Privacy Policy

The operator and data controller for GradiBee is SOPWIL. The Service is offered primarily for families in Sri Lanka.

Privacy and data-protection requests: privacy@gradibee.app. Until a separate support address is published, the same address may be used for general support related to privacy or accounts.

We process personal data in accordance with applicable Sri Lankan law, including the Personal Data Protection Act, No. 9 of 2022 (“PDPA”), to the extent it applies to us and to your use of the Service. Where the EU General Data Protection Regulation (“GDPR”) applies (for example if you are in the EEA or UK), we honour the right to erasure in Article 17 as described below.

This Policy applies to the GradiBee website and progressive web app (PWA) at gradibee.app and related domains we operate (including redirects such as www.gradibee.app).

It covers accounts for learners (typically Grades 5–11), parents or guardians, and administrators. It does not apply to third-party websites or services we link to (for example PayHere or Google Gemini), which have their own privacy practices.

This Policy describes our practices as implemented in the Service. It does not create warranties beyond those required by law.

GradiBee is designed for school-age learners with parent or guardian involvement. Learners may optionally note a school grade (5–11) on their profile for information only. We do not collect date of birth as a separate field.

Learners receive a limited signup trial (about 30 minutes of tutor time across subjects). After the trial, continued access requires a parent or guardian subscription. Parents remain responsible for supervising minors’ use of the Service.

Parents may link a learner using a parent access code, view family progress features, and (where enabled) open a short-lived read-only “observe” view of a linked learner’s space. Observe does not allow the parent to chat, submit practice papers, or change the learner’s Trail as that learner.

We do not knowingly sell children’s personal data. Parents can erase their own account and linked learner accounts from Profile. Learners can request erasure in-app; a linked parent reviews the request, then GradiBee completes it. If you believe a child has provided data inappropriately, you may also email privacy@gradibee.app. Completed erasure cannot be reversed.

Account and identity: email address; hashed password; role (learner/student, parent, or admin); optional referral code; for learners, optional grade (informational only); optional display name; optional profile avatar image (stored as image bytes and MIME type, size-limited).

Family and consent: parent–learner link; hashed parent access code (the plaintext code is shown once to the learner and is not stored in plaintext); consent granted time and method (for example parent link or guardian consent via a consent link).

Learning and product use: usage events (such as chat or practice-paper activity, hours, token counts, duration); subscription and pack records (hours, tokens, pricing); signup trial time remaining; GradiBee Trail progress, Echo teach-back excerpts, awards, glow-related scores, and related trail events; tutor notices and referral records.

Billing: order identifiers, amounts (typically LKR), SKU/pack information, status, and payment-notify payloads from PayHere. We do not store full payment card numbers on GradiBee’s servers; card entry and card data are handled by PayHere’s checkout.

Technical data: authentication session cookies; a short-lived observe cookie when a parent observes a learner; IP addresses may be used transiently for rate limiting (for example family-link attempts) and are not stored as a durable account field for that purpose.

We do not currently collect as account fields: legal name beyond optional display name, phone number, postal address, date of birth, school name, or precise device geolocation. If that changes, we will update this Policy.

Chat messages are sent to our servers to generate tutor replies but are not retained by GradiBee as durable chat transcripts. Echo excerpts and usage metrics are retained as described below.

We use personal data to: create and secure accounts; provide curriculum-locked tutors, practice papers, and Trail features; enforce family linking, signup trial limits, and observe mode; process and record subscriptions and payments; measure pack usage (hours/tokens); prevent abuse, fraud, and security incidents; operate, maintain, and improve the Service; display aggregate, non-identifying platform statistics; and comply with law or respond to lawful requests.

We do not sell personal data. We do not use personal data to train third-party foundation models for our own commercial sale of datasets. Processing by Google Gemini is described in the next section.

When tutors run in live mode, learner messages, recent conversation context (kept briefly in server memory for the active chat session only — not written to Postgres), retrieved curriculum context, Echo teach-back text, and related metadata may be sent to Google Gemini to generate answers, checks, practice materials, or embeddings.

GradiBee does not store durable chat transcripts in our database. Active chat context expires from server memory after about two hours or when you sign out. Echo excerpts and learning metrics may be stored in our database. Curriculum content we index is GradiBee-owned or otherwise authorised teaching material, not your private chat history.

Google processes that content under its own terms and privacy policies for Gemini. We do not control whether Google uses API inputs for its own model improvement beyond what our contracts and product settings allow. You should assume that content sent for AI generation leaves GradiBee’s systems and may be processed outside Sri Lanka.

AI outputs can be incomplete or incorrect. See our Terms of Service for educational disclaimers.

We use essential cookies for the Service to function: an Auth.js / NextAuth session cookie for signed-in access, and a short-lived httpOnly observe cookie (gradibee-observe, typically about 30 minutes) when a parent uses observe mode.

We do not currently enable third-party product analytics cookies (for example PostHog). First-party operational analytics (usage, sessions, and billing funnels) are stored in our own database for platform operations and are covered by erasure / right-to-forget. Configuration for third-party tools may exist for future use; if we enable non-essential third-party tracking, we will update this Policy and, where required, seek appropriate consent.

You can clear cookies in your browser; doing so will sign you out and end observe sessions.

We use service providers that process data on our behalf or as independent operators of payment/AI infrastructure, including: Render (application hosting); Neon (PostgreSQL database); PayHere (payment processing); Google Gemini (AI generation and embeddings).

These providers may process data under their own privacy policies. We encourage you to review PayHere’s and Google’s Gemini-related policies when you use checkout or live tutors.

Our hosting, database, payment, and Gemini AI processing may store or process data in countries outside Sri Lanka. By using the Service, you acknowledge that personal data may be transferred internationally as needed to operate GradiBee.

We take reasonable contractual and technical steps appropriate to our size and the Service, but we cannot guarantee that every foreign jurisdiction offers the same protections as Sri Lanka.

We retain account, learning, family, and billing records while your account remains active and for as long as reasonably needed thereafter for operations, security, dispute resolution, accounting, and legal compliance.

Session tokens typically last on the order of hours (for example up to about 12 hours, subject to configuration). Observe grants are short-lived (on the order of about 30 minutes). Consent links may expire after a limited period (for example several days).

Trail progress counts and related awards may be retained in de-identified form after erasure. Echo teach-back text and other identifiers are removed when an account is erased.

Parents can erase their account (and linked learners) in Profile. Learners can request erasure in-app; linked parents review the request and GradiBee completes it. Completed erasure cannot be reversed. We may limit repetitive in-app requests (for example one open request at a time, and a waiting period after a decline).

After erasure we keep only de-identified operational, billing, usage, and Trail metrics (no email, name, photo, password, or payment payload). You may also email privacy@gradibee.app. Payment and AI processors (PayHere, Google Gemini) may retain data under their own policies; GradiBee cannot wipe those copies.

We use measures appropriate to the Service, including password hashing, HTTPS and HSTS in production, Content-Security-Policy, httpOnly session cookies, server-side chat context (not client-trusted history), and role-based access controls (including read-only observe for parents).

No method of transmission or storage is completely secure. We do not warrant absolute security. Please use a strong unique password and keep parent access codes private.

Subject to the PDPA, GDPR Article 17 where it applies, and other applicable law, you may have rights to request access to, correction of, or deletion of personal data we hold about you, and to withdraw consent where processing is based on consent (for example certain guardian consent flows), without affecting the lawfulness of prior processing.

Parents or guardians may erase linked learner accounts in-app as described in this Policy, or contact us, subject to verification. We may refuse or limit requests where the law allows (for example excessive or repetitive requests, or where fulfilling a request would adversely affect others’ rights, security, or legal obligations).

To exercise rights in the product, use Profile (and, for learners, the parent and admin review flow). You may also email privacy@gradibee.app with enough detail for us to identify the account. We will respond within a reasonable period consistent with applicable law.

We do not sell personal data. We share personal data with processors and service providers as needed to run the Service; when required by law, regulation, legal process, or to protect SOPWIL, users, or the public; in connection with a merger, acquisition, or asset transfer (with notice where required); or with your direction or consent.

We may publish aggregate statistics that do not reasonably identify an individual (for example total usage counts on the landing page).

We do not currently operate a marketing email platform for GradiBee. Transactional or account-related contact, if any, will be limited to what is needed to operate the Service or respond to you.

If we introduce marketing messages later, we will update this Policy and honour applicable consent and unsubscribe requirements.

We may update this Privacy Policy from time to time. The “Last updated” date at the top will change when we do. Material changes may also be highlighted on the Service or communicated by other reasonable means.

Continued use of GradiBee after an update means you accept the revised Policy, except where mandatory law requires a different form of consent.

Questions about this Privacy Policy or personal data: privacy@gradibee.app.

Please also read our Terms of Service, which govern use of GradiBee and include important limitations of liability and educational disclaimers.