Privacy Policy
Effective date: 2025-09-25
Service: Chatty Sensei (www.chattysensei.com)
1) Who we are
The controller of your personal information is Chatty Sensei (legal entity name to be finalized; this policy will be updated once registered) ("we," "us," or "our").
Contact: contact@chattysensei.com
2) Scope
This policy explains how we collect, use, and share information when you use our website and AI Japanese-tutor application (the "Service"). We make the Service available globally.
3) What we collect
We collect the following categories of data:
- Account & identity data (stored by Clerk): name, email, sign-in method, and basic profile metadata required to create and maintain your account.
- Payment data (stored by Stripe): we do not directly store your credit card details. Stripe, our payment processor, handles and stores this information securely. We only store a reference to your subscription plan and customer identifier.
- Service content & learning data: chat prompts and responses, translations, corrections, and pronunciation/score results.
- Audio handling: your microphone audio may be processed to generate transcripts and scores. We do not store raw audio files. We store transcripts/results as part of your learning history.
- Usage & device data: limited analytics and technical logs (e.g., IP address, device/browser information, pages and features used, timestamps).
- Support data: any messages or attachments you send to us for help.
We do not use advertising/remarketing pixels.
4) How we use data
We use your information to:
- Provide and improve core features (chat, translation, scoring, progress).
- Authenticate users and manage access (via Clerk).
- Manage subscriptions, trials, and fraud prevention (via Stripe).
- Operate analytics, performance and reliability (Vercel Analytics).
- Provide user support and communicate important service updates.
- Comply with legal obligations and enforce terms.
5) Legal basis & user rights (Japan APPI)
We comply with Japan's Act on the Protection of Personal Information (APPI). Under APPI, you have rights to request disclosure, correction, addition/deletion, suspension of use or provision, and to complain about handling.
How to exercise your rights
- In-app deletion: You can delete your account/data from within the app.
- For other rights requests (e.g., disclosure or correction), email contact@chattysensei.com. We will verify your identity using your account email (via Clerk) and respond in a reasonable time.
6) AI processing & vendors
We use OpenAI to process text and transcripts to generate responses and scores.
- Data sent to OpenAI: only what's needed to fulfill your request (e.g., chat text, translations, and relevant learning context).
- Training/retention: We configure vendor settings so that providers do not use your data to train their models and apply the lowest feasible retention offered for API processing.
- No raw audio storage: We do not store or send raw audio files for long-term retention; transcripts/scores are kept as part of your learning history.
We may update this section if our providers or configurations change; material changes will be reflected in this policy.
7) Cookies & analytics
- Analytics: We use Vercel Analytics to understand feature usage and performance. It is lightweight and does not track for advertising.
- No ad pixels: We do not use Google Ads, Meta Pixel, or similar remarketing tags.
- Browser controls: You can control cookies/website data via your browser settings.
8) Sub-processors (service providers)
We use trusted providers to operate the Service:
- Clerk – authentication and account/profile management.
- Stripe – subscription and billing management.
- OpenAI – AI model inference for chat/translations/scores.
- Vercel – hosting and analytics.
- Neon – managed Postgres database.
We share data with these providers only as needed to provide the Service, under contractual confidentiality and security obligations.
9) International transfers
Our providers may process data in multiple countries (including the EU and the US). We take reasonable steps to ensure appropriate protections consistent with APPI and other applicable laws and to use reputable providers with strong security practices.
10) Security
We use industry-standard safeguards, including TLS encryption in transit, provider-level encryption at rest, role-based access, and least-privilege controls. Administrative access is protected with strong authentication. No method is 100% secure; if we become aware of a data incident, we will notify affected users and authorities as required by law.
11) Data retention
To balance learning continuity with privacy, we apply the following defaults (you can request deletion at any time):
- Account data: retained while your account is active; deleted upon account deletion.
- Chat/transcripts & pronunciation scores: 12 months by default.
- Analytics & technical logs: 12 months by default.
- Billing/transaction records (held by Stripe): retained as required by law and tax/regulatory obligations.
Backup/erasure window: After you delete your account, we aim to remove active copies immediately and complete removal from backups within 30 days.
12) Children & minors
The Service is designed for general audiences and language learners worldwide. If local law requires parental consent for minors, the minor's parent or legal guardian must provide or manage that consent. We do not knowingly collect personal information from children where parental consent is required and not obtained. If you believe a child has provided personal information without appropriate consent, contact us and we will take appropriate action.
13) Your choices
- Delete account/data: available in-app.
- Control analytics: use browser settings to limit cookies or site data.
- Communications: we send essential service messages; you can opt out of non-essential communications if we introduce them in the future.
14) Changes to this policy
We may update this policy to reflect changes to our Service or legal requirements. If we make material changes, we will post an in-app notice and update the "Effective date" above.
