Privacy policy
Transparency is baked into every Senthema feature. Learn what data we collect, why we collect it, and how you can stay in control.
How we approach privacy
This policy explains how Senthema (“we”, “us”, “our”) collects, uses, and protects information when you use the platform. If you disagree with the policy, do not use the service.
Information we collect
- Account data: Username, email, membership tier, optional avatar, subscription preferences.
- Authentication: OAuth provider IDs (Google, Discord), email verification codes (temporary), active tokens with expiry, IP, and user agent when provided.
- Content you provide: Uploaded documents, file metadata, converted markdown, YouTube URLs & transcripts, generated service items (quizzes, flashcards, writer outputs, solver results).
- Spaces & collaboration: Space settings (name, color, icon, privacy, description), member roles, likes/reactions, invite codes, feed events.
- Usage & activity: Daily AI usage counts by service, quiz attempts, answers, and select user actions with metadata.
- System logs: Error and diagnostic logs, limited AI prompt construction traces (not exposed publicly).
- Derived data: Extracted text/markdown, transcripts, AI model outputs, structured quiz metadata.
We do not intentionally collect government IDs, precise geolocation, or payment card data (payments are processed externally).
How we use information
- Provide core features (storage, quiz/flashcard/writer generation).
- Generate transcripts and structured study assets.
- Enforce membership and daily usage limits.
- Security and abuse prevention (token validation, anomaly detection).
- Operational logging and product improvement.
- User notifications (login alerts, reminders, product updates).
- Optional news / promotional updates (if opted in).
AI processing
When you trigger AI features (quizzes, flashcards, writing, solver), we send the minimum necessary context (extracted text plus instructions) to OpenAI’s GPT-4o API. Image references may be included when required. We do not submit deleted documents. Audio transcription uses a locally loaded Whisper model—audio isn’t sent to third-party transcription vendors.
Legal bases
- Contract: Delivering the service you request.
- Legitimate interests: Security, service reliability, and improvement.
- Consent: Marketing communications (opt-in) and optional news.
- Legal obligations: Compliance with applicable law and lawful requests.
Data retention
- Account & space data: Retained while the account is active.
- Generated items: Stored until deleted by you or removed with a space.
- Verification codes & tokens: Short-lived and automatically expire.
- Logs: Rotated and typically retained up to ~90 days.
- Backups: Deleted data may persist in encrypted backups until purge cycles complete.
Your rights
Depending on jurisdiction you may access, correct, delete, port, restrict, or object to processing, and opt out of marketing. Submit requests to privacy@senthema.com.
Security commitments
Safeguards include scoped access controls, token expiration, usage rate limits, file size constraints, and server-side parsing. No system is infallible—report issues to security@senthema.com.
Children
The service is not intended for children under 13 (or higher local age requirements). We delete data of underage users if discovered.
International transfers
Data may be processed in regions where our infrastructure and subprocessors operate (for example, the United States). Where required, we implement appropriate contractual safeguards.
Policy updates
We will update this page for material changes (new AI providers, data types, or rights workflows). The Effective Date reflects the latest revision.
Contact
Questions? Reach us at admin@senthema.com.
Have questions or need a data export?
Our privacy team replies within two business days. We’ll help with access, deletion, and partnership inquiries.