Privacy Policy

Last Updated: 16 January 2026

This Privacy Policy ("Policy") describes how SDF Prep ("we", "us", or "our") collects, uses, stores, and protects your personal information when you use our Service. By using SDF Prep, you agree to the collection and use of information in accordance with this Policy.

We are committed to protecting your privacy and ensuring the security of your personal data. This Policy explains what information we collect, how we use it, and your rights regarding your personal information.

1. Information We Collect

1.1 Account Information

When you sign in using Google OAuth, we collect the following information from your Google account:

  • Name
  • Email address
  • Profile image (if available)

This information is necessary to create and manage your account, authenticate your identity, and provide you with access to the Service.

1.2 Uploaded Documents

When you use the Service, you may upload the following types of documents:

  • University transcripts (PDF, DOC, DOCX, or TXT format)
  • Module descriptors (PDF, DOC, DOCX, or TXT format)

These documents are stored securely on our servers and are used solely for the purpose of analysing your qualifications and generating Subject Declaration Form guidance documents.

1.3 Analysis Results and Form Data

We store the following information generated from your uploaded documents:

  • Extracted qualification information
  • Module codes, names, and credit values
  • Analysis results from AI processing
  • Subject Declaration Form data and assignments

1.4 Usage Data

We automatically collect certain information when you use the Service, including:

  • IP address
  • Submission history and timestamps
  • Service usage patterns and interactions
  • Payment transaction information (processed securely through Stripe)

1.5 Contact Information

If you contact us through our contact form, we collect:

  • Name
  • Email address
  • Message content

2. How We Use Your Information

We use the information we collect for the following purposes:

  • Service Provision: To provide, maintain, and improve the Service, including document analysis, form generation, and user account management
  • Authentication: To authenticate your identity and manage your account
  • Document Processing: To analyse uploaded documents using AI and extract relevant information
  • Form Generation: To generate guidance documents for Subject Declaration Forms
  • Payment Processing: To process payments securely through Stripe
  • Communication: To respond to your inquiries and provide customer support
  • Security: To detect, prevent, and address technical issues, fraud, or abuse of the Service
  • Legal Compliance: To comply with applicable laws, regulations, and legal processes

3. Data Storage and Security

3.1 Data Storage

Your data is stored securely on our servers. We use industry-standard security practices to protect your information, including:

  • Encrypted data transmission (HTTPS)
  • Secure server infrastructure
  • Access controls and authentication
  • Regular security assessments

3.2 Data Retention

We retain your personal information for as long as necessary to provide the Service and fulfil the purposes outlined in this Policy. You may request deletion of your account and associated data at any time by contacting us.

After account deletion, we may retain certain information as required by law or for legitimate business purposes, such as maintaining records of completed transactions for accounting purposes.

3.3 Data Access

Your data is accessible only to:

  • You (through your account)
  • Authorised service administrators (for technical support and maintenance)
  • Third-party service providers who assist in operating the Service (under strict confidentiality agreements)

4. Third-Party Services

4.1 Google OAuth

We use Google OAuth for authentication. When you sign in with Google, Google shares your name, email address, and profile image with us. Your use of Google's services is subject to Google's Privacy Policy.

4.2 Stripe

Payment processing is handled by Stripe, a third-party payment processor. When you make a payment, Stripe collects and processes your payment information. We do not store your full payment card details. Your use of Stripe's services is subject to Stripe's Privacy Policy.

4.3 AI Processing Services

We use third-party AI services to analyse your documents. These services process your documents to extract information but do not retain your data beyond what is necessary for processing.

5. Your Rights

Under applicable data protection laws, including GDPR (if applicable), you have the following rights:

  • Access: You have the right to access the personal information we hold about you
  • Correction: You can update or correct your account information at any time
  • Deletion: You can request deletion of your account and associated data
  • Data Portability: You can request a copy of your data in a portable format
  • Objection: You can object to certain processing of your personal information
  • Withdrawal of Consent: You can withdraw your consent at any time

To exercise any of these rights, please contact us through the Service or visit our contact page.

6. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

  • Service Providers: With trusted third-party service providers who assist in operating the Service (e.g., hosting, payment processing, AI analysis), subject to strict confidentiality agreements
  • Legal Requirements: When required by law, regulation, or legal process, or to protect our rights, property, or safety
  • Business Transfers: In connection with a merger, acquisition, or sale of assets, where your information may be transferred as part of the transaction
  • With Your Consent: When you have explicitly consented to the sharing

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to maintain your session, authenticate your identity, and improve the Service. These technologies are essential for the Service to function properly.

You can control cookies through your browser settings, but disabling cookies may affect the functionality of the Service.

8. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure that appropriate safeguards are in place to protect your personal information in accordance with this Policy and applicable data protection laws.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated Policy on this page and updating the "Last Updated" date.

Your continued use of the Service after any changes to this Policy constitutes your acceptance of the updated Policy.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us through our contact page or visit our FAQ page.

Questions About Privacy?

If you have questions about how we handle your personal information or wish to exercise your privacy rights, please contact us.

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