Privacy Policy

Last updated: November 11, 2026. Operator: ProfAid Tool (registered business). Contact: profaidtool@gmail.com.

This page explains what ProfAid collects, why, and what you can do about it. For practical guidance on using ProfAid with student work, see Student Data & Privacy Compliance in the FAQ.

Who is responsible

ProfAid is used by teachers and other adults. For the student work you upload, you (or your school or institution) decide why and how it is used; ProfAid processes it on your behalf, only to provide the service you asked for. You are responsible for having the right to upload student work and for informing students and parents as your school and local law require.

What we collect

• Account data: the name, email address and profile picture from the Google account you sign in with.
• Educator profile: your full name, role, school, university or organisation, country, the date you confirmed that you are an educator, and, if you choose to give them, the subjects and levels you teach and how you heard about ProfAid. We also keep private notes about your account (for example a support note or a flag for review) that you do not see.
• Essays you upload (DOCX/PDF), the extracted text, and the analysis and grading results. Essays may contain personal data about students.
• Details you type: the optional student name and class label, and the signature details for the graded PDF (name, title and, if you choose, email and location). Student name, class label and file name stay inside ProfAid and are not sent to the AI.
• Usage data: a history of credits used (needed for billing, refunds and abuse prevention) and technical error logs, which are not intended to contain essay text.
• Cookies: one essential session cookie to keep you signed in. We use no advertising or analytics cookies.

We do not ask for student IDs, birth dates or student accounts.

How we use it

To provide the grading service, manage your credits and subscription, keep the service secure, and contact you about your account. The educator profile lets us confirm that ProfAid is used by educators, understand who uses it, and help you; we use it for our own records and do not share it with other companies for their marketing. If you tick the box on the profile form (or, where the law allows an opt-out, leave it ticked), we may email you occasional tips, product news and offers. You can stop these at any time by unticking the box under Account, Edit profile, or with the unsubscribe link in every such email; important account emails (sign-in, billing, security) will still reach you. We record when and how you made that choice. We never sell your personal data or share it with others for their own marketing, show advertising, or use essays to train AI models.

Service providers

• Google (Gemini API, paid tier): the essay text is sent to Google only to generate the analysis (and the optional fact and source check, which uses Google Search). Under Google's paid-services terms, prompts and responses are not used to improve Google's products.
• Google Sign-In: to authenticate you.
• Creem (merchant of record): processes payments and sales tax; we do not see your card details.
• Hosting and database: the infrastructure provider we use to run the application and store its data. Data is transferred over encrypted connections.

Because these providers operate internationally, your data may be processed in countries other than your own.

Retention and deletion

Uploaded essays and results are deleted automatically after 30 days. You can delete any essay or your whole account at any time from the Dashboard and Account pages, and download your data as JSON. Credit and payment records may be kept as long as needed for accounting and legal obligations.

Your rights

Depending on where you live (for example under the GDPR, UK GDPR or LGPD) you may have rights to access, correct, delete and port your data, and to object to or restrict processing. Students and parents who want to use these rights for work a teacher uploaded should first contact that teacher or school; you can also write to us at profaidtool@gmail.com and we will help. You may also complain to your local data protection authority.

Children

ProfAid is intended for teachers and adults. Students do not create accounts. Please follow your school's rules before uploading work by children, including consent requirements for children under 13 (and up to 16 in some European countries).

Security

Each essay is visible only to the account that uploaded it, sign-in uses Google, and traffic is encrypted. No online service is perfectly secure; if we learn of a breach affecting your data we will notify you as the law requires.

Changes

We will post updates on this page and change the date above.