Privacy Policy

1. Introduction

Academica is an AI-powered learning management platform for students, teachers, coaching institutes, schools and educational administrators. This Privacy Policy explains how Academica, operated by Academica, collects, uses, stores, shares and protects personal information when you use our website, applications and related services.

By using Academica, you acknowledge the practices described in this Privacy Policy. Where consent is required by applicable law, we will request it before processing the relevant information.

2. Information we may collect

Google sign-in information

When you choose to sign in with Google, we may receive basic account information authorised by you, including your name, email address, profile image and Google account identifier.

Academica does not receive or store your Google password. Google account information is used for authentication, account creation, account security and providing the services requested by you. It is not sold or used for third-party advertising.

Account and profile information

We may collect information such as your name, email address, account role, institute association, class, course, board, subjects, profile details and account preferences.

Demo and sales enquiry information

When you request an Academica demo, we may collect your name, institute or school name, institute type, phone or WhatsApp number, email address, city and any message you choose to provide. We use this information to respond to your enquiry and arrange or follow up on a relevant demonstration.

Academica demo enquiries are platform-level sales records and are kept separate from customer institute CRM, admission and student records.

Educational and activity information

Depending on the features you use, we may process courses, questions, examinations, assignments, submissions, answers, scores, attendance information, performance analytics, teacher feedback and learning activity.

Files and user content

You may upload documents, question papers, images, answer sheets, assignment files, institute branding and other educational content. Such information is processed to provide the feature for which it was submitted.

AI feature information

When you use an AI-enabled feature, we may process the prompt, question, file, image, response or other content submitted to that feature, together with the generated output and related usage information.

Subscription and transaction information

We may retain subscription plan details, payment status, transaction references, invoices, usage limits, credits and billing history. Payments may be processed by third-party payment providers. Academica does not ordinarily store complete payment card or bank-account credentials.

Device and technical information

We may automatically collect IP address, browser type, device information, operating system, timestamps, referring pages, security events, session information and diagnostic logs.

Cookie-free public website analytics

Academica may use first-party aggregate analytics on its public marketing pages and on institute public websites to understand page views and interactions such as sign-up, demo, login, contact and other public call-to-action clicks. This analytics implementation does not set an analytics cookie or store a visitor or session identifier, IP address, user-agent fingerprint, referrer URL or query string in the analytics tables. Institute website analytics remain separate from CRM, admission and operational student records.

3. How we use information

We may use personal information to:

• Create, authenticate and secure user accounts.
• Provide dashboards appropriate to students, teachers, institutes, resellers and administrators.
• Deliver courses, question banks, tests, assignments, analytics, AI tools and other learning features.
• Process subscriptions, usage quotas, credits and transactions.
• Provide customer support and communicate service-related information.
• Detect misuse, fraud, security incidents and unauthorised access.
• Diagnose technical problems and improve platform reliability.
• Meet legal, regulatory, accounting and contractual requirements.

4. AI-enabled functionality

Academica may use third-party AI service providers to generate questions, explanations, evaluations, recommendations, tutoring responses or other outputs.

Content submitted to an AI feature may be transmitted to the relevant service provider solely as necessary to process the request. Users should avoid entering unnecessary sensitive personal information in AI prompts or uploaded material.

AI-generated results may be incomplete, inaccurate or inappropriate for a particular educational purpose. Users, teachers and institutes should independently review important outputs before relying on them.

5. When information may be shared

We may share information with:

• Cloud hosting, database, authentication, storage, analytics, communication, AI and payment service providers.
• An institute, teacher or administrator responsible for the student account or educational programme.
• Professional advisers, auditors or contractors who require access for legitimate operational purposes.
• Government authorities or other parties where disclosure is required by law, legal process or protection of rights and safety.
• A successor organisation in connection with a merger, acquisition, financing, restructuring or transfer of the business.

We do not sell personal information to advertisers.

6. Institutes, teachers and student information

Where an institute creates, manages or supervises student or teacher accounts, that institute may determine what information is entered into Academica and who within the institute may access it.

Institutes are responsible for obtaining any notices, permissions or consents required for the information they upload or direct others to submit. Users should contact their institute first regarding institute-controlled records.

7. Children and minor users

Academica may be used by school-age students under the supervision of a parent, guardian, teacher or educational institution.

Where consent from a parent or lawful guardian is required, the responsible adult or institution must provide or obtain that consent before the child uses the service or personal information is submitted.

A parent or guardian who believes that a child's information has been submitted without appropriate authority may contact us using the details below.

8. Data storage and international processing

Academica and its service providers may store or process information on servers located in India or other countries where the relevant service providers operate.

We take reasonable steps designed to ensure that service providers process information under appropriate confidentiality, security and data-protection obligations.

9. Retention of information

We retain information for as long as reasonably necessary to provide the service, maintain account and transaction records, resolve disputes, prevent abuse, enforce agreements and meet applicable legal requirements.

Retention periods may differ depending on the type of information, account status, institute instructions and applicable legal obligations. Backups and security logs may remain for a limited period after information is removed from active systems.

10. Data security

We use reasonable administrative, technical and organisational safeguards designed to protect information against unauthorised access, disclosure, alteration, loss or misuse.

No internet service or storage system can be guaranteed to be completely secure. Users are responsible for protecting their devices, login sessions and account access.

11. Your choices and rights

Subject to applicable law and account-management restrictions, you may request to:

• Access or correct personal information.
• Withdraw consent where processing relies on consent.
• Request deletion of an account or certain information.
• Ask how personal information has been used or shared.
• Raise a privacy grievance or complaint.

Some information may need to be retained where required for legal, security, fraud-prevention, accounting or dispute-resolution purposes.

12. Account deletion requests

To request deletion of an Academica account, email getacademica@gmail.com from the email address associated with the account.

Institute-managed users may also need to contact their institute administrator. We may request reasonable information to verify the identity and authority of the person making the request.

13. Third-party websites and services

Academica may contain links to third-party websites or integrate third-party services. Their privacy practices are governed by their own policies, and Academica is not responsible for content or practices outside our control.

14. Changes to this Privacy Policy

We may update this Privacy Policy when our services, technology or legal obligations change. The updated version will be posted on this page with a revised “Last updated” date.

Where required, we may also provide additional notice through the platform or by email.

15. Contact us