AALS
All legal documents·Terms of Service·Refund Policy
Version 2026-08-30

Privacy Policy

The Adaptive Academic System (AALS) is operated by AALS SOLE TRADER, which is the data controller for the information described here. This explains, in plain language, what we store about you, why we store it, who it is shared with, and what control you have over it.

Who we are

  • The seller and operator of the Adaptive Academic System is AALS SOLE TRADER, trading as AALS (myacadema.app).
  • AALS SOLE TRADER is the data controller: we decide what personal data is collected and why. You can reach us for any privacy question, data request or complaint through the support contact shown in the app.
  • Payments for paid plans are handled by Paddle.com Market Ltd, which acts as Merchant of Record for all orders. Paddle is a separate controller of the payment and billing data it collects at checkout.

What we collect

  • 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.

How your information is processed

  • 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.

Why we need it

  • 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.

Legal basis for processing

  • Performance of a contract: creating and running your account, delivering the planner, focus sessions, AI coaching and any paid plan you buy.
  • Legitimate interests: keeping the platform secure, preventing fraud and abuse, metering AI usage fairly, and improving the product using aggregated usage information.
  • Consent: optional features you switch on yourself — community participation, sharing data with a tutor or study partner, and email reminders and nudges. You can withdraw consent at any time in the app.
  • Legal obligation: retaining records we are required by law to keep, including tax and accounting records relating to purchases.

Who your information is shared with

  • Service providers (subprocessors): our managed hosting and database provider, our AI model provider for the features you invoke, and our email delivery provider. They process data only on our instructions.
  • Merchant of Record: Paddle.com Market Ltd handles the sale of paid plans, subscription management, payments, invoicing, tax compliance and refunds. When you buy a plan, your billing details, payment data, purchase history and the email address linked to the order are processed by Paddle. We receive from Paddle only the subscription status, plan, and payment records needed to grant your entitlements — never your full card details.
  • Professional advisers, such as accountants or legal advisers, where necessary.
  • Authorities or regulators, where we are required to disclose information by law.
  • We do not sell your personal data, and we do not use your academic content to advertise to you.

How long we keep your data

  • Account and academic records are kept for as long as your account is active, and for up to 12 months after your last sign-in, so you can return to a semester without losing your history.
  • If you delete your account, your personal data is deleted or anonymised within 30 days, except where we must keep it longer by law.
  • Purchase, invoice and tax records relating to paid plans are retained for the period required by applicable tax law (typically 5–7 years), held by us and by Paddle as Merchant of Record.
  • AI usage counters, security logs and audit records are kept for up to 12 months, then deleted or aggregated.

International transfers

  • Our hosting, AI, email and payment providers may process data outside your country, including in the EEA, the United Kingdom and the United States.
  • Where data leaves the UK/EEA we rely on appropriate safeguards, such as adequacy decisions or Standard Contractual Clauses with the provider concerned.

Cookies

  • We use essential cookies and local storage only: keeping you signed in, remembering your theme and preferences, and keeping the offline app shell working.
  • We do not use advertising cookies. Paddle may set cookies necessary to complete a checkout. You can clear cookies and site data from your browser at any time, though signing in will then be required again.

Access and security

  • 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.

AI-generated information

  • 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.

Your rights

  • 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.
  • We respond to rights requests within one month. If you are unhappy with how we handled your data, you may complain to your local supervisory authority.
  • For billing and payment data held by Paddle as Merchant of Record, requests can also be made directly to Paddle at paddle.net.

Contact

  • AALS SOLE TRADER, trading as AALS — myacadema.app
  • Privacy and data requests: kenanaosolomonisaac@gmail.com
  • This Privacy Policy should be read together with the AALS Terms & Conditions and Refund Policy.