Privacy Policy

1. Introduction

ScholarSynch ("we," "us," or "our") operates the ScholarSynch platform at scholarsyn.ch (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By using ScholarSynch, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the Service.

2. Information We Collect

2.1 Account Information

When you create an account, we collect your name, email address, and password (stored in hashed form). If you sign in via Google OAuth, we receive your name and email from Google but never your Google password.

2.2 Profile Information

To provide personalized college and scholarship recommendations, you may voluntarily provide academic information (GPA, test scores, class rank), intended major and career goals, geographic preferences, financial information (household income, family size, assets for SAI/EFC estimation), extracurricular activities and interests, and demographic information.

All profile fields are optional. You control what you share, and you can edit or delete your profile data at any time.

2.3 Usage Data

We automatically collect information about how you interact with the Service, including pages visited, search queries, colleges saved, and features used. This data helps us improve the Service and is not shared with third parties for advertising purposes.

2.4 Chat Conversations

Conversations with the ScholarSynch college advisor are stored to maintain conversation history and improve recommendations. You can delete your conversation history at any time.

3. How We Use Your Information

We use the information we collect to:

• Provide personalized college and scholarship recommendations
• Calculate estimated financial aid eligibility (SAI/EFC)
• Match you with relevant scholarship opportunities
• Track application and scholarship deadlines
• Enable profile sharing with parents, counselors, or mentors you authorize
• Improve and maintain the Service
• Communicate with you about your account and Service updates
• Comply with legal obligations

4. Data Sharing and Third Parties

We do not sell your personal information to third parties. We do not share your data with advertisers.

We may share your information in the following circumstances:

• With your consent: When you share your profile with parents, counselors, or mentors through our invitation system, they can view the information you authorize.
• Service providers: We use third-party services to operate the platform (hosting, email delivery, analytics). These providers process data on our behalf and are bound by contractual obligations to protect your information.
• Legal requirements: We may disclose information if required by law, regulation, or legal process.

5. Age Restrictions

ScholarSynch requires users to be at least 13 years of age. An age verification check is performed during registration.

6. FERPA Compliance (Student Records)

When ScholarSynch is used by educational institutions or counselors, we act as a "school official" with a legitimate educational interest under the Family Educational Rights and Privacy Act (FERPA).

We do not disclose student education records to third parties without consent, except as permitted by FERPA. Students (and parents of minors) can request access to, correction of, or deletion of education records by contacting us.

7. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit (TLS/HTTPS) and at rest
• Hashed password storage using industry-standard algorithms
• Role-based access controls for shared profiles
• Regular security reviews and monitoring
• JWT-based authentication with token expiration

While we strive to protect your information, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

8. Your Rights and Choices

You have the right to:

• Access: View all personal information we hold about you through your profile and account settings.
• Correction: Update or correct your information at any time through your profile.
• Deletion: Request deletion of your account and all associated data by contacting us or using the account deactivation feature in settings.
• Data portability: Request a copy of your data in a machine-readable format.
• Withdraw consent: Revoke profile sharing permissions at any time through the profile access management page.

9. Cookies and Tracking

ScholarSynch uses cookies and similar technologies. When you first visit, a consent banner lets you choose which categories to allow. You can change your preferences at any time via the “Cookie Preferences” link in the footer or in your account settings.

Cookie Categories

Google Maps is used as essential functionality for campus visit planning and college location views. It operates under Google's data processing terms.

10. Data Retention and Deletion

We retain your personal information for as long as your account is active or as needed to provide the Service. You can request account deletion from your settings page. After confirming via email, your account enters a 7-day grace period during which you can cancel the request. After the grace period, all personal data is permanently deleted or anonymized, including profiles, conversations, outreach history, and documents. Audit logs are retained for compliance but with all personally identifiable information removed.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting a notice on the Service or sending an email to your registered address. Your continued use of the Service after changes are posted constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, contact us at:

• Email: info@scholarsyn.ch
• Support: support@scholarsyn.ch