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Privacy Policy

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At PrepareBuddy, we value your privacy and are committed to protecting your personal information. This privacy policy explains how we collect, use, and safeguard your data.

Last Updated

March 5, 2025

This Privacy Policy describes how PrepareBuddy ("we," "us," or "our") collects, uses, and discloses your information when you use our website at www.preparebuddy.com (the "Service").

We take your privacy seriously and have developed this policy to help you understand what information we collect, how we use it, and what choices you have regarding your personal data.

1. Information We Collect

1.1 Personal Information

When you create an account with PrepareBuddy, we collect the following information:

  • Profile Information: Email address, first and last name, username, and optional profile picture
  • Account Settings: Preferences, notification settings, and other configuration options
  • User Preferences: Language preferences, time zone, and interface settings
  • Saved Information: Bookmarked content, saved exams, and study materials

1.2 Authentication Data

When you sign in through Google's authentication service, we collect:

  • Google Account: Your Google account email address
  • Profile Details: First and last name associated with your Google account
  • Profile Image: Your Google profile picture, if available
  • Unique Identifier: Google's user ID to maintain your account connection

We use this information only for authentication purposes and to create and maintain your PrepareBuddy account. This OAuth integration improves security by reducing the need to store separate passwords.

1.3 Usage Data

As you interact with our platform, we automatically collect information about your activity and device:

  • Device Information: IP address, browser type and version, operating system, screen resolution, and device identifiers
  • Usage Patterns: Pages visited, features used, time spent on pages, and navigation paths
  • Performance Data: Exam attempts, scores, completion times, and progress metrics
  • User-Generated Content: Custom exams, study notes, comments, and other materials you create
  • Error Data: App crashes, system errors, and performance issues to improve stability

This data helps us understand how our platform is used, identify areas for improvement, and create a more personalized learning experience.

1.4 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience and collect information about your browsing activities:

  • Essential Cookies: Necessary for the website to function properly, including authentication and security
  • Functional Cookies: Remember your preferences and settings to enhance user experience
  • Analytical Cookies: Help us understand how visitors interact with our website (via Google Analytics)
  • Advertising Cookies: Used to deliver relevant advertisements (via Google AdSense)

You can manage cookie preferences through your browser settings. Disabling certain cookies may affect functionality of the Service.

2. How We Use Your Information

We use the collected information for various purposes, including but not limited to:

Providing and Improving the Service

  • Creating and managing your account
  • Authenticating your identity when you log in
  • Delivering content and features you request
  • Developing new features based on user interaction and feedback
  • Fixing bugs and optimizing the platform's performance

Personalization and Content Optimization

  • Customizing your learning experience based on your performance
  • Creating personalized study plans and recommendations
  • Adjusting difficulty levels based on your progress
  • Remembering your preferences and settings

Analytics, Research, and Improvement

  • Analyzing how users interact with our platform
  • Identifying popular features and areas for improvement
  • Conducting research to enhance learning methodologies
  • Creating aggregate, anonymized data for educational insights

Communication and Support

  • Sending important updates about the Service
  • Providing customer support and responding to inquiries
  • Notifying you about changes to our terms or privacy policy
  • Sending product-related announcements and newsletters (with opt-out options)

Security and Compliance

  • Detecting and preventing fraud and unauthorized access
  • Enforcing our Terms and Conditions
  • Protecting against security breaches and system abuse
  • Complying with legal requirements and regulations

3. How We Protect Your Information

We implement comprehensive security measures to protect your personal information:

Encryption

All data is encrypted in transit using HTTPS/TLS protocols and at rest using industry-standard encryption methods.

Access Controls

Strict access controls limit who can access user data, with staff access provided on a need-to-know basis only.

Authentication

Secure authentication procedures including support for Google OAuth to protect account access.

Regular Audits

Regular security assessments and vulnerability testing to identify and address potential security issues.

Despite our efforts to implement appropriate security measures, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

4. Third-Party Services

We share information with select third-party services to enhance your experience and operate our platform effectively:

Google Analytics

Purpose: Website analytics and user behavior tracking

Data Shared: Usage patterns, device information, page views, and navigation flow (anonymized when possible)

Privacy Policy: https://policies.google.com/privacy

Google AdSense

Purpose: Displaying relevant advertisements

Data Shared: Cookies, device information, browsing history, and interaction with ads

Privacy Policy: https://policies.google.com/privacy

Google Authentication

Purpose: User authentication and account creation

Data Shared: Email, name, and profile information from your Google account (with your permission)

Privacy Policy: https://policies.google.com/privacy

These third parties have their own privacy policies addressing how they use the information they receive. We encourage you to read their privacy policies to understand their data practices.

We do not sell your personal information to third parties. Any sharing of information is done to provide and improve our Service or as required by law.

5. Your Data Rights

Depending on your location, you may have various rights regarding your personal information. We respect these rights and provide mechanisms for you to exercise them:

Right to Access

You can request copies of your personal information that we maintain. We'll provide this information in a structured, commonly used, and machine-readable format.

Right to Correction

If you believe information we hold about you is inaccurate or incomplete, you can request that we correct or update it.

Right to Deletion

You can request that we delete your personal information. We'll comply unless we have a legitimate reason to retain certain information.

Right to Restriction

You can request that we temporarily or permanently stop processing certain elements of your personal information.

How to Exercise Your Rights

To exercise any of these rights, please contact us at contact@preparebuddy.com. We will respond to your request within 30 days. We may need to verify your identity before processing your request.

If you're not satisfied with our response, you have the right to lodge a complaint with a supervisory authority in my jurisdiction of local area.

6. Data Retention

We retain your personal information for as long as necessary to provide our Service and fulfill the purposes outlined in this Privacy Policy. The criteria used to determine our retention periods include:

  • The length of time you have an active account with us
  • Whether there are legal or regulatory obligations that require us to keep specific information
  • Whether retention is advisable considering our legal position (such as for statutes of limitations, litigation, or regulatory investigations)

When personal information is no longer necessary for the purposes for which it was collected, we will securely delete or anonymize it, unless further retention is required by law.

7. International Data Transfers

Your information may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those in your jurisdiction.

We take appropriate safeguards to ensure that your personal information remains protected in accordance with this Privacy Policy, regardless of where it is processed.

8. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

For significant changes that materially affect your rights or how we use your personal information, we will provide a more prominent notice (such as an email notification). We encourage you to review this Privacy Policy periodically for any changes.

Your continued use of the Service after any modifications to the Privacy Policy constitutes your acknowledgment of the changes and your consent to abide and be bound by the modified Privacy Policy.

9. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Email: contact@preparebuddy.com

We will respond to your inquiries as soon as possible, typically within 5 business days.

Enterprise Edition Privacy Policy

Enterprise Edition

This Privacy Policy applies to organizations using PrepareBuddy's Enterprise Edition, which includes premium features, dedicated infrastructure, enhanced security, and customization options. It describes how we collect, process, and protect information when your organization uses our Enterprise services.

This Enterprise Privacy Policy supplements our standard Privacy Policy and outlines additional protections and considerations specific to Enterprise customers.

1. Enterprise Data Collection

1.1 Organization Information

When an organization subscribes to our Enterprise Edition, we collect additional information:

  • Organization Details: Organization name, business address, tax identification numbers, and billing information
  • Administrative Users: Contact information for administrators and authorized personnel
  • Organizational Structure: Department hierarchies, user groups, and role assignments
  • User Management Data: User provisioning information, permissions, and access controls

1.2 Custom Domain and White Labeling

For Enterprise customers using our custom domain and white labeling features:

  • Domain Configuration: Custom domain names, DNS settings, and SSL certificate information
  • Branding Assets: Logos, color schemes, custom CSS, and branded content
  • Custom Media: Organization-specific images, videos, and multimedia content
  • Integration Settings: API keys, webhooks, and custom integration configurations

1.3 Enhanced Analytics Data

Enterprise Edition provides advanced analytics capabilities, which involve collecting:

  • Performance Metrics: Detailed usage statistics, user engagement data, and platform utilization patterns
  • Learning Analytics: Comprehensive assessment data, progress tracking, and learning outcomes
  • Organizational Insights: Department and team performance comparisons, group progress tracking
  • Custom Reports: Data required for custom dashboards, automated reports, and exports

1.4 Custom AI Models

For Enterprise customers using our "Bring Your Own AI Model" feature:

  • Model Configuration: API keys, model specifications, and connection parameters
  • Model Settings: Custom parameters, prompts, and configuration data
  • Integration Data: Information required to connect with your AI service providers
  • Usage Logs: Records of API calls, model interactions, and performance metrics

We do not store or access your actual AI models or training data unless explicitly requested as part of a support engagement.

2. Enterprise Data Storage and Processing

2.1 Dedicated Infrastructure

Enterprise Edition provides dedicated infrastructure with enhanced data isolation:

  • Your organization's data is stored on dedicated servers or isolated database instances
  • Physical and logical separation from other customers' data
  • Custom retention policies based on your organization's requirements
  • Optional geographic data residency to comply with regional regulations

2.2 End-to-End Encryption

Enterprise Edition implements comprehensive encryption measures:

  • End-to-end encryption for all sensitive data
  • Enterprise-grade encryption for data in transit and at rest
  • Custom encryption configuration options
  • Secure key management with regular rotation

3. Enhanced Enterprise Security

Enterprise Edition includes additional security features beyond our standard offering:

Role-Based Access Control

Custom permission systems, role-based access control, and detailed user activity logs.

Enhanced Security

Additional security measures including IP restrictions, enhanced monitoring, and regular security reviews.

4. Enterprise Integrations and Third Parties

4.1 Custom Integrations

Enterprise Edition supports custom integrations with your existing systems:

  • Content management and document storage solutions
  • Business intelligence and analytics platforms
  • Other enterprise systems based on your specific requirements

These integrations may involve additional data processing activities based on your specific configuration. We implement appropriate safeguards for all integrated systems.

4.2 Email Reports and Notifications

For Enterprise customers using our automated email reporting features:

  • We process email addresses and user information to deliver scheduled reports
  • Reports may contain aggregated analytics, performance metrics, and usage statistics
  • Emails are sent through secure, enterprise-grade email service providers
  • Email distribution lists and preferences are managed according to your organization's settings

4.3 Ad-Free Experience

Enterprise Edition provides an ad-free experience:

  • No Advertising: Enterprise Edition is completely ad-free
  • No Ad Networks: We do not share your data with advertising networks
  • No Ad Tracking: No ad-related cookies or tracking technologies are used

5. Organization Administrator Controls

Enterprise Edition provides organization administrators with enhanced control over user data and privacy settings:

User Management

  • Complete user lifecycle management (provisioning, modification, deprovisioning)
  • Bulk user operations and automated user synchronization
  • Detailed activity logs of user actions

Access Controls

  • Custom role creation and permission assignment
  • IP restriction and network security controls
  • Session management including forced sign-out and session time limits

Data Management

  • Data export tools for organization-wide information
  • Custom data retention and archival policies
  • Selective data purging capabilities

6. Enterprise Support

6.1 Dedicated Success Management

Enterprise customers receive dedicated support with enhanced privacy and security handling:

  • Assigned dedicated success manager as primary point of contact
  • Priority support with expedited response times
  • Regular strategy reviews and implementation consultations
  • Enhanced troubleshooting with secure information sharing protocols

6.2 Security Incident Management

Enterprise customers benefit from enhanced incident response:

  • Expedited notification of security incidents according to contractual terms
  • Detailed incident reports and impact assessments
  • Designated security contacts and escalation procedures
  • Collaboration on mitigation strategies when appropriate

7. Enterprise Termination and Data Return

Upon termination of your Enterprise subscription:

  • We provide a comprehensive data export of all your organization's information
  • You may specify which data should be returned and in what format
  • Data is securely deleted from our systems according to the timeframe specified in your Enterprise agreement
  • We provide written confirmation of data deletion upon request

Details regarding termination procedures are specified in your Enterprise Services Agreement.

8. Enterprise Contact Information

For Enterprise-specific privacy inquiries, please contact:

Email: contact@preparebuddy.com

Your Dedicated Success Manager

For Enterprise customers, we provide expedited response times for privacy-related inquiries, typically within 2 business days.