Privacy Policy

1. Introduction & Scope

MentorMails ("we," "our," or "us") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered platform that helps PhD students and academics find hidden job opportunities and craft personalized emails.

By using MentorMails, you agree to the collection and use of information in accordance with this policy. We are committed to maintaining the highest standards of data protection and privacy in compliance with applicable laws, including GDPR, CCPA, and other international privacy regulations.

2. Information We Collect

2.1 Personal Information

• Account Information: Name, email address, academic affiliation, research interests, and profile information
• Authentication Data: Google OAuth credentials and associated profile information
• Communication Preferences: Notification settings and communication history
• Subscription Information: Payment details, subscription tier, and billing information (processed securely through Razorpay)

2.2 Email Content & Analysis Data

• Email Content: Emails you choose to analyze through our platform
• Analysis Results: AI-generated insights, sentiment analysis, and improvement suggestions
• Usage Patterns: How you interact with our analysis tools and features
• Response Tracking: Data about email response rates and follow-up activities

2.3 Technical Information

• Device Information: Browser type, operating system, device identifiers
• Usage Analytics: Pages visited, features used, session duration
• Performance Data: Error logs, response times, and system performance metrics
• Cookies & Tracking: Essential cookies for functionality and optional analytics cookies

3. How We Use Your Information

3.1 Service Provision

• Providing email analysis and AI-powered insights
• Matching you with relevant academic opportunities
• Processing payments and managing subscriptions
• Delivering customer support and technical assistance

3.2 Platform Improvement

• Analyzing usage patterns to improve our algorithms
• Developing new features and functionality
• Conducting research and analytics (in anonymized form)
• Testing and optimizing platform performance

3.3 Communication

• Sending service-related notifications and updates
• Providing educational content and best practices
• Responding to your inquiries and support requests
• Sharing important policy changes or security updates

4. Information Sharing & Disclosure

4.1 Limited Sharing Scenarios

• Service Providers: Trusted third-party services that help us operate our platform (payment processing, email services, analytics)
• Legal Requirements: When required by law, court order, or to protect our rights and safety
• Business Transfers: In the event of a merger, acquisition, or sale of assets (with user notification)
• Consent: When you explicitly consent to sharing your information

5. Data Security & Protection

5.1 Security Measures

• Encryption: All data is encrypted in transit and at rest using industry-standard protocols
• Access Controls: Strict access controls and authentication mechanisms
• Regular Audits: Regular security assessments and penetration testing
• Staff Training: Comprehensive security training for all team members

5.2 Data Retention

• Account Data: Retained while your account is active and for 90 days after cancellation
• Email Analysis: Stored for the duration of your subscription plus 30 days
• Usage Analytics: Aggregated and anonymized data may be retained for research purposes
• Legal Compliance: Some data may be retained longer for legal or regulatory requirements

6. Your Rights & Choices

6.1 Data Subject Rights

6.2 Account Controls

• Update your profile and preferences in account settings
• Manage email notification preferences
• Download your data through our self-service tools
• Delete your account and associated data

7. Cookies & Tracking Technologies

7.1 Types of Cookies

• Essential Cookies: Required for basic platform functionality and security
• Performance Cookies: Help us understand how you use our platform (anonymized)
• Functional Cookies: Remember your preferences and settings
• Analytics Cookies: Provide insights into platform usage and performance

7.2 Cookie Management

You can control cookie settings through your browser preferences. However, disabling certain cookies may affect platform functionality. Our cookie banner allows you to customize your preferences.

8. International Data Transfers

Your data may be processed and stored in different countries where our service providers operate. We ensure appropriate safeguards are in place for international transfers, including:

• Standard contractual clauses approved by relevant authorities
• Adequacy decisions by data protection authorities
• Other legally recognized transfer mechanisms

9. Children's Privacy

MentorMails is designed for academic professionals and is not intended for children under 16. We do not knowingly collect personal information from children under 16. If you believe we have inadvertently collected such information, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will notify you of material changes by:

• Email notification to your registered email address
• Prominent notice on our platform
• Updated "Effective Date" at the top of this policy

Your continued use of MentorMails after changes become effective constitutes acceptance of the updated policy.

11. Contact Information