Privacy & Terms

The current documents for the Adaptive Academic System.

Version 2026-08-10

Privacy Policy

This explains, in plain language, what the Adaptive Academic System stores about you, why it stores it, and what control you have over it.

Account information: your name, email address, university, course and year of study.
Academic information: your modules, course outlines, timetable, grades and marks, GPA and academic history, goals, skills, portfolio items and career ambitions.
Study activity: focus sessions, topic sessions, recall attempts, reflections and wellbeing check-ins (stress, energy, sleep, mood).
Uploaded materials: timetable screenshots, syllabus/course outline documents and any notes or files you choose to add.
AI interactions: the messages you exchange with Nova and the usage counts we keep to enforce fair daily limits.
Community activity (only if you opt in): your community profile, group messages, questions, answers and shared resources.

Your academic record is used to build your personalised dashboard, weekly plan, revision priorities, risk warnings and reminders.
Modules, GPA, timetable, grades, outlines and study activity are combined so Nova can give advice that reflects your real situation rather than generic study tips.
Uploaded timetable screenshots and academic documents are sent to an AI service so their contents can be extracted into structured topics, weights and sessions. They are processed for that purpose and to produce your plan.
AI usage is metered so administrators can manage fair daily allowances. Administrators see usage counts, not the content of your conversations.

Without your academic information the system cannot personalise anything — it would be a generic calendar. Every field you provide feeds a specific feature: your grades drive risk detection, your timetable drives free-slot planning, your outline drives topic scheduling, your reflections drive workload balancing.
You can leave optional fields empty. Features that depend on them will simply stay quiet.

Your data is stored in a managed, access-controlled database with row-level security: records are tied to your user account and other students cannot read them.
Tutors and study partners see only what you explicitly share, item by item, and you can revoke sharing at any time. Accepting these documents does not grant anyone extra access to your information.
Administrators can moderate community content and manage AI allowances. Moderation and administration do not grant access to your private academic records.
Access to the platform requires authentication. Please keep your password private and sign out on shared devices.

Nova and the document-extraction features are AI systems. They can misread a screenshot, miss a topic, or state something confidently that is wrong.
Always verify important information — examination dates, deadlines, assessment weights, timetable entries and grade calculations — against your official university sources before relying on it.

You can access and review the information held about you from within the app.
You can correct or update your profile, modules, grades, timetable and other records at any time.
You can delete individual records (events, grades, resources, messages) from their respective pages.
You can withdraw from optional processing, such as community participation or data sharing with a tutor.
You can request deletion of your account and associated data, and request a copy of your data, by contacting the system administrator.
Depending on where you live, data-protection law (for example the GDPR or your national data-protection act) may give you additional rights of access, rectification, erasure, restriction, portability and objection. We honour those requests.