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, a household income range, extracurricular activities and interests, and demographic information. Figures you enter into our aid-estimation tools (such as family size or assets) are used to compute the estimate you asked for and are not saved to your profile.

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.

2.5 Mobile App Data (iOS)

The ScholarSynch iOS app collects the same information as the website, plus the following:

• Push notification token: If you allow notifications, Apple issues an opaque token identifying your device's connection to Apple's push service. We store it alongside your account so we can send the reminders you asked for. It is not an advertising identifier, it does not identify you outside the app, and deleting your account deletes it.
• Diagnostics: If the app crashes, we may receive an anonymous crash report — the error and where it happened in the code, plus your device model and OS version. Crash reports never include your chat conversations, your profile data, or your IP address.

Some information is stored only on your device and is never transmitted to us: your sign-in token, which student profile you last had selected, your app-lock preference, and the colleges you recently viewed. Signing out or deleting the app removes it.

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 is intended for students aged 13 and older, and our Terms of Service require it. When you create an account, we ask you to confirm that you are 13 or older, and we record when you confirmed. We do not collect your date of birth, and we do not knowingly collect personal information from children under 13.

If we learn that we have collected information from a child under 13, we delete it. If you are a parent or guardian and believe your child has given us information, contact us at info@scholarsyn.ch and we will remove it.

6. Mobile App Permissions (iOS)

The iOS app asks for these permissions only when you use the feature that needs them. You can change any of them later in the iOS Settings app, and declining one never blocks the rest of the app.

• Face ID / Touch ID: Used only to unlock the app, so someone else holding your phone cannot read your college search. iOS performs the match itself and tells us only whether it succeeded — your biometric data never leaves your device and is never sent to, seen by, or stored by ScholarSynch. Your device passcode works as a fallback, and you can turn the lock off in the app's settings.
• Camera and Photo Library: Used only when you choose to attach a document — a transcript or award letter, for example — to your records. We do not access your photo library in the background.
• Notifications: Used for the deadline and update reminders you turn on. You control which categories you receive in your account settings, and you can revoke notifications entirely in iOS Settings.

7. 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.

8. 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.

9. 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.

10. 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.

11. 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 delete your account from your settings page. Deletion takes effect immediately and cannot be undone — there is no confirmation email and no grace period in which to cancel. Your profiles, conversations, outreach history, documents, and tool submissions are permanently deleted.

A small number of records are retained with your identity removed, because they exist to keep the Service safe and accountable: security and activity records (up to 365 days); feedback and bug reports you submitted, with the message text redacted and your address, IP, and device details dropped (up to 365 days while open, 90 days once resolved, 30 days if identified as spam); and safety reports you filed about a chat response, kept so moderation decisions remain reviewable, with the link to your account removed. A full breakdown of what is deleted and what is kept is on our support page.

12. 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.

13. 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