Privacy Policy
Last updated: 24 October 2026
In short: we collect what's needed to find professors and send emails for you. Your email password is locked away and can't be viewed by anyone, including us. We don't sell your data or show you ads.
1. What we collect
| Information | Why |
|---|---|
| Account details: name, email address, university, sign-in records | To create and secure your account |
| Your profile: studies, research interests, skills, projects, signature | To write and sign your emails |
| Documents you upload (for example your CV), up to 5 PDFs | To attach them to your emails and, with AI writing, to summarise your CV |
| Your sending email settings: server, username and password | To send emails from your account |
| Emails you write, send or schedule, and delivery results (sent or failed, with the reason) | To send them, show your history and help when something fails |
| Support requests and messages | To answer you |
| Plan, codes and referrals | To give you the right features and limits |
| Basic technical data: IP address, browser, request logs | Security, rate limiting and fixing problems |
2. Your email password
- When you connect your sending email, the password is first checked with your mail server, then stored in Google Secret Manager, not in our database.
- The website can save or replace it but cannot read it back. Only the sending service reads it, at the moment an email is sent.
- No one at UniProf can view it. For Gmail, use an app password, which you can revoke at any time in your Google account.
3. AI writing
If your plan includes AI writing, we use Amazon Bedrock (Amazon Web Services) to:
- read your CV once, when you upload it, to make a short summary;
- build a compact profile of your skills and experience from your profile and that summary;
- write each email from that profile and the professor's public information. Your documents are not sent again for this.
Under AWS's terms, this data isn't used to train their AI models.
4. Professors' information
Professor profiles come from public professional sources (such as university pages and publication records) and are used to help students find relevant researchers. Professors' email addresses are stored separately, are never shown to users, and are used only to deliver emails users choose to send. Professors can ask us to correct or remove their information, or to stop all emails to them, at support@uniprofs.in.
5. Who we share data with
We don't sell your data. We share it only with the services that run UniProf, and only as needed:
- Google Cloud / Firebase: hosting, sign-in, database, file storage and Secret Manager;
- Amazon Web Services: AI writing (Amazon Bedrock), on plans that include it;
- Your email provider: to send the emails you choose to send;
- A payment provider (for example Razorpay), when you buy a plan. We don't store your card or bank details;
- authorities, if the law requires it.
6. Where and how long we keep data
- Data is stored on Google Cloud servers, which may be outside your country.
- We keep your account data while your account is open. When you ask us to delete your account, we delete your profile, documents, saved password and drafts. Records of emails already sent may be kept for up to 12 months for security and abuse prevention.
- Admin access logs are kept for up to 400 days.
7. Security
We use encryption in transit, strict access rules, separate storage for passwords and professor addresses, and limits against misuse. No system is perfectly secure, so please use a strong password and keep it private.
8. Cookies and local storage
We use your browser's storage only to keep you signed in and remember settings such as dark mode. We don't use advertising or tracking cookies.
9. Your rights
You can see and change most of your data in the app, and you can ask us to access, correct, export or delete your data, or withdraw consent, by writing to support@uniprofs.in. This includes your rights under India's Digital Personal Data Protection Act, 2023, and other laws that apply to you. We aim to reply within 30 days.
10. Children
UniProf is for people aged 18 or over, or younger users with a parent's or guardian's permission.
11. Changes
We'll post updates here and, for significant changes, tell you in the app or by email.
12. Contact
Privacy questions and requests: support@uniprofs.in.