Privacy Policy

Account information. When you sign up, we collect your name and email address via our authentication provider (Clerk).

School and student data. Educators create learner profiles containing student first and last names, accessibility preferences (font, spacing, reading level, colour preferences), and optional special educational needs (SEN) tags. We do not require medical diagnoses, assessment scores, or other sensitive health data.

Uploaded documents. You may upload PDF, DOCX, and DOC files for processing. Uploaded files are stored securely in Google Cloud Storage with encryption at rest.

Cloud-imported files. You may import files from third-party cloud storage providers (Google Drive, OneDrive). When you do, we access only the specific file you select. We download a copy of the file to our servers for processing. See Section 6 for details on third-party cloud storage handling.

Usage data. We collect analytics data (page views, feature usage) via PostHog and Vercel Analytics to improve the product. PostHog associates usage data with your account to help us understand how educators use the platform. We do not use this data for advertising purposes.

Support and feedback data. If you submit feedback or a bug report through the in-app support tool, we collect your message, an optional screenshot of the current page, and technical context (browser type, page URL). This information is used to create a support ticket and resolve your issue.

We use the information we collect to:

• Provide the Adaptify service — processing documents and generating adapted versions for learners, including using AI to extract, transform, and adapt content (see Section 5)
• Authenticate your identity and manage your account
• Improve the platform based on usage analytics
• Respond to support requests and feedback
• Send transactional emails such as school invitations

We do not sell, rent, or share your personal data or uploaded content with third parties for advertising or marketing purposes.

All data is stored on Google Cloud Platform infrastructure with UK/EU data residency. Documents and files are encrypted at rest using AES-256 and in transit using TLS 1.2+.

Access to production systems is restricted to authorised personnel via role-based access controls. We maintain audit logs for accountability.

Your account data and uploaded documents are retained for as long as your account is active. You can delete individual resources at any time from the dashboard, which removes the file from storage. Learner profiles can be archived and later permanently deleted. Temporary processing caches are automatically purged within 14 days.

If you wish to delete your account and all associated data, contact us at support@adaptifyeducation.com. We will process deletion requests within 30 days.

We use the following third-party services to operate the platform. These services process your data only as necessary to provide Adaptify's functionality:

• Clerk — authentication and session management (account data)
• Google Cloud Platform — infrastructure, file storage, and document processing (all uploaded content)
• OpenAI — AI-powered content transformation and editing of documents (uploaded document content)
• Google Vertex AI (Gemini) — document extraction and image analysis during PDF processing (uploaded document content)
• Prisma (Accelerate) — database connection management (account and application data)
• PostHog — product analytics (usage data associated with your account)
• Vercel — hosting, deployment, and web analytics (page performance metrics)
• Zoho Mail — transactional email delivery (email address for school invitations)
• GitHub — support ticket management (feedback messages and technical context submitted via the in-app support tool)

When you use AI-powered features (such as document adaptation or content editing), the content of your documents is sent to OpenAI and/or Google Vertex AI for processing. These providers process data according to their respective data processing agreements and do not use your content to train their models.

Adaptify allows you to import files from Google Drive and Microsoft OneDrive. When you use these features:

• We only access files you explicitly select. We do not browse, index, or access any other files in your cloud storage account.
• Files are downloaded once for processing. We download a copy of the selected file to generate adapted versions. The original file in your cloud storage is not modified.
• OAuth tokens are not persisted. Access tokens provided during the import flow are held in memory only for the immediate file download and are not stored in our database.

We use essential cookies for authentication and session management (via Clerk). We use analytics cookies (PostHog and Vercel Analytics) to understand how the platform is used. We do not use advertising or tracking cookies.

Adaptify processes personal data in accordance with the UK General Data Protection Regulation (UK GDPR). Our lawful basis for processing is:

• Contract performance — processing your documents and operating your account
• Legitimate interests — improving the platform and ensuring security
• Consent — where required, such as for optional analytics

You have the right to access, rectify, erase, restrict processing, data portability, and object to processing of your personal data. To exercise these rights, contact support@adaptifyeducation.com.

Adaptify is used by educators to create adapted learning materials. Learner profiles created by educators contain student first and last names, accessibility preferences, and optional SEN tags. Adaptify does not collect data directly from children — all learner profiles are created and managed by educators. Educators are responsible for ensuring their use of Adaptify complies with their school's data protection policies and that they have appropriate authority to enter student information.

We may update this privacy policy from time to time. We will notify registered users of material changes via email or an in-app notice. The "last updated" date at the top of this page reflects the most recent revision.

If you have questions about this privacy policy or how we handle your data, contact us at:

support@adaptifyeducation.com