Privacy Policy

Syncademia AI Inc. 251 Lester Street, Waterloo, ON, Canada Contact: syncademiaai@gmail.com

Effective Date: April 30, 2026 Last Updated: April 30, 2026

1. Introduction

Syncademia AI Inc. ("Syncademia," "we," "us," or "our") operates the Syncademia platform, an AI-powered student productivity and academic planning application available at syncademiaai.com ("the Service"). This Privacy Policy explains how we collect, use, disclose, store, and protect your personal information when you use our Service.

By using Syncademia, you agree to the collection and use of information as described in this policy. If you do not agree, please do not use the Service.

We are incorporated under the Canada Business Corporations Act (Corporation Number 2262205739).

2. Information We Collect

2.1 Information You Provide Directly

• Account information: name, email address, university or institution name, program of study, and academic year
• Academic content: course names, syllabi, assignments, deadlines, exam dates, notes, and documents you upload
• Profile preferences: onboarding responses, study preferences, and personalization settings
• Communications: messages you send us for support or feedback

2.2 Information Collected Automatically

• Usage data: pages visited, features used, session duration, and interaction patterns
• Device information: browser type, operating system, and IP address
• Log data: server logs including timestamps, error reports, and API requests

2.3 Information From Third-Party Services

Google Sign-In When you sign in with Google, Syncademia AI receives your name, email address, profile picture, and Google account identifier. Syncademia AI does not request access to your Google Calendar, Gmail, Google Drive, Google Contacts, or other Google Workspace content. Syncademia AI does not read, create, update, or delete Google Calendar events.

Microsoft Sign-In When you sign in with Microsoft, we receive:

• Your primary Microsoft Account email address
• Your basic Microsoft profile information (name)

We use this information solely for authentication purposes.

Stripe (Payment Processing) When you subscribe to a paid plan, payments are processed by Stripe Inc. We do not collect or store your credit card number, CVV, or full payment card details. Stripe provides us with:

• Subscription status and plan type
• Transaction confirmation and billing history
• A Stripe customer identifier

Stripe's privacy policy is available at stripe.com/privacy.

2.4 User Uploaded Content

When you upload or submit content to Syncademia AI, we process that content to provide features such as AI chat, summaries, task planning, study organization, flashcards, notes, and productivity tools. Depending on the feature used, uploaded content may be stored by Syncademia AI, sent to trusted service providers, or processed by AI providers such as OpenAI to generate responses. We do not use uploaded content for purposes unrelated to providing, securing, maintaining, or improving Syncademia AI unless we disclose that use and obtain any required consent. Users can delete uploaded files and may request deletion of their account and associated data, subject to legal, security, backup, and abuse prevention requirements.

2.5 AI Processing

Syncademia AI uses third party AI providers, primarily OpenAI, to provide AI powered features. Syncademia AI may also use Google Gemini as a fallback AI provider. When you use AI features, your prompts, uploaded content, file text, and related context may be sent to these providers so they can generate responses. Do not submit sensitive personal information, confidential information, private information about other people, or content you are not allowed to use.

3. How We Use Your Information

We use the information we collect to:

• Provide the Service: create and manage your account, deliver academic planning features, AI tutoring, document processing, and study tools
• Personalize your experience: tailor content, recommendations, and features based on your academic program and preferences
• Process payments: manage subscriptions and billing through Stripe
• Improve the Service: analyze usage patterns to fix bugs, improve features, and develop new functionality
• Communicate with you: send account-related notifications, service updates, and respond to support requests
• Ensure security: detect fraud, abuse, and unauthorized access
• Comply with legal obligations: respond to lawful requests from government authorities when required

Google User Data — Specific Disclosures

In compliance with Google API Services User Data Policy:

• Data Accessed: Primary email address and basic profile information (name, profile picture) via Google Sign-In
• Data Usage: Used exclusively for account authentication and identification within Syncademia. We do not use your Google data for advertising, profiling, or any purpose unrelated to operating your Syncademia account
• Data Sharing: We do not sell, rent, or share your Google user data with third parties for their own purposes. Google data may be shared only with our essential service providers (listed in Section 5) strictly to operate the Service
• AI/ML Training: We do not use Google user data to train artificial intelligence or machine learning models
• Data Retention: Google Sign In data is retained while your account is active. Upon account deletion, we will delete or de-identify your Google Sign In data within 30 days, subject to legal, billing, security, backup, fraud prevention, and dispute resolution requirements

4. Legal Basis for Processing (PIPEDA and Canadian Privacy Law)

We collect and process your personal information under the following grounds:

• Consent: You provide consent when you create an account and agree to this policy
• Contract: Processing necessary to provide the Service you have subscribed to
• Legitimate interests: Improving and securing the Service, fraud prevention
• Legal obligation: Complying with applicable Canadian and international law

5. How We Share Your Information

We do not sell your personal information. We share information only in the following circumstances:

5.1 Service Providers (Data Processors)

We share data with trusted third-party service providers who help us operate the Service. These providers are contractually bound to process data only on our instructions and to protect it appropriately:

5.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid legal process, including court orders or government requests, to the extent permitted and required under Canadian law.

5.3 Business Transfers

If Syncademia AI Inc. is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information is transferred and becomes subject to a different privacy policy.

5.4 Safety

We may disclose information where we believe it is necessary to prevent imminent harm to any person.

6. Data Storage and Protection

6.1 Where Your Data Is Stored

Your data is stored on servers provided by Supabase Inc. and Vercel Inc. Data may be stored and processed in Canada, the United States, or other countries where our service providers operate. By using Syncademia, you consent to this transfer.

6.2 Security Measures

We implement industry-standard security practices to protect your information, including:

• Encryption of data in transit using TLS/HTTPS
• Encryption of data at rest
• Row-level security policies in our database
• Authentication using secure token-based flows (PKCE)
• Access controls limiting employee access to personal data
• Regular security reviews

Despite these measures, no system is completely secure. We cannot guarantee absolute security of your information.

6.3 Payment Security

All payment transactions are processed by Stripe using PCI-DSS compliant infrastructure. We do not store payment card details on our servers.

7. Data Retention and Deletion

7.1 How Long We Keep Your Data

• Active accounts: We retain your personal information for as long as your account is active
• Subscription records: Billing records are retained for 7 years as required by Canadian tax law
• Logs and analytics: Aggregated and anonymized usage logs may be retained indefinitely; identifiable logs are deleted within 90 days
• Deleted accounts: Upon account deletion, we will delete or de-identify your uploaded files, chat history, courses, tasks, and personal data, subject to legal, billing, security, backup, fraud prevention, and dispute resolution requirements

7.2 How to Request Deletion

You have the right to request deletion of your personal information. To do so:

1. In-app: Go to Settings → Privacy & Data → Delete Account
2. By email: Send a deletion request to syncademiaai@gmail.com with the subject line "Data Deletion Request" and your registered email address

We will confirm receipt of your request within 5 business days and complete deletion within 30 days. We will notify you once deletion is complete.

Deletion requests may be declined where retention is required by law or to resolve disputes.

8. Your Privacy Rights

As a user of Syncademia, you have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (see Section 7.2)
• Portability: Request your data in a machine-readable format
• Withdrawal of consent: Withdraw consent to processing where consent is the legal basis
• Opt-out of marketing: Unsubscribe from marketing communications at any time

To exercise any of these rights, contact us at syncademiaai@gmail.com.

9. Cookies and Tracking

Syncademia uses cookies and similar technologies to:

• Maintain your authentication session
• Remember your preferences
• Analyze usage patterns to improve the Service

We use session cookies (deleted when you close your browser) and persistent cookies (stored for a set period). We do not use third-party advertising cookies.

You can control cookies through your browser settings. Disabling cookies may affect your ability to use certain features of the Service.

10. Children's Privacy

Syncademia is designed for university and post-secondary students and is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will delete it promptly.

If you are between 13 and 18, please ensure you have parental consent before using the Service.

11. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties and encourage you to read their privacy policies.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify you by email or through a notice in the Service
• Where required by law, obtain your consent

Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.

13. Contact Us

For any questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:

Syncademia AI Inc. 251 Lester Street Waterloo, N2L 3W6 Canada

Email: syncademiaai@gmail.com

For unresolved privacy concerns, you may also contact the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376.