Privacy Policy

Effective Date: 2025-08-09

This Privacy Policy explains how Senthema ("we", "us", "our") collects, uses, and protects information when you use the platform. If you disagree with this policy, do not use the service.

1. Information We Collect

• Account Data: Username, email, membership tier, avatar (optional), subscription preferences.
• Authentication: OAuth provider IDs (Google, Discord), email verification codes (temporary), active tokens (with expiry, IP & user agent if 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), members & roles, likes/reactions, invite codes, feed events.
• Usage & Activity: Per‑service daily usage counts, quiz attempts, answers, user actions with metadata.
• System Logs: Error and diagnostic logs, limited AI prompt construction traces (not publicly exposed).
• 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 (no payment processing is embedded in the current codebase).

2. 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).

3. 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 if needed. We do not submit deleted documents. Transcription uses a locally loaded Whisper model; audio is not sent to third‑party transcription services.

4. Legal Bases (If Applicable)

• Contract: Delivering the service you requested.
• Legitimate Interests: Security, service reliability, improvement.
• Consent: Marketing communications (opt‑in) and optional news.
• Legal Obligations: Compliance and lawful requests.

5. Sharing & Disclosure

We use subprocessors / services: hosting infrastructure, Postgres, Redis, Cloudinary (media), OpenAI (generation), YouTube metadata. We do not sell personal data. We may disclose information to comply with law or prevent harm, or in a merger/acquisition (with notice).

6. Cookies & Sessions

We use session cookies / tokens to maintain authenticated state. No third‑party advertising trackers are embedded. Blocking cookies may impair functionality.

7. Retention

• Account & space data: While the account is active.
• Generated items: Until deleted by you or space removal.
• Verification codes & tokens: Short‑lived, auto-expire.
• Logs: Rotated and typically retained up to ~90 days.
• Backups: Deleted data may persist in encrypted backups until routine purge cycles complete.

8. Your Rights

Depending on jurisdiction: access, correction, deletion, portability, restriction, objection, marketing opt‑out. Submit requests to privacy@Senthema.com.

9. Security

Measures 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.

10. Children

Not intended for children under 13 (or higher local age). We delete data of underage users if discovered.

11. International Transfers

Data may be processed in regions where our infrastructure and subprocessors operate (e.g., United States). Appropriate contractual safeguards apply where required.

12. Changes

We update this page for material changes (new AI providers, data types, rights workflows). Effective Date reflects the latest revision.

13. Contact

Questions: admin@Senthema.com