Privacy Policy

1. Overview

Welcome to Studentfy's Privacy Policy. This policy describes how Studentfy ("we," "us," or "our") collects, uses, shares, and protects personal information when you use our scholarship management platform and services.

Compliance Certifications:

2. Information We Collect

We collect different types of information depending on how you interact with our platform:

2.1 Information You Provide Directly

• Account Information: Name, email address, password, job title, organization name
• Application Data: Educational history, work experience, test scores, essays, recommendations, uploaded documents
• Profile Information: Contact details, professional information, social media links (for alumni)
• Communication Data: Messages sent through our platform, support tickets, feedback
• Payment Information: Billing address, payment method details (processed securely through third-party payment processors)

2.2 Information Collected Automatically

• Usage Data: Pages visited, features used, time spent, click patterns
• Device Information: IP address, browser type, operating system, device identifiers
• Log Data: Access times, error logs, system activity
• Cookies & Tracking: Session cookies, preference cookies, analytics cookies

2.3 Information from Third Parties

• Authentication Services: If you sign in using Google, Microsoft, or other SSO providers
• Integration Partners: Data from systems you connect to Studentfy (with your permission)
• Public Sources: Publicly available information for verification purposes

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 AI and Machine Learning

We use artificial intelligence and machine learning for:

• Automated eligibility screening (with human oversight)
• Document verification and fraud detection
• Reviewer-applicant matching based on expertise
• Predictive analytics for program improvement
• Natural language processing for application summaries

Important: AI-assisted decisions are always subject to human review. We ensure fairness, transparency, and accountability in all automated processing.

4. Data Security

We implement industry-leading security measures to protect your data:

4.1 Technical Safeguards

• Encryption: 256-bit SSL/TLS encryption for data in transit and AES-256 encryption for data at rest
• Access Controls: Role-based access control (RBAC), multi-factor authentication (MFA), principle of least privilege
• Network Security: Firewalls, intrusion detection systems, DDoS protection
• Secure Infrastructure: AWS/Azure enterprise-grade data centers with SOC 2 Type II certification
• Regular Backups: Daily encrypted backups with 30-day retention, stored in geographically separate locations

4.2 Organizational Safeguards

• Security awareness training for all employees
• Background checks for personnel with data access
• Confidentiality agreements with all staff and contractors
• Regular security audits and penetration testing
• Incident response plan and 24/7 security monitoring

5. Data Sharing and Disclosure

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

5.1 With Your Consent

We share data when you explicitly authorize us to do so, such as when submitting applications to scholarship programs.

5.2 Service Providers

We work with trusted third-party service providers who help us operate our platform:

• Cloud Hosting: AWS/Azure for infrastructure
• Payment Processing: Stripe, PayPal (they have their own privacy policies)
• Email Services: SendGrid, Mailchimp for communications
• Analytics: Google Analytics (anonymized), Mixpanel
• Customer Support: Zendesk, Intercom

All service providers are bound by data processing agreements and are required to protect your data.

5.3 Within Your Organization

If you're part of an educational foundation using Studentfy, authorized users within your organization can access relevant data based on their roles.

5.4 Legal Requirements

We may disclose information when required by law, legal process, or government request, or to:

• Comply with legal obligations
• Protect our rights, property, or safety
• Investigate fraud or security issues
• Respond to emergencies

5.5 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your data is transferred and becomes subject to a different privacy policy.

6. Your Privacy Rights

Depending on your location, you have the following rights regarding your personal data:

6.1 GDPR Rights (EU/EEA Users)

• Right to Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your data ("right to be forgotten")
• Right to Restriction: Limit how we process your data
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent at any time
• Right to Lodge a Complaint: File a complaint with your local data protection authority

6.2 CCPA Rights (California Users)

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to say no to the sale of personal information
• Right to access your personal information
• Right to equal service and price

6.3 How to Exercise Your Rights

To exercise any of these rights, please contact us at privacy@studentfy.co or use our privacy request form. We will respond within 30 days.

7. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience:

7.1 Types of Cookies We Use

7.2 Managing Cookies

You can control cookies through your browser settings. Note that disabling certain cookies may affect platform functionality. Visit allaboutcookies.org for instructions.

8. Data Retention

We retain personal data for as long as necessary to fulfill the purposes outlined in this policy:

• Active Users: Account data retained while account is active
• Application Data: Retained for 7 years for audit and reporting purposes
• Alumni Records: Retained indefinitely for ongoing engagement (unless deletion requested)
• Financial Records: Retained for 7 years per legal requirements
• Marketing Data: Retained until consent is withdrawn or 2 years of inactivity
• Logs and Analytics: Retained for 90 days

After the retention period, we securely delete or anonymize your data. You can request earlier deletion by contacting us.

9. International Data Transfers

Studentfy operates globally and may transfer data across borders. We ensure appropriate safeguards:

• Standard Contractual Clauses: We use EU-approved SCCs for data transfers
• Adequacy Decisions: We transfer data to countries recognized by the EU as providing adequate protection
• Data Localization: When required, we store data in specific regions
• Regional Data Centers: We maintain servers in multiple regions (US, EU, Asia-Pacific)

10. Children's Privacy

Studentfy is designed for use by educational foundations and adult applicants. We do not knowingly collect personal information from children under 16 without parental consent.

For scholarship programs that accept applicants under 16, we require:

• Verifiable parental or guardian consent
• Limited data collection appropriate for minors
• Additional security measures for minor data

If you believe we have inadvertently collected data from a child without proper consent, please contact us immediately at privacy@studentfy.co

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

When we make material changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify you via email if you have an account with us
• Display a prominent notice on our website
• Request your consent if required by law

We encourage you to review this policy periodically. Continued use of our services after changes constitutes acceptance of the update