GradNextSteps LLC Privacy Policy

Welcome to GradNextSteps LLC ("we," "our," or "us") operating at www.gradnextsteps.com. We respect your privacy and are committed to protecting it through our compliance with this Privacy Policy. This policy describes the types of information we may collect from you or that you may provide when you visit our Website and our practices for collecting, using, maintaining, protecting, and disclosing that information.

Please read this policy carefully to understand our policies and practices regarding your information and how we will treat it. If you do not agree with our policies and practices, your choice is not to use our Website. By accessing or using this Website, you agree to this Privacy Policy.

Company Information

• Legal Name: GradNextSteps LLC
• Address: 265 Franklin Street, Suite 1702, Boston, MA 02110, USA
• Email: info@gradnextsteps.com
• Jurisdiction: Massachusetts, USA
• Business Type: Online Mentorship Platform

Definitions

For purposes of this Privacy Policy:

• "Personal Information" means information that identifies, relates to, or could reasonably be linked with you or your household, including name, email address, phone number, and other identifiers.
• "Service Providers" means third parties that provide services on our behalf, such as website hosting, data analysis, and customer service.
• "Business Partners" means educational institutions, mentors, and other organizations we work with to provide our services.

Our platform connects mentees with experienced mentors worldwide through video call sessions, providing personalized career guidance and professional development opportunities. By using our services, you agree to the collection and use of information in accordance with this policy.

A. Information You Provide Directly

When you register for our platform and use our services, we collect the following information:

• Account Registration: Full name, email address, password, location (country/city), time zone preferences
• Professional Profile: Career background, current position, industry, educational qualifications, skills, areas of expertise
• Mentorship Preferences: Career goals, specific areas of interest, preferred communication style, availability schedule
• Application Materials: Resume/CV, cover letters, portfolio links, professional statements
• Communication Data: Messages sent through our platform, session notes, feedback and ratings
• Payment Information: Billing address and payment method details (processed securely through Stripe)

B. Information We Collect Automatically

When you use our platform, we automatically collect certain technical and usage information:

• Device Information: IP address, browser type and version, operating system, device type
• Usage Analytics: Pages visited, time spent on platform, click patterns, feature usage
• Session Data: Login/logout times, session duration, platform interactions
• Performance Data: Page load times, error reports, system performance metrics
• Email Interaction: Email open rates, click-through rates, delivery status

C. Information from Third Parties

We may receive additional information from:

• Social media platforms (if you choose to connect your accounts)
• Professional networking sites (LinkedIn integration, if applicable)
• Payment processors (transaction verification data)
• Analytics providers (aggregated usage statistics)

We work with trusted third-party service providers to deliver our platform's functionality. These companies act as data processors on our behalf and are contractually bound to protect your information according to our standards and applicable laws.

Our platform's core functionality includes facilitating video mentorship sessions between mentors and mentees.

A. Video Call Infrastructure

• Video calls are conducted through our integrated platform or approved third-party video services
• We maintain session logs including participant names, session duration, and connection quality metrics
• Technical metadata is stored for billing accuracy and platform improvement purposes

B. Recording Policy

• Default Policy: Video sessions are NOT recorded by default
• Consent Required: Any recording requires explicit consent from both mentor and mentee
• Notification: All participants are clearly notified when recording begins
• Storage: Recordings are encrypted and stored securely for maximum 90 days
• Access: Only authorized participants can access their session recordings
• Deletion: Recordings are automatically deleted after 90 days unless extended by mutual consent

A. Matching Criteria

• Professional Alignment: Industry experience, career level, functional expertise
• Goals Compatibility: Career objectives, skill development needs, learning preferences
• Geographic Factors: Location, time zone compatibility, cultural considerations
• Communication Style: Preferred interaction methods, personality assessments (if provided)
• Historical Performance: Previous mentorship feedback, success rates, user ratings
• Availability Matching: Schedule compatibility, session frequency preferences

B. Algorithm Improvement

We continuously refine our matching algorithm using anonymized data to improve connection quality and user satisfaction. This includes analyzing successful mentorship outcomes and user feedback to enhance future matches.

• Platform Functionality: Account creation and management, user authentication, profile maintenance, and core service delivery
• Mentorship Services: Matching mentors with mentees, facilitating video calls, managing session scheduling, and tracking progress
• Payment Processing: Subscription management, payment collection, billing support, and financial record keeping
• Personalization: Customizing user experience, improving matching accuracy, and providing relevant content recommendations
• Communication: Sending transactional emails, platform notifications, support responses, and important updates
• Analytics and Improvement: Measuring platform performance, analyzing user behavior, and optimizing our services
• Security and Compliance: Fraud prevention, security monitoring, legal compliance, and maintaining platform integrity
• Customer Support: Providing technical assistance, resolving issues, and improving user experience

We are committed to protecting your privacy and only share your information in specific, limited circumstances:

A. Service Providers

We share necessary information with trusted third-party service providers who help us operate our platform. These providers are contractually bound to protect your data and use it only for specified purposes.

B. Business Partners

We may share information with mentors and educational service providers with whom we partner to provide our services. We share only the information necessary to provide the requested services and require these partners to maintain confidentiality.

C. Legal Requirements

We may disclose your information when required by law, court order, or government regulation, including:

• To comply with any court order, law, or legal process
• To enforce or apply our Terms of Use and other agreements
• If we believe disclosure is necessary to protect rights, property, or safety

D. Business Transfers

In the event of a merger, acquisition, or other sale of assets, your information may be transferred to the new entity, subject to the same privacy protections and with appropriate notice.

E. Consent-Based Sharing

We may share your information with your explicit consent for specific purposes, such as connecting you with external career resources or third-party integrations.

Important: We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

• Primary Location: Our main data processing occurs in the United States
• Global Infrastructure: We use cloud services with global presence for optimal performance
• Data Protection: If you are accessing our Website from outside the United States, your information may be transferred to and processed in the United States
• Legal Safeguards: All international transfers comply with applicable data protection laws
• Standard Contractual Clauses: We implement appropriate safeguards for cross-border data transfers
• Data Localization: Where required by law, we ensure data remains within specific jurisdictions

We use cookies and similar tracking technologies to enhance your experience and gather insights about platform usage.

A. Types of Cookies

• Essential Cookies: Necessary for the website to function properly and cannot be disabled
• Preferences Cookies: Allow our website to remember choices you have made in the past
• Analytics Cookies: Collect information about how visitors use a website
• Marketing Cookies: Used to track visitors across websites for relevant advertising

B. Cookie Management

You can control cookies through your web browser settings. Disabling essential cookies may affect platform functionality. Analytics cookies can be opted out without impacting core services.

Our Website is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we learn we have collected personal information from a child under 13 without parental consent, we will delete that information.

For Parents of Children under the Age of 13

If your child is interested in our services, please contact us directly. We will work with you as a parent/guardian to determine appropriate ways to provide our educational mentorship services while protecting your child's privacy in accordance with COPPA.

A. Specific Retention Periods

• Account Information: Retained for the duration of your account plus 3 years after closure
• Communication Records: Retained for 7 years for customer service and legal purposes
• Marketing Data: Retained until you unsubscribe or withdraw consent
• Website Analytics: Aggregated and anonymized data may be retained indefinitely

B. Account Deletion

When you delete your account, we begin removing your personal information within 30 days.

C. Inactive Accounts

Accounts inactive for 24 months may be deleted, with advance notice sent to the registered email.

D. Legal Requirements

Some information may be retained longer when required by law, such as financial records for tax purposes.

A. General Rights (All Users)

• Access: Request information about the personal information we collect and how we use it
• Correction: Request correction of inaccurate or incomplete personal information
• Deletion: Request deletion of your personal information (subject to legal requirements)
• Portability: Request a copy of your personal information in a structured, machine-readable format
• Opt-out: Withdraw consent for processing where we rely on consent

B. State-Specific Rights

California Residents (CCPA/CPRA)

• The right to know what personal information is collected
• The right to delete personal information
• The right to opt-out of the sale of personal information (we do not sell personal information)
• The right to non-discrimination for exercising your privacy rights

Virginia, Colorado, and Connecticut Residents

• Rights to access, correct, delete, and obtain a copy of your personal information
• The right to opt-out of targeted advertising and profiling

C. GDPR Rights (EEA Residents)

• Right to Access: Access, update or delete the information we have on you
• Right of Rectification: Have your information corrected if inaccurate or incomplete
• Right to Object: Object to our processing of your Personal Information
• Right of Restriction: Request that we restrict the processing
• Right to Data Portability: Receive a copy in a structured, machine-readable format
• Right to Withdraw Consent: Withdraw consent at any time

Our Lawful Basis for Processing (GDPR)

• Consent: Where you have given clear consent for specific purposes
• Contract: Where processing is necessary for performing a contract with you
• Legal Obligation: Where processing is necessary for compliance with a legal obligation
• Legitimate Interests: Where processing is necessary for our legitimate interests

D. Exercising Your Rights

To exercise these rights, contact us at info@gradnextsteps.com. We will verify your identity and respond within the timeframes required by applicable law (typically 30 days).

• Payment Processor: Stripe, Inc. (PCI DSS Level 1 certified)
• Data Storage: We do not store credit card numbers or payment details
• Tokenization: Payment information is tokenized for security
• Billing Records: We maintain billing history for account management and tax purposes
• Refunds: Refund requests are processed according to our Terms of Service

A. Transactional Emails

Essential emails that cannot be opted out:

• Account creation and verification
• Password reset and security alerts
• Session confirmations and reminders
• Billing and payment notifications
• Important platform updates

B. Marketing Communications

Optional emails sent only with your consent:

• Newsletter and platform news
• Feature announcements and tips
• Special offers and promotions
• Educational content and resources

C. Managing Your Communication Preferences

You can opt-out at any time by clicking the "unsubscribe" link in any marketing email, adjusting your account preferences, or contacting us directly.

A. Policy Updates

• Notification: We will notify you of material changes via email or platform notification
• Review Period: Major changes will include a 30-day review period
• Continued Use: Continued use after updates indicates acceptance
• Version History: Previous versions are available upon request

B. Governing Law and Jurisdiction

This Privacy Policy is governed by the laws of Massachusetts, United States, without regard to its conflict of law provisions. Any disputes will be resolved in the courts of Massachusetts.