This Privacy Policy explains how AI Professor Outreach ("we", "our", or "the Service") collects, uses, stores, and protects information when you use our platform.
1. Information We Collect
Depending on the features you use, we may process:
- Account information, such as your name and email address.
- Academic information, including your university, degree, grades, research interests, and professional experience.
- Professor information imported by you, including names, university affiliations, email addresses, profile URLs, and publicly available research publications.
- Documents you upload, such as your CV, academic transcript, recommendation letters, and research proposal.
- Email drafts, sent-message records, replies, follow-up schedules, and outreach history when you enable the relevant features.
- Technical information required to operate and secure the Service.
2. How We Use Your Information
We use information to:
- Provide and maintain your account.
- Research publicly available professor profiles and publications.
- Generate personalized email drafts using AI.
- Store your documents and outreach history.
- Send emails through Gmail when you explicitly approve them.
- Synchronize and organize replies when you authorize that feature.
- Prepare follow-up suggestions for your review.
- Prevent abuse, troubleshoot errors, and protect account security.
3. Google and Gmail Access
If you connect your Google account, the Service may access Gmail features authorized by you, such as sending emails, managing drafts, or reading messages for reply tracking. The exact access depends on the permissions requested and granted during Google authorization.
We use Gmail data to provide the features you request. We do not sell Gmail data or use it for advertising. We do not send emails or follow-ups automatically. Each outgoing email requires your explicit approval.
You can disconnect your Google account through the application's settings. Disconnecting access may prevent Gmail-dependent features from working.
4. AI Processing
We use OpenAI services to analyze retrieved research, summarize publications, generate personalized email drafts, and optionally classify replies. Information necessary for these tasks may be sent to OpenAI for processing.
AI-generated research may be incomplete or inaccurate. You should review research sources and generated content before relying on it or contacting a professor.
5. Data Storage and Third-Party Services
The Service may use Firebase Authentication, Cloud Firestore, Firebase Cloud Storage, Google Gmail API, and OpenAI. Your information may be processed on their infrastructure according to the applicable service configurations and privacy policies.
We use reasonable measures to keep user accounts, documents, and outreach records separate. No internet service can guarantee absolute security.
6. Document Security
Uploaded documents are intended for your application workflow. They should be stored in private cloud storage and made available only through authorized access. You are responsible for confirming that documents are accurate and that you have permission to upload them.
7. Sharing and Disclosure
We do not sell your personal information. Information may be processed by service providers necessary to operate the platform, or disclosed where required by law or necessary to protect the Service and its users.
When you approve sending an email, the recipient will receive the message and the attachments you selected.
8. Data Retention and Deletion
We retain information for as long as needed to provide the Service, maintain your outreach history, and meet applicable legal obligations. Where available, you may delete professors, drafts, documents, or your account through the application's controls.
Deleting information from the application may not automatically delete copies already delivered to email recipients or records retained by third-party providers.
9. Your Choices and Rights
Depending on your location and applicable law, you may have rights to access, correct, export, or delete your personal information, or withdraw certain permissions. You can also choose whether to connect Gmail, run research, generate drafts, and send individual emails.
10. Children's Privacy
The Service is not intended for children who are not permitted to use it under applicable law. We do not knowingly collect children's personal information in violation of applicable requirements.
11. Changes to This Policy
We may update this policy when our practices or legal requirements change. The updated version will be published on this page with a revised update date.
12. Contact Us
For privacy questions or data requests, contact:
Service: AI Professor Outreach
Email: YOUR_CONTACT_EMAIL