Privacy Policy
Last updated July 3, 2026
How Aicademy collects, uses, shares, and protects your information.
1. Overview
This Privacy Policy applies to Aicademy, a learning platform that helps users create lessons, quizzes, flashcards, notes, learning paths, and AI-supported study sessions.
It explains what personal information we collect, how we use it, when we share it, how long we keep it, and the controls available to you.
By creating an account or using Aicademy, you acknowledge this policy. If you do not agree, please do not use the service.
2. Information We Collect
2.1 Account and profile information
When you sign up or manage your account, we may collect:
- Name and email address
- Sign-in method, such as email/password or Google Sign-In
- Password hash for credential-based accounts
- Profile details you choose to add, such as username, display name, bio, and avatar
2.2 Learning content and progress
To run the product, we store content and activity such as:
- Topics, lessons, slides, quizzes, flashcards, decks, notes, tags, and learning paths
- Progress data, scores, saved items, streaks, badges, and review history
- AI personalisation settings such as tone, explanation style, learning goal, learning aids, and any custom study notes you provide
2.3 AI inputs and outputs
When you use Aica or other AI features, we may process:
- Your prompts, tutor messages, and edits
- Related lesson, slide, quiz, or note context needed to answer your request
- AI-generated outputs, including tutor replies and generated study material
Tutor chat history is stored in your account so conversations can continue inside the platform.
AI features are processed by Azure OpenAI, Microsoft's enterprise AI service, hosted in Microsoft's Sweden Central data centre (European Economic Area). According to Microsoft's published Azure OpenAI Service data documentation, customer content — including prompts and responses — is not used to train or improve foundation models, and is not shared with OpenAI.
2.4 Uploaded files and images
You can upload source material and images. This may include:
- Documents you upload so Aicademy can extract study content — the raw file is parsed for text and is not permanently stored by Aicademy; only the extracted and structured study content may be saved to your account
- Images added to notes, profile avatars, and content covers
Note images and certain other media assets are stored through Cloudinary. When content is deleted, related media may be queued for cleanup.
2.5 Community and sharing data
When you use social or sharing features, we may store:
- Follow relationships, collaborator lists, and notifications
- Published content and the visibility settings you choose
- Whether your name or profile should appear with shared content
Private content stays private unless you choose to share it. When you publish content publicly, it — and any author details you choose to show — can be seen by anyone, including people without an Aicademy account, and may be indexed by search engines. If you are under 18, please involve a parent or guardian before sharing content publicly.
2.6 Plan, billing, and subscription information
If you use Pro or manage billing, we may process information needed to provide and administer that access, including:
- Your current plan, subscription status, billing interval, renewal or access end date, and whether cancellation is scheduled
- Stripe customer and subscription identifiers linked to your Aicademy account
- Payment status information, invoice or failed-payment events, and limited transaction metadata returned by Stripe
Payment details are handled by Stripe. Aicademy does not store your full card number, CVC, or complete payment credentials.
2.7 Cookies, session data, and local storage
Aicademy uses essential storage technologies, including:
- Authentication and session data needed to keep you signed in
- Local browser storage for preferences such as theme, font size, reduced motion, dyslexia-friendly settings, sidebar state, and lesson panel state
When you open Stripe Checkout or the Stripe billing portal, Stripe may use cookies or similar technologies for payment security, fraud prevention, and service operation.
We use PostHog, a product analytics service, to understand how Aicademy is used and to improve the product. This includes page views and in-product actions such as generating a lesson or completing a quiz. For a sample of sessions, PostHog may record on-screen activity (clicks, scrolling, and navigation) to help us spot usability issues; text entered into input fields is masked by default and is not captured. This data is tied to your account so we can see how features are used, not sold, and not used for advertising.
3. How We Use Information
We use information we collect to:
- Create and manage your account
- Deliver lessons, notes, quizzes, flashcards, paths, and other core product features
- Generate AI-powered content and tutor responses
- Personalise your study experience and save your progress
- Process uploads, store media, and restore your content later
- Run community features such as publishing, collaboration, following, and notifications
- Send essential service emails, such as verification, welcome, password reset, password change, email change, and Pro billing messages
- Administer Pro access, process subscription changes, manage billing status, and respond to payment or cancellation events
- Protect the service, investigate abuse, and keep the platform reliable
4. When We Share Information
We do not sell your personal information.
We may share information in the following situations:
- With service providers that help run Aicademy, including Azure OpenAI (Microsoft's enterprise AI service) for AI generation and tutor features, Cloudinary for media storage, Resend for email delivery, Stripe for payments and subscription billing, Google for optional sign-in, Vercel for hosting and page analytics, and PostHog for product analytics
- With others when you share content: content you publish publicly can be viewed by anyone — including people without an Aicademy account — and may be indexed by search engines; collaborators you add can view content shared with them; and your author profile may appear on shared material if you choose
- If needed to comply with law, respond to valid legal requests, enforce our terms, or protect users, the platform, or the public
Stripe may process payment and transaction information under its own privacy terms when you use Stripe-hosted checkout or billing pages. You can read more in Stripe's Privacy Policy.
5. Do Not Track and Cross-Site Tracking
Aicademy is not built around advertising profiles or tracking your activity across third-party websites over time.
Because we do not currently engage in that kind of cross-site tracking, browser "Do Not Track" signals do not change how the service operates.
We do not knowingly allow third parties to collect information through Aicademy for their own cross-site behavioural advertising purposes.
6. Data Retention and Deletion
We keep data for as long as it is needed to provide the service, maintain your account, and support the features you choose to use.
- Account, profile, learning content, tutor history, and personalisation data are generally kept until you delete them or delete your account
- Uploaded note images may be marked for cleanup when the related content is deleted
- Billing and subscription records may be kept for as long as needed to manage your plan, resolve billing questions, prevent fraud, and meet accounting, tax, or legal obligations
- Public content may stop being shown after you unpublish it, but copies may remain in search engine caches or with people who already viewed or saved it
You can permanently delete your account from the Settings area. That process is designed to remove your account data and related media from Aicademy systems, subject to any limited retention we may need for security, fraud prevention, or legal compliance.
7. Your Choices and Rights
You can manage a number of things directly inside the app:
- Review and edit profile information such as username, display name, bio, avatar, and email address
- Change your password
- Manage Pro billing, cancellation, and payment details through the Stripe billing portal where available
- Delete your account
- Choose whether content is private, shared with collaborators, or published publicly
Depending on where you live, you may also have rights to request access to, correction of, deletion of, or a copy of certain personal information we hold about you. You can request help by emailing us at the address below.
8. Security and International Processing
We use reasonable technical and organisational safeguards to protect information, including account security controls, restricted access, hashed passwords for credential accounts, and encrypted connections where supported.
No system can promise perfect security, so please use a strong password and avoid uploading sensitive personal information that is not necessary for your study activity. Do not enter personal information about other people — such as names, addresses, student IDs, medical information, or safeguarding details — into prompts, document uploads, or study content.
Application data — including accounts, lessons, quizzes, notes, and tutor conversation history — is stored in a database hosted on AWS EU West 2 (London, UK). AI processing takes place via Azure OpenAI in Microsoft's Sweden Central data centre (European Economic Area). Media such as note images, profile avatars, and content covers is stored via Cloudinary, which is US-based. Email delivery (Resend), payments (Stripe), and Google Sign-In are provided by US-based services. Information processed by these providers is subject to the laws of their respective locations and the safeguards they offer.
9. Children's Privacy
Aicademy is a study platform for GCSE and A-level subjects, and is likely to be accessed by users aged 13 to 17 as well as adults. We design and operate the service with that in mind.
You must be at least 13 years old to create an account.
For users under 18, Aicademy does not build advertising profiles, does not sell personal information, and does not use product analytics for advertising purposes (see Sections 4 and 5). Public sharing features ask users under 18 to involve a parent or guardian before publishing content (see Section 2.5).
We do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided personal information through the service, contact us and we will investigate and take appropriate action.
10. Changes to This Policy
We may update this Privacy Policy as Aicademy changes. When we do, we will update the date at the top of this page and, where appropriate, give additional notice inside the product or by email.
11. Contact
If you have questions about this Privacy Policy or want to make a privacy-related request, contact:
Email: privacy@useaicademy.com
For the rules that apply when you use the platform, see our Terms & Conditions.