Privacy Policy
GatheredMind is designed to help students organize tasks, classes, deadlines, pages, and study materials in one place. This privacy policy explains what information we collect, what we store, where it is stored, and which service providers we share it with to run the app.
1. Information we collect and store
We collect only the information needed to provide the service and keep your academic planning workspace working.
- Account identity data: when you sign in with a provider such as Google or Microsoft, we receive basic account information such as your name, email address, and profile image through Clerk authentication. This allows the app to identify your account and save your data securely.
- App data: the app stores your saved academic organization data, including tasks, classes, calendars, pages, links, notes, and settings. This is saved in your personal account record.
- Premium and usage data: we store account-level flags such as whether your account is Premium, your available AI credits, whether a credit is currently in flight while an AI process is running, and Stripe subscription identifiers needed to manage billing.
- Age verification data: we collect the date of birth entered during the age check, the resulting eligibility status, and the time of the check. This is used to prevent accounts for users under 13 from using the service.
- Syllabus upload data: if you use the AI syllabus import feature, we temporarily receive the uploaded syllabus image(s), the MIME type, and the extracted structured task information returned by the AI provider.
- Billing data: when you purchase Premium, Stripe may collect the payment information required to complete the transaction and may store billing metadata related to your subscription.
- Technical information: authentication and hosting providers may process IP address, browser, device, security, error, and session information as part of operating and protecting the service.
2. What data is stored in the app
GatheredMind stores personal and app-specific data in a PostgreSQL database. The table used for user accounts is:
- Table: user_data
- Fields: user_id, data, updated_at
- Stored data in JSON: tasks, classes, pages, links, mobileWarningSeen, ageVerification, IsPremiumUser, AiCredits, AiCreditsInFlight, and billing identifiers
In practical terms, that means your saved academic work is kept in the app database associated with your account ID, not in your browser alone.
3. Where data is stored
Data is stored in the following places:
- PostgreSQL database: saved user and app data is stored in the configured PostgreSQL database for GatheredMind. This is the primary storage location for your tasks, classes, pages, notes, premium status, and credit counters. The database connection string is configured in the backend environment as DATABASE_URL, and the app uses this database through the server backend.
- Clerk authentication service: account identity information such as name, email, and authentication state is managed by Clerk. Clerk is used to sign users in and maintain account sessions.
- Stripe billing system: payment and subscription data is handled by Stripe when you purchase Premium. Stripe stores billing records necessary for checkout and subscription management.
- Google Gemini AI service: when you upload a syllabus image for AI extraction, the image data is sent to Google Gemini in order to produce a structured list of tasks and deadlines. Processing and retention are subject to the provider configuration and applicable Google terms.
4. Where data is given or shared
The app shares data only with the specific service providers required to operate the product:
- Clerk: receives login information, account identity, and session state to authenticate the user and keep the account connected.
- Stripe: receives billing metadata and purchases for Premium plans, including subscription and fulfillment information.
- Google Gemini: receives uploaded syllabus image data and prompt content for AI-based syllabus analysis when the feature is used.
- Database host / server operator: the configured database host stores the saved application data in the backend environment.
We do not sell your personal information. We do not use your saved task and class data to advertise to you or sell it to third parties. We do not intentionally collect precise location data or use your academic content for advertising.
5. How the app uses your data
The data is used to provide the core functionality of the product:
- Keep your tasks, classes, pages, and deadlines synchronized to your account.
- Authenticate you securely and maintain your signed-in session.
- Manage Premium access and AI credit limits.
- Process syllabus image uploads to identify deadlines and generate suggested tasks.
- Process payments and subscription status for Premium plans.
We currently plan to use email only for transactional service messages, such as assignment reminders and payment confirmations. We do not currently send marketing or promotional email. Any future marketing email program will be disclosed and configured with the consent and unsubscribe controls required by applicable law.
Where GDPR or a similar law applies, our processing may rely on performing the account and subscription contract, complying with legal obligations, pursuing legitimate interests such as security and service improvement, or consent where consent is required. You may withdraw consent where processing relies on consent.
6. Retention and deletion
Account and academic data is kept while your account is active. You can delete your account from the app settings; this removes the local account record and requests deletion of the connected Clerk identity. Any active Premium subscription is cancelled as part of account deletion.
Some information may remain for a limited period in encrypted backups, security logs, fraud-prevention records, or billing records where retention is required for legal, accounting, dispute-resolution, or security purposes. Before launch, we plan to configure production backups so account data removed from the live system is overwritten within 30 days. The final production retention period will be confirmed and this policy will be updated if that configuration differs. Third-party providers may retain information according to their own policies and legal obligations.
We do not need your full date of birth after age eligibility has been established for ordinary app operation, but the current account record may retain the submitted value to support enforcement and audit. You may request deletion or correction of personal information by contacting gatheredmindapp@gmail.com.
7. Your privacy rights
Depending on where you live, you may have rights to access, correct, delete, restrict, object to, or receive a copy of your personal information, withdraw consent where processing relies on consent, and complain to a privacy regulator. We may request information needed to verify your identity before completing a request.
To make a request, email gatheredmindapp@gmail.com with the account email, the request type, and any relevant details. We will respond within the period required by applicable law. We will not discriminate against you for exercising a privacy right.
8. Security
We use secure authentication, server-side storage, and third-party infrastructure for sensitive functions. However, no method of internet transmission or electronic storage is entirely risk-free. The app takes reasonable steps to protect user data, but we cannot guarantee absolute security.
9. Cookies and local storage
GatheredMind and its authentication provider may use cookies, browser storage, and similar technologies to maintain sign-in sessions, remember security state, and support essential functionality. We do not currently use those technologies for targeted advertising. If non-essential analytics or marketing technologies are added, we will update this policy and provide any consent choices required by law.
10. International processing
GatheredMind and its service providers may process information in countries other than the country where you live. Where required, we use legally recognized safeguards for international transfers. Provider privacy policies and contractual terms may also apply.
11. Changes to this policy
This policy may be updated from time to time as features change or as new third-party integrations are added. If changes are made, the page will be updated and the date above will be revised.
12. Contact and complaints
For privacy questions, account deletion, data access, correction requests, or complaints, contact us at gatheredmindapp@gmail.com. Automated service messages, such as assignment due notifications and payment confirmations, may be sent from gatheredmindapp@gmail.com; that mailbox is not intended for support replies. For business inquiries, contact gatheredmindapp@gmail.com. You may also contact the privacy regulator in your place of residence where applicable.