Acceptable Use Policy

1. Introduction and Scope

This Acceptable Use Policy governs the use of the Nexsy AI-powered Learning Management System by all users, establishing clear guidelines for appropriate and responsible use of our educational technology platform. This Policy forms an integral part of our Terms of Service and applies to all users regardless of their role, access level, or institutional affiliation.

Our platform combines advanced artificial intelligence capabilities with comprehensive educational management tools, utilising third-party AI model APIs enhanced by proprietary business rule engines to deliver personalised learning experiences. This sophisticated technology requires careful consideration of appropriate use to maintain educational integrity, protect user privacy, and ensure optimal learning outcomes for all participants.

Contact Information:

Email: hi@nexsy.io
Address: 128 City Road, London, EC1V 2NX, United Kingdom

2. Scope of Application

2.1 Covered Users and Activities

This Policy applies comprehensively to all individuals with access to our platform, including students and learners across all educational levels, instructors and educators delivering educational content, administrative staff managing academic programmes, institution administrators overseeing platform deployment, technical support personnel providing assistance, and any other person granted access to platform features or data.

The Policy covers all activities conducted through our platform, including account creation and management, content creation, sharing, and consumption, communication and collaboration between users, utilisation of AI-powered features (such as lesson planning assistance, assessment support, and tutoring services), data access and processing activities, and system administration functions.

2.2 Educational Context and Purpose

Our platform is designed specifically for educational environments and must be used in accordance with educational values, academic integrity principles, and professional standards appropriate to learning institutions. All users are expected to contribute to a positive learning environment that supports educational achievement, personal development, and professional growth whilst respecting the diverse backgrounds and needs of all participants.

3. Permitted Uses and Educational Activities

3.1 Core Educational Functions

The platform may be used for legitimate educational and training activities that support learning objectives and institutional missions. This includes traditional learning and teaching activities such as course delivery, content consumption, skill development, and knowledge acquisition. Assessment and evaluation activities encompass creating, completing, and grading various types of assessments, providing feedback, and tracking educational progress.

Communication and collaboration features can be utilised for educational discussions, peer learning, providing feedback, and academic collaboration among students, instructors, and educational support staff. Administrative functions support user management, progress tracking, reporting, and institutional compliance with educational regulations and quality assurance requirements.

3.2 AI Feature Utilisation

Our AI-powered features are designed to enhance educational experiences whilst maintaining academic integrity and educational value. AI lesson planning assistance may be used to generate and customise educational content and curricula, create teaching materials and learning resources, develop assessment strategies and rubrics, and personalise learning approaches based on student needs and learning styles.

AI assessment support helps instructors with grading assistance and feedback generation, rubric application and consistency, progress tracking and analytics, and quality assurance for educational standards. The AI tutoring system provides students with 24/7 learning assistance, personalised question answering and explanation, learning path recommendations, and supplementary educational support that extends classroom learning.

3.3 Professional Development and Collaboration

Platform features may be used for professional development activities, including training on educational technology features and capabilities, sharing best practices and educational resources, collaborative development of academic content and curricula, and professional networking within appropriate educational contexts. These activities should uphold professional standards and make a positive contribution to the educational community.

4. Prohibited Uses and Unacceptable Activities

4.1 Illegal and Harmful Activities

Users must never engage in activities that violate applicable laws or regulations, including but not limited to intellectual property infringement, fraud, identity theft, or deception. The distribution of illegal content or materials is strictly prohibited, as is any facilitation of illegal activities or services through platform features or communications.

Content that is harmful, inappropriate, or disruptive to the educational environment is not permitted. This includes pornographic, violent, or disturbing materials, hate speech or content promoting discrimination, harassment, or violence, malicious code including viruses or malware, and unauthorised sharing of private or confidential information belonging to other users or institutions.

4.2 Platform Abuse and Security Violations

Users must not attempt to compromise platform security or functionality through unauthorised access attempts to restricted areas or accounts, interference with platform operations or security measures, excessive resource usage that impacts other users' experiences, deployment of automated tools or scripts for unauthorised purposes, or data extraction beyond authorised educational purposes.

System abuse includes any attempt to circumvent security measures, exploit vulnerabilities, or gain unauthorised access to data or functionality not intended for the user's role or permissions.

4.3 Academic Misconduct and Integrity Violations

Maintaining academic integrity is fundamental to educational environments and the effective use of digital platforms. Prohibited activities include plagiarism through submitting others' work as original, cheating by using unauthorised assistance or materials during assessments, unauthorised sharing of assessment content or answers, attempts to manipulate grades or assessment results, and misrepresentation of AI-assisted work as entirely original without appropriate disclosure.

Users must be transparent about their use of AI assistance in educational work, following institutional guidelines for AI usage in academic assignments and ensuring that AI tools enhance rather than replace critical thinking and learning processes.

4.4 Professional Misconduct and Harassment

Professional standards must be maintained in all platform interactions. Prohibited behaviours include harassment, intimidation, threats, or abuse directed at other users; discrimination or biased treatment based on protected characteristics; impersonation of others or provision of false credentials; privacy violations through unauthorised access or sharing of personal data; and use of the platform for unauthorised commercial purposes unrelated to educational activities.

5. AI Usage Guidelines and Responsible Implementation

5.1 Responsible AI Utilisation

When using our AI features, users must approach these tools responsibly and with an understanding of their capabilities and limitations. AI-generated content must constantly be reviewed and validated before use, particularly in educational contexts where accuracy and appropriateness are crucial. Users should maintain academic integrity by clearly identifying AI-assisted work where required by institutional policies and ensuring that AI assistance enhances rather than replaces critical thinking and educational development.

Respect for intellectual property rights applies to AI interactions, meaning users should not attempt to use AI systems to infringe copyrights or create content that violates intellectual property laws. The educational purpose of AI assistance should remain paramount, with AI tools used to support learning objectives rather than to circumvent educational requirements or diminish the learning experience.

5.2 AI Content Attribution and Academic Integrity

Transparency in AI usage is essential for maintaining academic integrity and educational value. Users must disclose when AI assistance has been used in content creation, in accordance with institutional policies regarding AI usage in assignments and assessments. Proper attribution of AI assistance should follow academic standards and institutional guidelines, ensuring that supervisors and assessors understand the extent of AI involvement in student work.

The human contribution to AI-assisted work must remain meaningful and substantial, with students demonstrating their understanding, analysis, and synthesis rather than simply reproducing AI-generated content without critical engagement or personal insight.

5.3 Understanding AI Limitations

Users should understand that AI systems, whilst sophisticated, have inherent limitations that require human oversight and critical evaluation. AI suggestions may contain errors, biases, or inappropriate recommendations that require human judgment to identify and correct. Human oversight remains essential for all educational decisions, and AI cannot replace the professional judgment required for assessment, feedback, and academic planning.

Cultural and contextual sensitivity may be limited in AI responses, requiring users to consider the appropriateness of AI-generated content for specific educational contexts, diverse learner populations, and cultural sensitivities within their academic environment.

6. Data Protection and Privacy Responsibilities

6.1 Personal Data Handling Requirements

Users must handle personal data in accordance with data protection laws and institutional policies, practising data minimisation by collecting and processing only necessary personal data for legitimate educational purposes. Appropriate consents must be obtained and managed for data processing activities, and access controls must be maintained to prevent unauthorised disclosure of personal information.

Data security responsibilities include protecting personal data from unauthorised access, using secure methods for data transmission and storage, and promptly reporting any suspected data breaches or security incidents to the appropriate authorities.

6.2 Student Data Protection

Special protections apply to student data, reflecting the sensitive nature of educational information and the enhanced protections required for minors and vulnerable learners. Student data must be used solely for legitimate educational purposes, with strict confidentiality maintained regarding student records, academic performance, and personal circumstances.

Parental rights must be respected regarding the data of minor students, including the implementation of appropriate consent mechanisms and access provisions as required by law or institutional policy. Data retention must adhere to institutional policies and legal requirements, ensuring that student information is retained only for as long as necessary for educational and regulatory purposes.

6.3 Sensitive Information Safeguards

Particular care must be exercised when handling sensitive information categories, including health information related to SEND accommodations and medical conditions, financial data, including payment and billing information, identity documents such as passports and verification materials, assessment results and academic performance data, and personal circumstances including family, social, or economic information that may affect educational support needs.

Users must understand the heightened protection requirements for such information and ensure appropriate safeguards are implemented when accessing, processing, or sharing sensitive data through platform features.

7. Communication Standards and Professional Conduct

7.1 Professional Communication Requirements

All communication through platform features must maintain professional standards appropriate to educational environments. This includes being respectful and courteous in tone and content, ensuring appropriateness for the educational setting and diverse user population, focusing on constructive contributions that support learning and development, maintaining clarity in written communication that is easily understood by recipients, and ensuring relevance to educational purposes and platform functionality.

Professional communication fosters a positive learning environment that supports the educational objectives and personal development of all users, while respecting diverse backgrounds, perspectives, and learning needs.

7.2 Harassment Prevention and Inclusive Environment

Creating an inclusive and respectful environment requires active prevention of harassment and discriminatory behaviour. Prohibited activities include cyberbullying through online intimidation or repeated harassment, discrimination based on protected characteristics, including race, gender, religion, disability, or sexual orientation, sexual harassment, including unwelcome sexual advances or inappropriate content, threats or statements intended to intimidate or cause fear, and stalking through persistent unwanted contact or attention.

Users are encouraged to report inappropriate behaviour through established channels and to contribute positively to an inclusive educational environment that welcomes and supports all participants.

7.3 Conflict Resolution and Professional Dispute Management

When conflicts arise, users should utilise appropriate channels for addressing concerns, seeking mediation and collaborative resolution before escalating disputes, respecting institutional policies and procedures for complaint handling, and maintaining professionalism throughout any dispute resolution process.

Constructive conflict resolution contributes to a positive educational environment, helping to maintain focus on educational objectives and community building within the platform environment.

8. Security Responsibilities and System Protection

8.1 Account Security and Access Management

Users are responsible for maintaining the security of their platform accounts through the use of strong, unique passwords that meet complexity requirements, protection of login credentials and avoiding sharing account access, enabling multi-factor authentication when available to enhance security, proper session management, including logging out from shared devices, and immediate reporting of suspicious activity or unauthorised access attempts.

Account security is a shared responsibility between users and our platform security measures, requiring active participation from users to maintain the integrity of the educational environment and protect sensitive educational data.

8.2 Device and Network Security

Users should employ appropriate security measures when accessing the platform, including using updated devices with current security software, avoiding unsecured public networks for sensitive educational activities, keeping browsers and applications up to date with security updates, and securing devices and workspaces appropriately to prevent unauthorised access to academic data.

These measures help protect not only individual user data but also the broader educational community's information and platform security.

8.3 Incident Reporting and Security Awareness

Users must promptly report security-related concerns, including suspected security breaches or system vulnerabilities, inappropriate content or behaviour by other users, technical issues that may affect platform security or functionality, and data protection incidents or privacy concerns that may impact educational data or personal information.

Timely reporting enables rapid response to security threats and helps maintain the integrity and safety of the educational environment for all users.

9. Intellectual Property Rights and Content Management

9.1 Content Ownership and Licensing

Users retain ownership of the original content they create through platform features, while granting the necessary licences for platform operation and educational use. Educational use licences apply to content shared within the platform community, and commercial use of platform content requires explicit permission from content owners and platform administrators.

Proper attribution must be provided for cited materials, and users must respect copyright and licensing requirements for all content used or shared through platform features.

9.2 Copyright Compliance and Fair Use

Users must only upload or share content for which they have the necessary legal rights, respecting fair use limitations within educational contexts while ensuring compliance with copyright law. Proper attribution must be provided for all cited and referenced materials, and users must respond promptly to any takedown requests or copyright concerns raised by content owners or platform administrators.

Understanding and applying copyright principles in educational contexts helps protect both individual users and the broader academic community from legal risks whilst supporting legitimate educational use of copyrighted materials.

9.3 AI-Generated Content and Attribution

Content generated through our AI features presents unique considerations for ownership and attribution. Whilst users may utilise AI-generated content for educational purposes, appropriate attribution of AI assistance should be provided where required by institutional policies or academic standards. Users should be aware that AI-generated content may be based on existing copyrighted materials and should exercise caution when using such content in commercial or public contexts.

The collaborative nature of AI-assisted content creation requires transparency about the role of AI assistance in the final educational product, whilst ensuring that human creativity and critical thinking remain central to the educational experience.

10. Compliance Monitoring and Quality Assurance

10.1 Platform Monitoring and Automated Systems

Nexsy employs various monitoring systems to ensure policy compliance and maintain platform security and functionality. This includes AI systems that flag potentially problematic content, automated monitoring to identify security threats and policy violations, usage analytics to support platform improvement and educational outcomes, and content filtering to prevent the distribution of harmful or inappropriate materials.

These monitoring systems are designed to support a safe and productive educational environment whilst respecting user privacy and maintaining focus on educational objectives and community well-being.

10.2 Human Review and Educational Oversight

Human review processes supplement automated monitoring to ensure appropriate evaluation of complex situations and educational contexts. This includes review of flagged content by qualified staff, educational institution oversight of user activities within their domain, support staff access to accounts for legitimate troubleshooting and assistance purposes, and administrative review of policy violations with consideration of educational context and individual circumstances.

Human oversight ensures that monitoring and enforcement activities remain sensitive to educational needs and individual circumstances, while maintaining a consistent application of policy requirements.

10.3 Continuous Improvement and Community Feedback

Our monitoring and compliance processes continuously evolve based on user feedback, educational best practices, and technological developments. Users are encouraged to provide input on the effectiveness of policies and the functionality of the platform, contribute to community discussions about appropriate use and educational value, and participate in the development of educational technology through constructive engagement with platform features and capabilities.

11. Enforcement Procedures and Consequences

11.1 Progressive Enforcement and Educational Approach

Policy violations are addressed through a progressive enforcement approach that prioritises education and community restoration whilst maintaining appropriate consequences for serious violations. Initial violations typically result in formal warnings, accompanied by educational resources on proper platform use. Content removal may occur when materials violate policy requirements, and access restrictions may be imposed to limit specific platform features or areas as necessary to prevent further violations.

More serious or repeated violations may result in account suspension involving temporary loss of platform access, account termination for severe violations or repeated non-compliance, and referral to law enforcement when illegal activities are suspected or identified.

11.2 Factors Considered in Enforcement Decisions

Enforcement decisions take into account multiple factors to ensure fair and appropriate responses to policy violations. These include the severity and nature of the breach and its impact on the educational environment, intent and circumstances surrounding the violation, including whether it appears inadvertent or deliberate, previous violation history and patterns of behaviour, cooperation with investigation and remediation efforts, and the educational context and institutional policies that may provide additional guidance for appropriate responses.

This comprehensive approach ensures that enforcement actions are proportionate, educational, and focused on maintaining a positive learning environment for all users.

11.3 Appeals Process and Due Process

Users may appeal enforcement actions through established procedures designed to ensure fair treatment and appropriate review of decisions. Appeals must be submitted within 30 days of the enforcement action, accompanied by supporting evidence or additional context that may impact the decision.

Institutional administrators may provide additional review for students and staff within their organisations, and formal grievance procedures may apply where institutional policies provide additional appeal rights.

The appeals process ensures that enforcement decisions are subject to appropriate review whilst maintaining the integrity of platform policies and community standards.

12. Educational Institution Responsibilities

12.1 Policy Implementation and Training

Educational institutions and organisations using our platform should communicate this Policy clearly to all users within their organisation, provide comprehensive training on appropriate platform use and AI feature guidelines, establish local procedures for policy enforcement that complement institutional codes of conduct, integrate platform usage guidelines with existing educational policies and procedures, and conduct regular reviews and updates of usage guidelines to reflect evolving educational needs and technological capabilities.

Effective policy implementation requires collaboration between Nexsy and educational institutions to ensure consistent application of standards and expectations across the academic community.

12.2 User Support and Educational Guidance

Institutions should provide ongoing support to help users understand and comply with policy requirements, including guidance on appropriate AI usage in educational contexts, training on digital citizenship and online safety principles, clear channels for reporting concerns or policy violations, support for users in understanding privacy and security responsibilities, and facilitation of dispute resolution and community building within the educational environment.

Comprehensive user support helps prevent policy violations whilst promoting positive educational outcomes and community development.

12.3 Oversight and Quality Assurance

Educational institutions and organisations should maintain appropriate oversight of platform usage within their organisation through monitoring of institutional platform usage patterns, investigation of reported policy violations affecting their users, coordination with Nexsy on serious incidents or systemic concerns, maintenance of records regarding enforcement actions and educational interventions, and reporting of systemic issues or concerns that may affect platform policies or functionality.

Institutional oversight ensures that platform use aligns with educational missions and regulatory requirements whilst supporting individual user success and community well-being.

13. Updates and Communication

We may update this Policy periodically to reflect changes in platform functionality, evolving legal or regulatory requirements, feedback from educational institutions and users, and emerging best practices in educational technology and online safety. Significant changes are communicated through email notifications and platform announcements, with users encouraged to review the Policy regularly and provide feedback through established support channels.

We welcome questions about policy requirements or suggestions for improvement. Institutions are notified of changes that may affect their compliance obligations or user training requirements.

14. Contact Information and Support

For questions about this Policy, to report policy violations, or to seek guidance on appropriate platform use, please contact us at hi@nexsy.io. Please include "Acceptable Use Policy" in the subject line for faster processing and provide detailed information about your concern, relevant usernames or accounts, and screenshots or documentation if applicable.

Our support team is committed to helping users understand and comply with policy requirements whilst maximising the educational value and positive impact of our platform for all members of the academic community.

15. Acknowledgement and Agreement

By using the Platform, you acknowledge that you have read, understood, and agree to comply with this Acceptable Use Policy. Your continued use of our educational technology platform signifies your ongoing agreement to adhere to these guidelines and contribute positively to the academic community and learning environment we strive to maintain.