Privacy Policy

1. Who we are

Smart Syllabus Assistant is operated by Limes Digital Solutions, an Australian sole-trader business based in NSW. When this policy refers to “we”, “us”, or “our”, it means Limes Digital Solutions trading as Smart Syllabus Assistant.

We are the data controller for the personal information you provide when using the service.

2. What we collect

Account information. Your name, email address, and a hashed password. We do not store passwords in plain text.

Billing information. Payment card details are collected and stored by our payment processor, Stripe. We do not see or store full card numbers. We retain a Stripe customer ID and subscription identifier to manage your subscription.

Planning content you create. Curriculum scopes, lesson plans, learner profiles, syllabus uploads, and feedback you submit through the service.

Learner profiles. The platform allows you to create anonymised learner profiles describing student needs, strengths, accommodations, and engagement triggers. These profiles are not intended to contain personally identifiable information about your students. You agree not to upload student names, photos, or any other identifying details.

Technical information. When you use the service we automatically collect things like your IP address, browser type, pages visited, time spent, and basic device information. We use Google Analytics for aggregate usage statistics.

Email when you partially fill the signup form. We capture your email address if you type it into the signup form even if you don't complete the signup, so we can follow up. You can ask us to delete it at any time.

3. Why we collect it

• To provide the planning service you signed up for.
• To manage your account, authenticate you, and process payments.
• To improve the service — fix bugs, enhance the AI generation quality, prioritise new features.
• To send you transactional emails (email verification, password reset, trial expiry reminders, receipts).
• To meet our legal and tax obligations.

4. Lawful basis

We process your personal information on the basis of the contract you enter into with us when you create an account, your consent where required (e.g. for marketing emails), and our legitimate interests in operating and improving the service.

5. Who we share it with

We do not sell your data. We share your information only with these third parties, and only as needed to provide the service:

• Supabase — our database and authentication provider. Hosted in the United States.
• Render — our backend hosting provider. Hosted in the United States.
• Vercel — our frontend hosting provider. Hosted in Sydney, Australia.
• Stripe — our payment processor. Stripe handles all card data directly.
• OpenAI (GPT-4o) — our AI generation provider. Your inputs (syllabus content, planning preferences, anonymised learner profiles) are sent to OpenAI to produce scopes and lesson plans. OpenAI does not train on this data per their API terms.
• Google Analytics — aggregated, anonymised usage statistics only.

We may also disclose information if required by law, to enforce our terms, or to protect rights and safety.

6. International data transfers

Some of our service providers store and process data outside Australia (primarily the United States). When we transfer your data overseas we take reasonable steps to ensure it is handled in line with the Australian Privacy Principles.

7. How long we keep it

We keep your account and planning content for as long as you have an active account. If you cancel and ask us to close your account, we will delete your planning content within 30 days, retaining only what we are legally required to keep (e.g. billing records for Australian tax purposes — currently 5 years).

Abandoned signup intents (where you entered your email and password but did not complete payment) are stored for 30 minutes and then automatically deleted.

8. Your rights

You have the right to:

• Ask what data we hold about you.
• Correct any data that is inaccurate.
• Export your data — the platform has a built-in JSON export tool.
• Ask us to delete your data — subject to legal record-keeping obligations.
• Withdraw consent for marketing communications.
• Lodge a complaint with the Office of the Australian Information Commissioner if you believe we have mishandled your data.

To exercise any of these rights, email manjula@limesdigital.com. We aim to respond within 30 days.

9. Security

We take reasonable steps to protect your data. Measures include encryption in transit (HTTPS), encryption at rest for sensitive fields, row-level access controls in the database, role-based access for admin operations, rate limiting against abuse, and security audits. No system is perfectly secure but we treat security as ongoing work.

10. Children

The service is intended for teachers (adults). The learner profile feature is for anonymised descriptions of student needs only — not personally identifiable student data. If a teacher does upload identifying student data in violation of our terms and we become aware, we will delete it.

We do not knowingly collect personal information directly from children.

11. Cookies and tracking

We use cookies for authentication (session cookies that keep you logged in) and analytics (Google Analytics, anonymised). We do not use advertising cookies or share data with advertising networks.

You can disable cookies in your browser. The service will not function without authentication cookies.

12. Changes to this policy

We may update this policy from time to time. If we make material changes we will notify you by email or by a prominent notice in the app. Continuing to use the service after changes take effect counts as acceptance of the updated policy.

13. Contact

Questions about your data or this policy? Email manjula@limesdigital.com.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner: oaic.gov.au.