Privacy Policy

ScholarPanel Inc. is a Canadian company, incorporated in Nova Scotia, that provides this service. We are responsible for the personal information under our control, and we have a Privacy Officer accountable for our compliance with this policy.

For a privacy question or an access, correction, deletion, or complaint request, reach our Privacy Officer through the monitored contact below:

• By email at privacy@scholarpanel.com.
• By mail at ScholarPanel Inc., 1521 Lemarchant Street, Halifax, Nova Scotia, B3H 3R3, Canada.

You must be 18 years of age or older to use ScholarPanel.

We collect only what we need to run the service:

• Email address, when you join the waitlist or create an account.
• Account details, such as your name if you provide it and your account login details.
• Documents you upload, such as theses, papers, research statements, CVs, and job postings, along with the text we extract from them.
• Technical data, such as your device and browser information, IP address, basic usage logs, and the cookies needed to keep you signed in.
• Voice session data, including the audio you send for transcription and the resulting session transcript.

We identify our purposes before or at the time we collect:

• To send you waitlist updates and early-access news, with your consent.
• To find areas that may draw follow-up questions and prepare relevant practice.
• To operate, secure, support, and improve the service.
• To meet legal and accounting obligations.

Your uploaded materials are private to your account and kept separate from other users' materials.

We do not use your uploaded materials to train AI models without your explicit consent. We do not sell or rent your personal information, and we do not share it so that others can market to you.

We share personal information only with service providers that process it on our behalf to run the service. The categories are:

• Hosting, storage, and database providers that run our infrastructure and hold your account and content.
• AI and language-processing providers that analyze your documents and generate questions, follow-ups, and feedback.
• Speech-processing providers that turn voice-session audio into text and generated question text into spoken audio.
• Authentication and email-delivery providers that sign you in and send our messages.
• Payment processors, if and when you buy paid access. They handle payment details only and never receive your academic materials.

During voice practice, Deepgram receives the audio you send and returns a transcript. Deepgram also receives generated question text to create spoken audio with Aura-2. The question text may be based on information from work you uploaded. ScholarPanel keeps the transcript as part of the session. The current service does not save raw voice audio in ScholarPanel storage.

Some of our service providers operate outside Canada, so your information may be processed and stored in other countries and be subject to their laws, which can include access by their courts and government authorities.

We keep your information only as long as we need it for the purposes above or as the law requires. You can delete your uploaded documents and your account data at any time, and we remove it from our active systems. We keep waitlist emails until you unsubscribe or ask us to remove you.

We protect your information with safeguards matched to its sensitivity, including encryption in transit, access controls, and keeping each account's data separated. No system is perfectly secure, and we work to reduce risk and to respond quickly if a problem occurs.

You can, at any time:

• See the personal information we hold about you.
• Correct anything that is wrong or out of date.
• Delete your documents or your whole account.
• Withdraw consent or unsubscribe from our emails.

To exercise any of these, email privacy@scholarpanel.com. We respond within a reasonable time and may need to confirm your identity first.

When you join the waitlist or opt in, you agree to receive emails from ScholarPanel about early access and product news. Every email identifies us. You can opt out at any time by emailing privacy@scholarpanel.com.

We use a small number of cookies that keep you signed in and keep the service secure. We do not use advertising cookies and we do not sell cookie data.

We update this policy when our practices change. We show the date of the latest version at the top of this page, and for material changes we tell you before they take effect.

If you have a privacy concern, contact us first at privacy@scholarpanel.com and we will work to resolve it. If you are not satisfied, you can contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.