Privacy Policy for Zube AI

Effective Date: July 1st, 2025

Last Updated: July 1st, 2025

Privacy at a Glance: Your Information, Your Choices

We know that legal documents can be long and confusing. So, here's a quick summary of the most important points. We want you to understand how we use your information and feel in control.

Who We Are: We are Zube AI. We run a website that helps you get your grades and information ready to apply for university in the UK.
What We Collect: To create your account, we need your name and email. To use our main service, we need your academic grades. You can also choose to give us extra info like your date of birth or school to help your application, but that's up to you.
Why We Use It: We use your data to provide the service you signed up for. We don't sell your data to anyone.
How We Use AI: We use a secure AI tool to read your grade documents and put the information into a neat, organised format for you. The AI only reads and sorts; it doesn't make any decisions or judgements about you.
Your Rights: You are in charge of your data. You have the right to see it, change it, delete it, and more. You can manage your account in your settings or by emailing us.
Who We Share With: We use a few trusted tech companies to help run our service (like for storing data securely). We list them all in this policy.
Questions? If you have any questions about your privacy, you can always contact us at privacy@getzube.com.

For more details, please read the full policy below.

1. Who We Are and How to Contact Us

We are Zube Tech, Inc., the company that provides the Zube AI university application platform (the "Service"). In this policy, "we", "us", and "our" refer to Zube AI, Inc.

Under data protection law, we are the data controller for the personal information we process. This means we are responsible for deciding how we hold and use personal information about you.

Our Legal Details:
Zube Tech, Inc.
Registered in Delaware, USA.
How to Contact Us:
If you have any questions about this privacy policy or how we handle your personal data, please get in touch with our Data Protection Lead:

Email: privacy@getzube.com
Postal Address: 8 The Green STE A, Dover, DE 19901. United States of America.

2. The Personal Data We Collect About You

We collect and process personal data to provide and improve our Service. We have grouped the data we collect into the following categories.

Data You Must Provide (Required for the Service):

Account Information: To create and manage your account, we need your Name and Email Address.
Academic Information: To use the core functionality of our platform, we need you to upload your academic transcripts and grades.

Data You Can Choose to Provide (Optional):

Profile Information: You can optionally add your Date of Birth and the School you attended. This may help with some applications, but it is not required to use our core service.
Academic Goals: You can optionally add your academic goals and academic background. This may help with some applications, but it is not required to use our core service.
Special Category Data for Scholarship Matching: We offer an optional service to help match you with potential scholarships. If you choose to use this, we will ask for your explicit consent to provide information about your family's financial background (like parental income) and other background details. Some of this information could be considered 'special category data' because it might suggest your racial or ethnic origin. This is the most sensitive type of data, and we handle it with the highest level of care. You do not have to provide this information, and choosing not to will not affect your ability to use the main Zube AI platform.

Data Your School May Provide:

If you access or use the Service as part of a programme or arrangement facilitated by your school, college, or other educational institution (collectively, "School"), your School may provide us with additional personal data about you. This may include, but is not limited to, your name, contact details, academic records, and other information relevant to your participation in the Service.

In such circumstances, your School acts as the data controller and Zube Tech, Inc. acts as the data processor with respect to the personal data provided by your School. This means that we process such data solely on the documented instructions of your School, and only for the purposes of delivering the Service as agreed with your School. We do not use this data for our own purposes.

We have entered into a data processing agreement with your School, as required by Article 28 of the UK GDPR, which sets out our respective obligations and ensures that your personal data is processed in accordance with applicable data protection laws.

If you have any questions about the data your School provides to us, or wish to exercise your rights in relation to that data, you should contact your School directly, as they are responsible for determining how and why your data is processed in this context.

Data We Collect Automatically:

Technical & Usage Data: When you use our website, we collect information about your device and how you use our site. This may include your IP address, browser type, and information about which pages you visit. We collect some of this data using cookies. Please see our Cookie Policy for more details.

3. How and Why We Use Your Data (Our Purposes and Lawful Bases)

UK data protection law requires us to have a valid reason, known as a 'lawful basis', for processing your personal data. The table below explains what we use your data for and the lawful basis we rely on for each activity.

Purpose of Processing	Data Categories Used	Our Lawful Basis Under UK GDPR	Why We Need It (In Plain English)
To create and manage your user account.	Name, Email	Performance of a Contract	We need this to set up your account and communicate with you about the service you've signed up for.
To provide our core service: parsing and structuring your academic grades.	Academic Transcripts/Grades	Performance of a Contract	This is the main service you are asking us to provide. We process your grades to make them ready for applications.
To provide optional profile enhancements.	Date of Birth, School Attended	Consent	You can choose to provide this extra information. You can add or remove it at any time in your settings.
To provide optional scholarship matching.	Parental Income, Background Information (which may reveal racial or ethnic origin)	Explicit Consent	This is highly sensitive data, so we only process it if you give us your specific, separate permission. You can withdraw this permission at any time without penalty.
To transcribe your grades using AI.	Academic Transcripts/Grades	Performance of a Contract	We use a secure AI tool to automatically read and organize your grade information. This is part of how we deliver our core service. The tool does not make any decisions, judgements, or rankings about you.
To improve our website and services.	Technical & Usage Data (from cookies)	Consent	We use tools to see how our website is performing. We only do this if you agree by accepting our analytics cookies.
To track and fix errors on our platform.	Technical & Usage Data (e.g., IP address, browser info)	Legitimate Interests	We have a legitimate interest in making sure our platform works correctly and securely. We collect technical data when an error occurs so we can fix it.

4. Who We Share Your Data With

We do not sell your personal data to third parties. However, to provide our Service, we use a few trusted technology partners who act as our 'data processors'. This means they process your data on our behalf and based on our instructions. Here are the partners we use:

Google Cloud Platform (GCP): We use GCP to securely host all our data, including your personal information. All data is stored in their London, UK data centre region. See more at: https://cloud.google.com/terms/cloud-privacy-notice
Google Analytics: We use this service to understand how visitors use our website. We only use this if you consent to our analytics cookies. See more at: https://support.google.com/analytics/answer/6004245?hl=en
Smartlook: This service helps us understand user behaviour on our website to improve the user experience. We only use this if you consent to our analytics cookies. See more at: https://help.smartlook.com/docs/privacy-policy
Sentry: We use Sentry for real-time error tracking. If our application experiences an error while you are using it, technical information may be sent to Sentry so we can diagnose and fix the problem. See more at: https://sentry.io/privacy/

International Data Transfers

While we store your data in the UK, some of our service providers are based in the United States or the European Union. This means that for maintenance, support, or administrative purposes, your data may be accessed by staff from outside the UK. This is known as a 'restricted international transfer'.

To ensure your data is protected when this happens, we rely on legally-approved transfer mechanisms under UK GDPR. For transfers to the US, we ensure our providers are certified under the UK-US Data Privacy Framework or have signed Standard Contractual Clauses (SCCs) with the UK Addendum. These are legal contracts that require them to protect your data to the same high standard as required in the UK.

5. How Long We Keep Your Data

We only keep your personal data for as long as we need it for the purpose it was collected.

Account Data: We will keep your personal data for as long as you have an active account with us. If you choose to delete your account, we will permanently delete your personal data from our live systems within 30 days of your request.
Anonymized Data: After we have deleted your personal data, we may retain and use data that has been fully anonymized for statistical purposes. Anonymized data is information that can no longer be linked back to you in any way. We use this to understand trends and improve our services for future students.

For more information on how we ensure data is truly anonymous, please see our internal Data Retention and Anonymization Policy.

6. Your Data Protection Rights

Under UK data protection law, you have rights over your personal data. These are:

The right to be informed: You have the right to be told how we use your data. That's what this Privacy Policy is for.
The right of access: You have the right to ask for a copy of the personal data we hold about you.
The right to rectification: You have the right to ask us to correct any information you think is inaccurate or incomplete.
The right to erasure (the 'right to be forgotten'): You have the right to ask us to delete your personal data in certain circumstances.
The right to restrict processing: You have the right to ask us to limit the use of your personal data in certain circumstances.
The right to data portability: You have the right to ask that we transfer the personal data you gave us to another organization, or to you, in a structured, machine-readable format.
The right to object: You have the right to object to us processing your data, for example, for our legitimate interests.
Rights related to automated decision-making and profiling: We do not perform any automated decision-making or profiling that has a legal or significant effect on you.

How to Exercise Your Rights

You can exercise most of these rights directly through your account settings. For any other requests, or if you need help, please email our Data Protection Lead at privacy@getzube.com. We will respond to your request within one month.

7. Your Right to Complain

We hope that we can resolve any query or concern you raise about our use of your information. However, if you are not happy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), which is the UK's data protection regulator.

ICO Contact Details:
Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk