Use Case | Privacy Policy Review

Use Case 1: Privacy Policy Review

Description:
In the education sector, digital platforms collect and process sensitive data from students and staff, such as names, addresses, and academic records. This use case allows automatic validation of privacy policies to ensure compliance with regulations like GDPR or local data protection laws, guaranteeing proper handling of information.

How It Works:

1. Document Upload:

1. • Privacy policies are uploaded in PDF format.
   • Example: Policies from an online learning platform or a student management system.

2. Rule Definition:

1. • Sample JSON rules:
     • Does the policy specify what personal data is collected and how it is processed?
     • Does it mention the legal basis for data processing?
     • Does it include users’ rights to access, modify, or delete their information?
     • Does it specify security measures like encryption or access control?
     • Does it outline a process for notifying users and authorities about data breaches?

3. System Analysis:

1. • The endpoint analyzes the policies to ensure they include the required elements under applicable regulations.

4. Report Generation:

1. • The system produces a report detailing:
     • Full or partial compliance with regulations.
     • Missing or ambiguous elements.

Example:
The system detects that a privacy policy does not include a section on the right to be forgotten, violating GDPR.

Benefit:
Helps educational institutions ensure regulatory compliance, avoid legal penalties, and build user trust.

Use Case 2: Third-Party Contract Validation

Description:
Educational institutions often work with software providers to manage learning platforms, digital libraries, and administrative services. This use case ensures that contracts with these third parties include clear clauses on data security and privacy.

How It Works:

1. Contract Upload:

1. • Signed contracts with technology or educational software providers are uploaded.
   • Example: Contracts for virtual learning platforms or school management systems.

2. Rule Definition:

1. • Sample JSON rules:
     • Does the contract include clauses on the protection of student and staff data?
     • Are responsibilities in case of a data breach clearly defined?
     • Are specific security measures like data encryption or access controls mentioned?
     • Does it include an audit plan to verify compliance with regulations?
     • Are penalties for non-compliance with security and privacy commitments outlined?

3. System Analysis:

1. • The endpoint analyzes each contract clause to ensure compliance with legal and security requirements.

4. Report Generation:

1. • The system details:
     • Present and correct clauses.
     • Missing or ambiguous elements needing revision.

Example:
The system identifies that a supplier contract lacks specific measures for notifying the institution about security incidents.

Benefit:
Simplifies the management of robust, compliant contracts, minimizing legal and operational risks.

Use Case 3: Funding Program Audits

Description:
Educational institutions receive funding through scholarships, grants, and projects that require compliance with specific rules. This use case validates related documents automatically to ensure adherence to program requirements and regulations.

How It Works:

1. Document Upload:

1. • Documents related to funding programs, such as proposals, grant agreements, or progress reports, are uploaded.
   • Example: Documents for a research project funded by a government grant.

2. Rule Definition:

1. • Sample JSON rules:
     • Do they include detailed budget breakdowns?
     • Are deadlines for fund usage and report submission clearly stated?
     • Are eligibility conditions for beneficiaries outlined?
     • Are responsibilities of all involved parties specified?
     • Do they comply with local regulations on public resource usage?

3. System Analysis:

1. • The endpoint reviews documents to ensure they include all necessary details as per program rules.

4. Report Generation:

1. • The system provides details on:
     • Complete and compliant documents.
     • Missing or inconsistent elements needing correction.

Example:
The system identifies that a grant document lacks a clear budget breakdown, which could hinder approval.

Benefit:
Ensures funding documents meet established requirements, avoiding rejections or penalties.

Common Benefits of the Three Use Cases

1. Guaranteed Regulatory Compliance:

1. • Ensures privacy policies, contracts, and funding documents adhere to local and international regulations.

2. Review Efficiency:

1. • Automates document validation, significantly reducing manual review time.

3. Risk Mitigation:

1. • Identifies omissions or issues before they cause legal conflicts, sanctions, or funding losses.

4. Detailed Report Generation:

1. • Provides clear results to help institutions make necessary adjustments and meet standards.

5. Scalability:

1. • Ideal for handling large volumes of documents in institutions managing multiple contracts, projects, or platforms.

Example Report Generated

Funding Program Audits

• Documents Reviewed: 15.
• Fully Compliant: 12.
• Deficiencies Identified:
  • 2 documents lack detailed budget breakdowns.
  • 1 document does not include clear deadlines for report submissions.
• Recommendations:
  • Update missing elements in documents before submitting them for final review.

Conclusion

This endpoint enables educational institutions to automate and optimize the validation of privacy policies, supplier contracts, and funding documents, ensuring regulatory compliance, efficiency, and transparency. By detecting omissions or issues early, it helps mitigate legal risks and improves operational management in educational processes.