Artificial Intelligence (AI) Policy

Effective Date: January 27, 2026
Last Updated: January 27, 2026

1. Introduction

Somerset Academy Inc. (“Somerset Academy,” “we,” “us,” or “our”) is committed to using technology responsibly to enhance educational outcomes while protecting the privacy, safety, and well-being of the children and families we serve. This AI Policy outlines our approach to the use of artificial intelligence tools and systems in our operations, communications, and educational programs.

We recognize that AI technology offers opportunities to improve administrative efficiency, personalize learning experiences, and enhance communication with families. However, we also acknowledge the ethical considerations, privacy concerns, and potential risks associated with AI use, particularly when working with young children.

2. Our Commitment to Responsible AI Use

Somerset Academy Inc. commits to the following principles when implementing AI technologies:

  • Child-Centered: AI tools will be used only when they genuinely benefit children’s learning and development
  • Transparent: We will clearly communicate to families when and how AI is being used
  • Privacy-Protective: Children’s data will never be used to train commercial AI models without explicit parental consent
  • Human-Supervised: AI tools will supplement, not replace, human judgment and educator expertise
  • Bias-Aware: We will actively work to identify and mitigate algorithmic bias in AI systems
  • Age-Appropriate: AI applications will be developmentally suitable for early childhood education
  • Secure: All AI systems will meet our stringent data security and privacy standards

3. Current AI Applications

3.1 Administrative and Operational Uses

Somerset Academy may use AI-powered tools for:

Content Creation and Communication

  • Drafting newsletters, announcements, and general informational content
  • Generating social media posts about our programs and community events
  • Creating educational resources and parent workshop materials
  • Translating communications for non-English speaking families

Important Note: All AI-generated content is reviewed, edited, and approved by qualified human staff before publication. We do not use AI to generate individualized assessments, reports about specific children, or communications regarding sensitive matters.

Administrative Efficiency

  • Scheduling and calendar management
  • Data entry and record-keeping assistance
  • Email organization and response suggestions
  • Document summarization for internal use

Website and Digital Experience

  • Chatbots for answering frequently asked questions about enrollment, programs, and policies
  • Website analytics to improve user experience
  • Accessibility features such as text-to-speech or translation tools

3.2 Educational Support Tools

Somerset Academy may implement AI-enhanced educational tools that:

  • Provide supplementary learning activities tailored to developmental stages
  • Offer multilingual support for children from diverse language backgrounds
  • Generate creative prompts for art, storytelling, or imaginative play activities
  • Assist educators in documenting observations and creating learning portfolios

Critical Safeguards:

  • All educational AI tools are selected based on age-appropriateness and alignment with our curriculum philosophy
  • Educators maintain full control over implementation and can override or discontinue any AI recommendation
  • Screen time recommendations for early childhood are strictly followed
  • AI tools are never used as substitutes for human interaction, play-based learning, or teacher-child relationships

3.3 Safety and Security Applications

We may use AI-powered systems for:

  • Facility security monitoring (video surveillance with motion detection)
  • Emergency response systems
  • Visitor management and access control

Privacy Protection: Security footage is stored securely, accessed only by authorized personnel, retained only as long as legally required, and never used for facial recognition or biometric identification of children without explicit written consent.

4. What We Do NOT Use AI For

To protect children’s privacy, well-being, and developmental needs, Somerset Academy explicitly does NOT use AI for:

  • Behavioral surveillance or prediction – We do not use AI to monitor, track, or predict individual children’s behavior, emotions, or future outcomes
  • Automated decision-making about children – Decisions regarding enrollment, advancement, special needs support, or discipline are made by qualified humans, not algorithms
  • Biometric identification – We do not use facial recognition, emotion detection, or other biometric AI technologies on children
  • Selling or sharing data for commercial AI training – Children’s information is never sold to third parties or used to train commercial AI models
  • Replacing human educators – AI will never substitute for the critical role of qualified early childhood educators
  • Screen-based learning for infants and toddlers – We follow AAP guidelines limiting screen time for young children
  • Social-emotional assessment – Human educators, not AI systems, assess children’s social-emotional development
  • Individualized medical or psychological diagnosis – AI tools do not diagnose developmental delays, health conditions, or special needs

5. Data Privacy and AI

5.1 Children’s Data Protection

When AI tools process information about children, we ensure:

  • Minimal Data Collection: AI systems access only the minimum data necessary for their specific function
  • No Profiling: We do not create detailed behavioral profiles or predictive models about individual children
  • Parental Control: Parents have the right to opt out of any AI-enhanced services that involve their child’s data
  • Consent Requirements: Explicit parental consent is obtained before using AI tools that process identifiable information about children
  • COPPA Compliance: All AI vendors comply with the Children’s Online Privacy Protection Act (COPPA)
  • Data Anonymization: When possible, data is anonymized or de-identified before being processed by AI systems

5.2 Third-Party AI Vendors

All third-party AI service providers must:

  • Sign data processing agreements that protect children’s privacy
  • Demonstrate compliance with applicable privacy laws (COPPA, FERPA, state regulations)
  • Maintain appropriate security certifications and standards
  • Prohibit the use of children’s data for any purpose other than providing the contracted service
  • Delete data upon request or contract termination
  • Undergo regular security audits
  • Provide transparency about their AI models and data practices

We maintain a current list of AI vendors and their specific uses, available to parents upon request.

5.3 Data Retention and Deletion

Data processed by AI systems follows the same retention policies as outlined in our Privacy Policy:

  • Data is retained only as long as necessary for the specified purpose
  • Parents may request deletion of their child’s data from AI systems at any time
  • When AI tools are discontinued, all associated data is securely deleted
  • Regular audits ensure AI vendors are properly deleting data as required

6. Algorithmic Bias and Fairness

We recognize that AI systems can perpetuate or amplify existing biases related to race, ethnicity, language, disability, socioeconomic status, and other factors. To address this concern:

  • We evaluate AI tools for potential bias before implementation
  • We prioritize vendors who demonstrate commitment to algorithmic fairness
  • We monitor AI outputs for signs of discriminatory patterns or outcomes
  • We maintain human oversight to catch and correct biased recommendations
  • We seek diverse perspectives when selecting and evaluating AI tools
  • We provide training to staff on recognizing and addressing AI bias
  • We welcome feedback from families regarding concerns about fairness

Our Commitment: If an AI system demonstrates bias that could harm children or families, we will immediately discontinue its use and notify affected parties.

7. Transparency and Disclosure

7.1 Communication with Families

We commit to transparency about our AI use by:

  • Clearly disclosing when AI tools are used in communications or services
  • Providing this AI Policy on our website and making it available upon request
  • Including AI disclosure in enrollment materials and parent handbooks
  • Notifying families before implementing new AI systems that affect their children
  • Offering opportunities for parents to ask questions about our AI practices
  • Responding to information requests about specific AI applications within 30 days

7.2 Labeling AI-Generated Content

When we publish AI-generated or AI-assisted content, we:

  • Clearly label significant AI-generated materials (such as blog posts or educational resources)
  • Acknowledge when images, videos, or audio are created or modified using AI
  • Indicate that all AI content has been reviewed and approved by qualified staff
  • Do not misrepresent AI-generated content as purely human-created when the AI contribution is substantial

8. Educational Philosophy and AI

Somerset Academy’s educational approach centers on play-based learning, human relationships, and developmentally appropriate practices. Our use of AI is guided by the following principles:

8.1 Preserving Human Connection

  • The teacher-child relationship is irreplaceable and remains central to our program
  • AI tools enhance but never replace human warmth, empathy, and understanding
  • Children’s primary learning experiences involve hands-on exploration, not screens
  • Family engagement happens through authentic human communication

8.2 Developmentally Appropriate Technology

  • Screen time for children follows the American Academy of Pediatrics (AAP) guidelines
  • Any AI-enhanced learning tools are used sparingly and intentionally
  • Technology supports, but does not dominate, the learning environment
  • Children’s developmental needs for movement, sensory experiences, and social interaction take priority over digital tools

8.3 Supporting Educators, Not Replacing Them

  • AI tools reduce the administrative burden so educators can focus on children
  • Technology enhances teacher capabilities, but does not make pedagogical decisions
  • Professional judgment of qualified early childhood educators supersedes AI recommendations
  • Ongoing professional development helps staff use AI tools effectively and ethically

9. Parental Rights and Control

Parents and guardians have the following rights regarding AI use:

9.1 Right to Information

  • Request detailed information about the AI systems we use
  • Understand how AI tools may process their child’s information
  • Receive clear explanations of AI-generated recommendations or communications
  • Access our current vendor list and data processing agreements

9.2 Right to Opt-Out

  • Decline participation in any optional AI-enhanced services
  • Request that their child’s data not be processed by specific AI systems
  • Choose alternative non-AI methods for communication or services when available
  • Withdraw consent for AI data processing at any time

9.3 Right to Human Review

  • Request human review of any AI-generated assessment or recommendation
  • Speak with qualified staff about concerns regarding AI tools
  • Appeal or challenge AI-influenced decisions
  • Receive accommodations if AI systems create barriers to services

9.4 Right to Deletion

  • Request deletion of their child’s data from AI systems
  • Have AI-processed data removed upon withdrawal from our programs
  • Ensure data is not retained longer than necessary

To exercise any of these rights, contact us at hello@somersetacademyinc.org or (267) 639-9664.

10. Staff Training and Accountability

10.1 Training Requirements

All Somerset Academy staff who use AI tools receive training on:

  • Ethical considerations in AI use with young children
  • Data privacy and security protocols
  • Recognizing and addressing algorithmic bias
  • Appropriate vs. inappropriate uses of AI in early childhood education
  • Transparency and disclosure requirements
  • Maintaining human oversight and professional judgment

10.2 Accountability Measures

  • Regular audits of AI tool usage and data processing
  • Incident reporting procedures for AI-related concerns
  • Clear protocols for discontinuing problematic AI systems
  • Designated staff responsible for AI policy compliance and oversight
  • Annual review and updates to this AI Policy

11. AI Vendor Selection Criteria

When evaluating AI tools and vendors, we assess:

Privacy and Security

  • COPPA and FERPA compliance
  • Data encryption and security certifications
  • Clear data processing agreements
  • No data selling or secondary use
  • Geographic data storage and processing locations

Transparency and Ethics

  • Clear documentation of how AI models work
  • Demonstrated commitment to algorithmic fairness
  • Independent third-party audits or certifications
  • Responsive customer support and accountability

Educational Appropriateness

  • Alignment with early childhood best practices
  • Evidence of developmental appropriateness
  • Recommendations from trusted educational organizations
  • Positive outcomes in similar educational settings

Functionality and Reliability

  • Proven track record and stability
  • Ability to meet our specific needs
  • Integration with existing systems
  • Cost-effectiveness and sustainability

12. Research and Development

Somerset Academy may participate in research studies involving AI in early childhood education, but only under these conditions:

  • Institutional Review Board (IRB) approval for all research involving children
  • Explicit parental consent with full disclosure of AI involvement
  • Children’s participation is completely voluntary with no penalty for declining
  • Research data is de-identified and protected according to the highest standards
  • Results are shared with participating families
  • Children’s well-being takes absolute priority over research objectives

We do not allow commercial AI companies to conduct research on our students for product development without rigorous ethical oversight and explicit parental consent.

13. Emergency Situations and AI

In emergency situations (health crises, security threats, natural disasters), we may temporarily expand AI use for:

  • Enhanced communication systems to reach families quickly
  • Safety monitoring and threat detection
  • Resource coordination and logistics

Even in emergencies, we maintain:

  • Commitment to children’s privacy and dignity
  • Human oversight of all AI systems
  • Transparency about temporary expanded AI use
  • Return to normal protocols as soon as safely possible

14. Future AI Technologies

As AI technology evolves rapidly, we commit to:

  • Continuously evaluating emerging AI tools for potential educational benefit
  • Staying informed about AI risks and best practices in early childhood education
  • Updating this policy as needed to address new AI applications
  • Consulting with families, educators, and experts before implementing significant new AI systems
  • Prioritizing proven, ethical AI applications over experimental or unproven technologies

15. Complaints and Concerns

If you have concerns about our AI practices:

Step 1: Contact Us

Step 2: Formal Complaint

  • Submit a written complaint describing your concern
  • We will investigate and respond within 14 business days
  • If unresolved, request escalation to the Director

Step 3: External Resources

  • File a complaint with the Pennsylvania Department of Human Services if you believe children’s welfare is at risk
  • Contact the Federal Trade Commission (FTC) for privacy violations
  • Seek guidance from child advocacy organizations

We take all concerns seriously and are committed to addressing them promptly and transparently.

16. Policy Review and Updates

This AI Policy will be reviewed and updated:

  • Annually, at minimum
  • Whenever significant new AI technologies are implemented
  • In response to changes in applicable laws and regulations
  • Based on feedback from families, staff, and experts
  • Following any AI-related incident or concern

Material changes will be communicated to families through:

  • Email notification to all enrolled families
  • Posted notice on our website with updated “Last Updated” date
  • Announcement in newsletters
  • Discussion at parent meetings when appropriate

17. Definitions

Artificial Intelligence (AI): Computer systems designed to perform tasks that typically require human intelligence, including learning, reasoning, problem-solving, perception, and language understanding.

Algorithmic Bias: Systematic and repeatable errors in AI systems that create unfair outcomes, often reflecting historical biases in training data.

Biometric Data: Unique physical or behavioral characteristics (such as facial features, fingerprints, or voice patterns) used to identify individuals.

COPPA: Children’s Online Privacy Protection Act, a federal law protecting the online privacy of children under 13.

De-identification: Removing or obscuring personal identifiers from data so individuals cannot be readily identified.

FERPA: Family Educational Rights and Privacy Act, a federal law protecting the privacy of student education records.

Machine Learning: A subset of AI where systems learn from data without being explicitly programmed.

18. Contact Information

For questions, concerns, or requests regarding this AI Policy:

Somerset Academy Inc.
719 W Girard Ave.
Philadelphia, PA 19123
Phone: (267) 639-9664
Email: hello@somersetacademyinc.org

By enrolling your child at Somerset Academy Inc., you acknowledge that you have read, understood, and agree to this AI Policy. We welcome your questions and feedback as we navigate the responsible use of technology in early childhood education.