Privacy Policy
Scope and Applicability
This Privacy Policy applies to all users of the Platform, including:
- Free users accessing basic content.
- Paid subscribers accessing premium features.
- Visitors browsing public areas of the website.
- Individuals contacting us through support channels or newsletters.
COMPLIANCE
This Policy complies with applicable Indian laws including the Information Technology Act, 2000 and the Sensitive Personal Data Rules, 2011, and is aligned with global data protection standards where possible.
Categories of Personal Data We Collect
Identity and Contact Information:
- Full name.
- Email address.
- Phone number.
- Profile picture (if uploaded).
Educational and Academic Information:
- College Name, Degree Program, graduated in Graduation Year; 10th –Board/Marks; 12thBoard/Marks; Graduation Marks; currently working at Company Name, Designation, with Work Experience months of experience.
- Exam goals.
- Mock test scores and learning analytics.
- Study plan progress and performance indicators.
- Previous exam scorecards (e.g., CAT percentiles).
Transaction and Billing Information:
- Payment transaction ID, plan purchased, and duration.
- Billing contact details (if applicable).
- We do not store debit/credit card numbers or banking details. These are handled securely by third-party payment gateways (e.g., Paytm, Razorpay).
Technical and Usage Information:
- IP address, device type, browser version.
- Login timestamps and session duration.
- Features used, buttons clicked, pages viewed.
- Error logs and support requests.
Communications and Interactions:
- Emails, support messages, feedback forms.
- In-app communications (e.g., chatbot, mentor chats).
- Participation in WhatsApp or other community forums.[add phone call].
Third-Party Account Data (Mentor Calendar Integration):
- When a mentor voluntarily connects their Google Calendar to the Platform, we obtain a Google OAuth refresh token, the Google account email used for the connection, and the OAuth scopes granted.
- The refresh token is stored encrypted at rest and is used solely to create, modify, or delete calendar events that the Platform itself schedules for mentor sessions. We do not read, retain, or analyse any other events on the mentor's calendar.
- Mentors can revoke this access at any time from the mentor home page on Optima Learn or from https://myaccount.google.com/permissions.
How We Collect Personal Data
- Direct input through registration forms, payment pages, or profile updates.
- Activity monitoring from mock test attempts, planner usage, or question engagement.
- Automated tracking through cookies, analytics scripts, or session recording tools.
- Third-party integrations such as YouTube embeds or WhatsApp community interactions.
- You may choose not to provide certain personal information, but this may limit your access to certain services or features.
Purposes of Data Processing
- To create, manage, and secure user accounts.
- To deliver educational services and personalized dashboards.
- To analyze academic progress and provide strategy recommendations.
- To verify eligibility for refunds or performance-based guarantees.
- To manage payments, billing, and subscriptions.
- To provide customer support and resolve user queries.
- To comply with legal obligations or respond to lawful requests.
- To send necessary communications such as password resets, billing alerts, and system updates.
- To send optional marketing content or surveys (only with prior consent).
Legal Grounds for Processing
Consent
for marketing communications and non-essential features.
Contractual necessity
to fulfill the services under your selected plan.
Legitimate interest
for improving user experience and preventing misuse.
Legal obligation
where required by financial or data protection regulations.
Data Sharing and Third Parties
We do not sell personal data to any third party.
Limited information may be shared with service providers, including:
- Payment processors for secure transactions.
- Hosting and cloud vendors such as AWS or Google Cloud.
- Analytics and diagnostics tools including Google Analytics, PostHog, and Sentry.
- Authentication providers — Google and Apple — when you choose to sign in with them.
- SMS and messaging providers such as MSG91 to deliver one-time passcodes (OTP) for sign-in.
- AI service providers that process your requests to deliver AI features (see “Use of Artificial Intelligence” below).
- Mentors or internal academic support staff for personalized guidance.
- Government or regulatory bodies where mandated by law.
All third-party providers are bound by confidentiality and data protection agreements.
Google API Services User Data Policy
Optima Learn's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
When a mentor connects their Google Calendar, we request the following OAuth scopes:
openid
and email — to associate the connection with the mentor's Google account identifier and primary email address.
https://www.googleapis.com/auth/calendar.events
— to create, modify, and delete calendar events that the Platform itself schedules for mentor sessions on the mentor's primary calendar.
We use Google user data exclusively for the user-facing feature of scheduling and managing mentor sessions (including the associated Google Meet conference links that allow our transcription integration to attend on the mentor's behalf). We do not:
- Read, store, or analyse calendar events that the Platform did not itself create.
- Use Google user data for serving advertisements.
- Sell or transfer Google user data to third parties except as necessary to provide or improve user-facing features, comply with applicable law, or as part of a merger, acquisition, or sale of assets with the user's explicit consent.
- Allow humans to read Google user data, except where (a) the user has given affirmative consent, (b) it is necessary for security purposes (e.g., investigating abuse), (c) to comply with applicable law, or (d) the data has been aggregated and is used for internal operations in accordance with applicable privacy and other jurisdictional legal requirements.
TOKEN HANDLING
Refresh tokens received from Google are encrypted at rest using AES-256-GCM with keys stored separately in a managed secret vault. A mentor may revoke our access at any time from the mentor home page on Optima Learn or from https://myaccount.google.com/permissions; revocation causes the encrypted token to be marked invalid and removed from active use.
Use of Artificial Intelligence (AI) Services
Optima Learn is an AI-powered platform. We do not build, train, or operate our own AI or machine-learning models. Our AI features are provided through the following third-party AI service providers, accessed via their hosted APIs:
OpenAI
AI-assisted tutoring and study planning, analysis of study material you choose to submit, and automated content moderation.
Sarvam AI
speech-to-text and text-to-speech for our AI voice coach. Your microphone audio is streamed to this provider in real time to produce a transcript and is not stored by us; only the resulting text transcript is saved as part of your conversation history. This feature does not access any Google user data.
Read AI
transcription and summarization of mentor sessions, where, with the mentor's consent, a transcription assistant joins the session's Google Meet call to generate a transcript and summary of that session.
These providers act as service providers that process data only to deliver the feature you requested, under their own data-protection terms. We do not use Google user data, or any data derived from Google-connected mentor sessions, to train, fine-tune, or improve any AI or machine-learning model, and we do not authorize our providers to use such data to train their models. Our use of any data obtained through Google APIs remains limited to the user-facing features described in the “Google API Services User Data Policy” section above, in line with Google's Limited Use requirements.
Data Retention
Personal data is retained only as long as needed to:
- Support your access to the Platform and progress history.
- Fulfill legal, financial, or contractual obligations.
- Maintain audit logs and security backups.
Inactive user data may be anonymized or deleted based on internal retention policy unless extended by regulatory or legal requirements.
When you delete your account, it enters a 60-day restoration window — signing in again within 60 days restores it, and after 60 days the deletion becomes permanent, except for a limited set of records we must retain for legal, financial, security, or fraud-prevention reasons.
Data Security Measures
We implement administrative, technical, and organizational safeguards to secure data, including:
- End-to-end SSL encryption for data transmission.
- Role-based access control for team members.
- Secure, firewall-protected servers and cloud environments.
- Strong password hashing and user authentication.
- Regular code reviews and vulnerability scans.
You are responsible for maintaining the confidentiality of your account credentials.
Your Data Rights and Choices
You have the right to:
- Request access to the data we hold about you.
- Request corrections or updates to inaccurate data.
- Withdraw previously given consent for optional processing.
- Request deletion of your account and associated data.
- Object to or restrict certain forms of processing.
To exercise your rights, contact contact@optimalearn.com. Identity verification may be required. Please allow up to 14 business days for resolution.
Children's Privacy
- Our services are not directed to users under the age of 18.
- Users under 18 may only access the Platform under verified parental or guardian supervision.
- If you believe a child has submitted personal data without consent, please contact us immediately.
International Transfers
- Optima Learn is based in India. Data may be stored or processed in India or other jurisdictions where our service providers operate.
- All cross-border transfers are conducted with appropriate safeguards in accordance with applicable data protection laws.
Changes to This Privacy Policy
- We may update this Privacy Policy at our discretion.
- Any material changes will be notified via our website and/or email where appropriate.
- Continued use of the Platform after such changes constitutes your acceptance of the updated terms.
Contact Us
For all privacy-related queries or concerns, please contact:
Optima Learn Privacy Officer
Email: contact@optimalearn.com
Website: www.optimalearn.com