Privacy Policy

Last updated: 26th of September 2025

1. Introduction

Welcome to AIExamPlanner. We are committed to protecting your privacy and being transparent about our data practices. This policy explains what information we collect, how we use it, and your rights regarding your personal data in accordance with the General Data Protection Regulation (GDPR).

2. What we DO NOT collect or store

• Uploaded Excel files: Your exam scheduling data is processed temporarily and never stored
• Student information: Student IDs and related data from your uploads are not saved
• Exam details: Course names, exam IDs, and scheduling constraints are not retained
• Generated schedules: Your optimization results exist only during your session

3. What we DO collect

Essential data (required for service)

• Access codes: To authenticate and provide access to the service
• Session data: Temporary data to maintain your session while using the service
• Usage statistics: Number of optimizations run, timestamps, and completion status to ensure usage remains within limits and prevent functionality errors
• Basic account info: Your name and role (if provided with access code)

Optional data (with your consent)

• Google Analytics: Website usage patterns, page views, device information, and geographic location (country/city level)
• Performance cookies: To improve website speed and user experience

4. How we use your data

• Service delivery: Process your exam scheduling optimization requests
• Authentication: Verify your access code and maintain your session
• Service improvement: Understand usage patterns to improve our algorithms and features
• Technical support: Troubleshoot issues and provide customer support
• Analytics (optional): Understand how users interact with our website to improve it

5. Cookie policy

We use cookies to provide and improve our service. You have control over which cookies you accept:

Essential cookies (always active)

• Session cookies: Required to maintain your login session and process your optimization
• Security cookies: Protect against unauthorized access and ensure secure communication

Optional cookies (your choice)

• Google Analytics: Tracks website usage to help us improve (only with your consent)
• Preference cookies: Remember your settings and choices

When you first visit our site, you'll see a cookie banner where you can:

• Accept all: Enable all cookies including analytics
• Decline optional: Use only essential cookies needed for the service

6. Data storage and security

• Session data: Stored temporarily in server memory or Redis cache, deleted after session ends
• User accounts: Stored securely in our Supabase database with encryption
• No exam data storage: Your uploaded files and generated schedules are never saved to disk or database
• Security measures: We use HTTPS encryption, secure authentication, and regular security updates

7. Data retention

• Session data: Deleted immediately when you log out or after 24 hours of inactivity
• Usage statistics: Retained for 90 days for service improvement
• Account information: Retained while your access code is active
• Google Analytics: Subject to Google's data retention policies (typically 26 months)

8. Your rights (GDPR)

Under the General Data Protection Regulation, you have the following rights:

• Right to access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate personal data
• Right to erasure: Request deletion of your personal data
• Right to restrict processing: Request limitation of how we use your data
• Right to data portability: Receive your data in a structured, machine-readable format
• Right to object: Object to processing of your personal data
• Right to withdraw consent: Withdraw consent for optional data processing at any time

9. Third-party services

We use the following third-party services:

• Google Analytics: For website analytics (only with your consent). Google's Privacy Policy
• Supabase: For secure database hosting. Supabase Privacy Policy
• DigitalOcean: Our website is hosted on DigitalOcean servers located in Amsterdam, Netherlands. DigitalOcean Privacy Policy

10. Children's privacy

Our service is intended for educational institutions and is not directed at children under 16. We do not knowingly collect personal information from children.

11. Changes to this policy

We may update this privacy policy from time to time. We will notify you of any significant changes by updating the "Last updated" date and, for substantial changes, providing a prominent notice on our website.

12. Contact us

If you have any questions about this privacy policy or would like to exercise your rights, please contact us:

• Email: ai.exam.planner@gmail.com
• Response time: We aim to respond within 48 hours

Remember: Your exam scheduling data is your own. We process it temporarily to provide our service but never store it. You can always export your optimized schedule and delete your session at any time.