporal Growth Detection	Compare memories over time (≥90 days apart)	OpenAI gpt-4o-mini	Yes

2.2 Growth Dimensions

Partner capture and growth tracking use five dimensions:

Academic Growth — Subject mastery, learning progress
Communication Growth — Writing, speaking, expression
Creative Growth — Art, music, creative projects
Personal Growth — Character, resilience, social development
Memories & Milestones — Significant events and achievements

3. Consent Requirements

3.1 Separate AI Consent

AI processing requires explicit ai_processing consent (version 2026-07), distinct from:

Terms of Service consent
Privacy Policy consent
Child data storage consent

Parents may use core storage, timeline, and yearbook features without AI consent.

3.2 Consent Collection

Consent is collected via:

Checkbox during onboarding (ParentConsentStep.tsx)
API endpoint: POST /api/consent/accept
Recorded in consent_records with timestamp, IP, user agent

3.3 Re-Consent

When AI practices or policy versions change materially, parents must re-consent via /re-consent before AI processing resumes.

3.4 Consent Enforcement

AI processing is gated by:

AI_FEATURES_ENABLED=true environment flag
Valid ai_processing consent for the family
Dashboard layout enforcement via requireCurrentConsents()

Implementation note: Consent should be verified at AI job enqueue time (enqueueAiJob()). Production checklist item 9.5 tracks this enforcement.

3.5 Revocation

Parents may revoke AI consent through:

Settings → Privacy → Revoke AI consent
Email to privacy@myeverjoy.com

Revocation stops new AI processing. Previously generated AI metadata remains until parents delete associated memories.

4. Data Sent to AI Providers

4.1 OpenAI Integration

EverJoy uses OpenAI API (model: gpt-4o-mini) for all AI features.

Configuration:

API key stored in environment variable (OPENAI_API_KEY)
Monthly cost cap: $200 platform-wide
Worker authentication via AI_WORKER_SECRET
Jobs queued in ai_processing_jobs table

4.2 Data Transmitted

Feature	Data Sent to OpenAI
Classification	Title, description, OCR text (≤2000 chars), filename, MIME type; image URL for images
OCR/Vision	Signed URL to memory file (15-minute TTL)
Summaries	Memory content and metadata
Growth insights	Child first name, school year, signal excerpts, milestone text, timeline summaries, parent notes
Yearbook recs	Memory summaries and metadata for current school year
Growth detection	Memory metadata for temporal comparison

4.3 Data NOT Sent

Full parent account information
Billing/payment data
Other children's data (scoped to processed memory)
School roster data
Family Circle comments (unless part of memory content)

4.4 OpenAI Data Use

EverJoy configures API calls consistent with OpenAI's business terms. Per OpenAI API data usage policies, API data is not used to train models. EverJoy does not opt in to training data usage.

Parents should review OpenAI's Privacy Policy and API Terms periodically.

5. AI Processing Pipeline

5.1 Trigger Events

AI processing is triggered by:

Memory upload (parent)
Capture artifact ingestion (partner scan)
Manual re-processing request
Yearbook builder refresh

5.2 Processing Flow

Upload/Capture
    │
    ▼
Consent Check (ai_processing)
    │
    ▼
Enqueue ai_processing_jobs
    │
    ▼
Worker: POST /api/ai/process
    │
    ├── Classification
    ├── OCR/Vision (if needed)
    ├── Summary generation
    ├── Growth dimension tagging
    └── Store results in memory record
    │
    ▼
UI: Poll /api/ai/jobs/[memoryId]

5.3 Fallback Behavior

If AI confidence is below threshold (0.7 for classification), rule-based fallback is applied. If AI is unavailable (cost cap, API error), processing is queued for retry or skipped with user notification.

6. Quality Assurance

6.1 Confidence Thresholds

Threshold	Value	Action
Classification confidence	0.7	Below: rule-based fallback
Growth dimension confidence	0.6	Below: route to QA queue
OCR confidence	N/A	Retry with vision if text extraction fails

6.2 Human Review

Artifacts with growth dimension confidence below 0.6 are routed to QA queue (qa_pending status). Admin/partner review required before assignment to student.

QA items unresolved for >48 hours trigger admin alerts.

6.3 Partner Capture QA

Capture Partners do not make AI-based identity decisions. Identity is determined solely via QR/barcode scan. AI is used only for content classification and growth tagging after identity is established.

7. Limitations and Disclaimers

7.1 AI Outputs Are Not Professional Advice

AI-generated content—including classifications, summaries, growth insights, and recommendations:

Is provided for convenience and informational purposes only
May contain errors, omissions, or inaccuracies
Does not constitute educational, psychological, medical, or legal advice
Should be reviewed by parents before reliance or sharing

7.2 No Automated Decisions

EverJoy does not use AI to make automated decisions producing legal or similarly significant effects on children. AI outputs are suggestions for parent review.

7.3 No AI-Based Identity

EverJoy never uses AI, OCR, or handwriting recognition to identify students in the Partner Capture Network. Student identity is determined exclusively through Student ID label scan.

8. Cost Controls

8.1 Platform Cap

Monthly AI spend is capped at $200 platform-wide. When cap is reached:

New AI jobs are queued but not processed
Admin notification is sent
Processing resumes at next billing cycle or cap increase

8.2 Monitoring

Admin console (/admin/ai) displays:

Job counts and status
Token usage
Estimated cost
Failure rates

9. Security

9.1 Data in Transit

API calls to OpenAI use TLS 1.2+
Signed URLs for file access expire in 15 minutes

9.2 Data Storage

AI-generated metadata stored in memory records
Subject to same RLS and access controls as underlying content
Deleted when parent deletes memory or child profile

9.3 Worker Security

AI worker endpoint protected by AI_WORKER_SECRET
Jobs processed server-side only (not client-side API key exposure)

10. Transparency

10.1 User Notification

Parents are informed about AI features through:

Parent Consent Agreement (optional AI checkbox)
Privacy Policy Section 7 (AI Processing Details)
Terms of Service Section 7 (AI Features and Disclaimers)
In-app indicators when AI processing is active

10.2 AI-Generated Content Labeling

AI-generated summaries and insights are distinguishable from parent-entered content in the UI. Parents can view original content alongside AI outputs.

11. Prohibited Uses

EverJoy AI will not be used to:

Identify students from handwriting or photos (partner capture)
Make admission, grading, or disciplinary decisions
Profile students for advertising
Generate content without parent consent
Process data beyond stated purposes

12. Changes to AI Features

Material changes to AI features or data practices require:

Policy version update
Parent notification
Re-consent via /re-consent

Minor improvements (model updates within same provider, performance optimizations) may be deployed with updated Policy notice.

13. Contact

Purpose	Contact
AI/privacy inquiries	privacy@myeverjoy.com
General support	support@myeverjoy.com

Schedule A: AI Model Specifications

Parameter	Value
Provider	OpenAI
Model	gpt-4o-mini
API endpoint	api.openai.com
Max tokens (classification)	500
Max tokens (summary)	300
Max tokens (insights)	800
OCR text limit	2,000 characters
Signed URL TTL	15 minutes
Monthly cost cap	$200
Retry attempts	3
Fallback	Rule-based classification

Schedule B: AI Prompt Categories

Prompt Type	File	Data Inputs
Classification	`classifyMemory.ts`	Title, description, OCR, filename
Summary	`processMemoryPipeline.ts`	Memory content
Growth insights	`growth/insights/prompts.ts`	Child name, signals, milestones, notes
Yearbook recs	`growth/yearbook/service.ts`	Memory summaries, school year
Growth detection	`growth/summary.ts`	Temporal memory metadata

Schedule C: Prohibited AI Uses

EverJoy AI will NOT be used for:

Student identification from handwriting or photos
Admission or enrollment decisions
Grading or academic evaluation
Disciplinary action recommendations
Medical or psychological diagnosis
Predictive profiling for non-Service purposes
Content generation without parent consent
Training third-party models on user data

AI Usage Policy version 2026-07. Aligned with EverJoy AI implementation in yearbox/src/lib/ai/.