Privacy Policy

1. Scope of this Privacy Policy

This Privacy Policy explains how StudyPulse collects, uses, shares, stores, and protects personal data when you visit studypulse.ai, create or use a StudyPulse account, participate in an organization workspace, communicate with support, use Pulse.E or another AI feature, access an API or integration, or otherwise interact with the Service.

This Policy applies to learners, parents and guardians, educators, trainers, staff, administrators, organization representatives, independent users, website visitors, and other individuals whose personal data is processed through StudyPulse.

2. Who is responsible for your data

For personal data collected directly from website visitors, independent users, billing contacts, and support contacts, StudyPulse generally acts as the controller or responsible business.

For data submitted or managed by a school, university, company, NGO, government body, training provider, or other organization, that organization generally decides why and how the data is used and acts as controller or responsible entity. StudyPulse generally acts as processor or service provider under the organization’s instructions. In that situation, requests about organization-managed records may need to be directed to the organization.

StudyPulse may act as an independent controller for limited operational purposes such as account security, fraud prevention, billing, service communications, legal compliance, and protecting the Service.

3. Personal data we collect

Account and identity data

Names, email addresses, usernames, passwords in protected form, profile images, account type, age or age range where required, language, country, phone number, authentication details, and account-recovery information.

Organization and verification data

Organization name, type, country, representatives, roles, contact details, subscription information, seat allocations, organization codes, domains, accreditation or registration documents, tax or business documents, and identity documents submitted for verification.

Learning and education data

Courses, enrollments, uploaded learning materials, assignments, projects, quizzes, exams, answers, grades, feedback, attendance, progress, completion status, certificates, study plans, flashcards, notes, learner goals, educator comments, and related records.

AI, content, and communications data

Prompts, AI chat messages, generated outputs, tutor sessions, files, images, audio, video, voice recordings or transcripts when a voice feature is used, support messages, notifications, and communications within the Service.

Parent, guardian, and consent data

Parent or guardian contact details, learner-link requests, invitation or approval codes, relationship and authorization records, consent choices, and permission history.

Sensitive or special-category data

StudyPulse is not intended as a medical-record system. However, an organization may enable optional well-being, accessibility, learning-support, psychometric, safeguarding, or similar features that could involve sensitive information. Such data should be collected only where lawful, necessary, appropriately restricted, and supported by any required explicit consent or other legal condition.

Payment and transaction data

Plan, billing cycle, invoices, payment status, transaction references, tax information, refunds, and limited payment-card information. Full card details are normally handled by payment processors rather than stored by StudyPulse.

Device, usage, and technical data

IP address, browser, operating system, device identifiers, session identifiers, login history, pages and features used, clicks, timestamps, referring pages, error logs, API requests, security events, cookie or similar-technology identifiers, and approximate location inferred from an IP address.

Optional precise location

Precise device location is collected only if a location-dependent feature is enabled, your device grants permission, and the collection is disclosed in context. You may normally disable location access in your device settings, although the relevant feature may then stop working.

Data from integrations and third parties

Information received from an organization, identity provider, single sign-on service, payment provider, email or messaging service, learning-content provider, cloud service, or other integration that you or your organization enables.

4. How we collect personal data

• Directly from you when you register, upload content, complete learning activities, communicate, make a payment, or configure settings.
• From an organization that creates, invites, enrolls, links, or manages your account.
• Automatically from your browser, device, cookies, logs, and use of the Service.
• From integrations, identity providers, payment providers, and other services you choose to connect.
• From parents, guardians, educators, or administrators who are authorized to provide information about a learner.

5. Why we use personal data

• Create and administer accounts, authenticate users, manage roles, and provide organization workspaces.
• Deliver courses, learning materials, AI tutoring, assessments, grading workflows, attendance, progress, certificates, study planning, parent views, and other requested features.
• Process prompts and User Content to provide AI-generated outputs, summaries, questions, transcriptions, recommendations, and learning support.
• Personalize the learning experience, remember preferences, and improve accessibility and usability.
• Process subscriptions, invoices, taxes, payments, refunds, seats, quotas, and usage limits.
• Send account, security, course, billing, support, and service communications.
• Provide customer support, investigate errors, maintain availability, and improve performance.
• Prevent fraud, abuse, cheating, unauthorized access, security incidents, and violations of our Terms.
• Comply with law, enforce agreements, respond to lawful requests, protect rights and safety, and maintain appropriate records.
• Develop and improve the Service using aggregated, de-identified, or appropriately protected data.

6. Legal bases for processing

Where data-protection law requires a legal basis, we rely on one or more of the following: performance of a contract; steps requested before entering a contract; legitimate interests such as providing, securing, supporting, and improving the Service; consent; compliance with legal obligations; protection of vital interests; and tasks in the public interest where an authorized organization instructs us and the law permits it.

Where we rely on legitimate interests, we consider the impact on individuals and apply safeguards. Where we rely on consent, you may withdraw it at any time, although withdrawal does not affect prior lawful processing.

7. AI processing and model improvement

StudyPulse processes prompts, uploaded materials, context, and AI outputs to provide the AI feature you request. AI processing may involve carefully selected technology providers acting on our behalf. Data sent to an AI provider is limited where reasonably practicable to what is needed for the request.

StudyPulse will not intentionally use private learner content or private AI conversations to train a public or shared general-purpose model without separate notice and any permission required by law. We may use de-identified, aggregated, quality-assurance, safety, or diagnostic information to evaluate and improve the Service.

AI outputs may contain errors or unintended personal information. Do not include unnecessary sensitive information in prompts, and review outputs before sharing or relying on them.

8. How we share personal data

Within an organization workspace

We share data according to role permissions and organization settings. Authorized educators and administrators may see organization-managed learning activity, grades, attendance, progress, submissions, and related records. Parent or guardian access is limited to approved linked learners and permission-controlled views. Private notes and private AI chats are hidden by default unless a lawful and clearly disclosed setting provides otherwise.

Service providers

We may share data with vendors that provide hosting, storage, content delivery, security, analytics, customer support, communications, payment processing, identity verification, AI processing, transcription, document processing, and similar services. They may use the data only to provide contracted services and must protect it as required by their agreements and applicable law.

Integrations selected by you or your organization

When an integration is enabled, data may flow to and from that third party. The organization administrator is responsible for confirming the integration is appropriate and lawful.

Legal, safety, and enforcement disclosures

We may disclose data where reasonably necessary to comply with law or legal process, protect users or the public, investigate fraud or security incidents, enforce agreements, or establish, exercise, or defend legal claims.

Business transfers

If StudyPulse is involved in a merger, acquisition, financing, restructuring, insolvency, or sale of assets, personal data may be disclosed under appropriate confidentiality and transferred as part of the transaction, subject to applicable law.

9. No sale of personal data or behavioural advertising

StudyPulse does not sell personal data for money. StudyPulse does not share personal data for cross-context behavioural advertising and does not use private learner records or AI conversations to target third-party advertising.

If our practices change, we will update this Policy and provide any opt-out or consent mechanism required by law before the change applies.

10. Cookies and similar technologies

We use cookies and similar technologies for authentication, security, session management, preferences, performance, troubleshooting, analytics, and remembering language or display choices. Essential cookies are necessary for the Service to operate.

Where required, non-essential analytics or similar technologies are used only after consent. You may manage cookies through available consent controls and browser settings. Blocking essential cookies may prevent sign-in or other core features. StudyPulse does not currently respond to browser “Do Not Track” signals; where legally required, we honour recognized opt-out preference signals applicable to our practices.

11. Children and student privacy

StudyPulse may be used by schools, families, and learners of different ages. We design child and student access around organization permissions, parent or guardian involvement, age-appropriate notices, and role-based controls.

A child below the applicable digital-consent age must not create an independent account unless a verified parent, guardian, or authorized educational institution provides the permission required by law. Organizations are responsible for determining whether they may provide consent on behalf of a parent for a school-authorized educational service and for obtaining direct parental consent where required.

When StudyPulse processes education records for a U.S. educational institution, StudyPulse may act as a “school official” or outsourced service provider under the institution’s direct control where the legal requirements are satisfied. StudyPulse uses such records only for authorized educational purposes and does not use them for behavioural advertising.

Parents, guardians, and eligible students should direct requests concerning school-managed education records to the relevant school or organization. We will assist the organization as required by contract and law.

12. Data retention

We retain personal data only for as long as reasonably necessary for the purposes described in this Policy, including providing the Service, maintaining security, complying with organization instructions, resolving disputes, enforcing agreements, and meeting legal, accounting, or reporting obligations.

Retention depends on the type of data, account status, organization settings, legal requirements, risk, and technical backup cycles. An organization may set or request retention periods for organization-managed data. After deletion, limited copies may remain temporarily in secure backups or may be retained where law requires or permits. We may retain aggregated or de-identified information that no longer identifies an individual.

13. Security

We use administrative, technical, and organizational safeguards designed to protect personal data. Measures may include access controls, role-based permissions, encryption in transit, protected credentials, logging, monitoring, backups, secure development practices, vendor review, and incident response.

No service can guarantee absolute security. You are responsible for using a strong unique password, protecting devices and credentials, configuring roles carefully, and reporting suspected compromise to support@studypulse.ai. Where required by law, we will notify affected parties and authorities of a qualifying personal-data breach.

14. International data transfers

StudyPulse and its service providers may process data in countries other than the country where you live. Those countries may have different data-protection laws. Where required, we use recognized transfer safeguards such as adequacy decisions, standard contractual clauses, contractual protections, or another lawful transfer mechanism.

Organization customers may contact us for information about applicable processing locations and transfer safeguards.

15. Your privacy rights

Depending on your location and the context, you may have rights to access, correct, update, delete, restrict, object to, or obtain a copy of personal data; withdraw consent; request portability; opt out of certain processing; appeal a denied request; and complain to a data-protection authority.

To make a request, contact support@studypulse.ai. We may need to verify your identity and authority. If the data is controlled by your school, employer, or another organization, we may refer the request to that organization and assist it in responding. Rights are subject to legal exceptions and may not apply in every situation.

You will not be discriminated against for exercising a privacy right. An authorized agent may submit a request where law permits, subject to verification.

16. California and other U.S. state privacy notices

Where a U.S. state privacy law applies, the categories of personal information collected, the sources, purposes, and recipients are described throughout this Policy. We do not sell personal information and do not share it for cross-context behavioural advertising. We retain data as described in the “Data retention” section.

Eligible residents may request access, correction, deletion, portability, or information about our practices, and may appeal certain decisions. We do not use or disclose sensitive personal information for purposes that require a right to limit under applicable California law, except as necessary to provide requested services, maintain security, or as otherwise permitted by law.

17. European Economic Area, United Kingdom, and Switzerland

Individuals in these regions may have rights under applicable data-protection law, including access, rectification, erasure, restriction, portability, objection, and withdrawal of consent. You may also complain to your local supervisory authority.

Where StudyPulse acts as processor for an organization, the organization is responsible for responding to requests and identifying the legal basis for its use of the Service. StudyPulse will provide contractual assistance consistent with applicable data-processing terms.

18. Communications and marketing choices

We send transactional messages needed to provide the Service, such as verification, security, course, account, billing, and support notices. You cannot opt out of essential service communications while maintaining an active account.

Where we send promotional messages, you may unsubscribe using the message link or contact support. We may still send non-promotional service messages.

19. Third-party links and services

The Service may contain links to websites, videos, documents, applications, or services not controlled by StudyPulse. Their privacy practices are governed by their own policies. Review those policies before providing personal data.

20. Changes to this Privacy Policy

We may update this Policy to reflect changes in law, technology, features, vendors, or business practices. We will post the updated Policy and revise the effective date. If a change materially affects your rights or how we use personal data, we will provide additional notice where required.

21. Contact and complaints

For privacy questions, data requests, complaints, or information about organization processing, contact us using the details below. Please include enough information for us to understand the request, but do not send passwords or highly sensitive documents by ordinary email unless requested through a secure method.