Privacy Policy

Version: 1.0 · Effective date: 6/15/2026 · Operator: ReimburseReady ("we," "us," "our") · Service: ReimburseReady at https://reimburseready.com.

1. Overview

This Privacy Policy explains what information we collect, how we use and share it, and your choices. By using the Service you agree to this Policy. The Service is an independent informational tool and is not affiliated with Step Up For Students or any government agency (see Terms of Use).

2. Information we collect

You provide:

• Account information: name and email; password (if you use email/password) — passwords are stored only as salted hashes, never in plain text.
• Social sign-in data: if you sign in with Google, Apple, or Facebook, we receive basic profile data (e.g., name, email, provider ID) from that provider.
• Child profile information (minimized): your child's first name or nickname, grade, scholarship program type (e.g., PEP, FES-UA), and optional notes you choose to add. We do not ask for, and you should not provide, sensitive information such as diagnoses, disabilities, medical details, Social Security numbers, or full dates of birth.
• Conversation content: the messages you send to and receive from the AI assistant, and any documents it generates for you.
• Feedback: issues or suggestions you submit.

Collected automatically:

• Usage data: features used, conversation and message counts, timestamps, and approximate token/cost metering for limit enforcement.
• Technical data: IP address, device/browser type, and similar log data; cookies and session identifiers necessary to operate the Service.

Payment data: payments are processed by Stripe. We do not store full card numbers; Stripe handles card data under its own policies. We retain limited billing metadata (e.g., subscription status, last four digits, billing period).

3. How we use information

We use information to: (a) provide and operate the Service, including generating AI responses; (b) authenticate you and maintain your account; (c) process subscriptions and enforce usage limits; (d) provide support and respond to feedback; (e) maintain records of conversations for support, quality, dispute resolution, and to improve our curated reference material and the Service; (f) ensure security and prevent fraud or abuse; and (g) comply with legal obligations.

Conversation retention. We store your conversations in full and retain them as described in Section 6. We may review conversations to improve accuracy and the Service; where we use content to improve reference material, we focus on the substance of program questions, not on identifying you.

4. How AI processing works (important)

To generate responses, the text of your prompts and the relevant reference material is sent to our third-party AI model provider(s) (currently [Anthropic (Claude)] and/or [xAI (Grok)]) via their APIs. These providers process the data to return a response. We select providers that offer business/enterprise API terms; [confirm and state whether the provider's terms include no-training-on-your-data and applicable data-retention commitments]. The AI does not access the public internet at the time it answers your question.

5. How we share information

We do not sell your personal information. We share it only with:

• Service providers (processors) who help us operate the Service, under contracts limiting their use, including: AI model provider(s), Stripe (payments), hosting, email delivery, and sign-in providers.
• Legal and safety: when required by law, to enforce our Terms, or to protect rights, safety, and security.
• Business transfers: in connection with a merger, acquisition, or sale of assets, subject to this Policy.

6. Data retention

We retain account and conversation data for as long as your account is active and as needed for the purposes in this Policy, plus a reasonable period thereafter for legal, security, and dispute-resolution purposes [specify period, e.g., "up to [X] months after account closure"]. You may request deletion as described below; we will delete or de-identify data unless we are required or permitted by law to retain it.

7. Your choices and rights

• Access, correction, deletion: you may access and update your profile in the Service and may request a copy or deletion of your data by contacting us at [CONTACT EMAIL].
• Account deletion: you may delete your account, which removes your children, conversations, and feedback, subject to limited retention noted above.
• Marketing: [if applicable] you may opt out of non-essential emails.
• State privacy rights: depending on your residence, you may have additional rights (to access, delete, correct, or restrict certain processing, and to non-discrimination for exercising them). To exercise them, contact us at [CONTACT EMAIL]. [Tailor for applicable state laws.]

8. Children's privacy

The Service is intended for parents and guardians (adults). It is not directed to children, and we do not knowingly collect personal information directly from children. Information about a scholarship student is provided by the parent/guardian and is minimized (first name/nickname, grade, program). If you believe a child has provided us information directly, contact us and we will delete it.

9. Security

We use reasonable administrative, technical, and physical safeguards (including encryption in transit, hashed passwords, access controls, and minimization of sensitive data) to protect information. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security. In the event of a breach affecting your information, we will notify you and authorities as required by law.

10. International users

The Service is intended for use in the United States and is hosted in the United States. If you access it from elsewhere, you consent to processing in the United States.

11. Changes to this Policy

We may update this Policy; material changes will be posted with a new effective date and, where appropriate, additional notice.

12. Contact

ReimburseReady · ReimburseReady@gmail.com