Privacy Policy

Welcome to ZenseAI, your privacy and trust matter deeply to us at Zense Technology Limited. This Privacy Policy explains what information we gather when you use the ZenseAI platform, how we handle that information, and the control you have over your data.

Important Note About Scope: Zense Technology provides various educational services including courses, training programs, and technology solutions. This Privacy Policy applies exclusively to the Zense AI AI-powered educational platform available at www.zenseai.io and its associated features (referred to as the "Platform"). Our other services operate under separate privacy terms.

This policy follows Hong Kong's Personal Data (Privacy) Ordinance ("PDPO"), which establishes strong protections for personal information. We take these obligations seriously, especially when handling student and educational data.

Enterprise and School Accounts: If your school or organization has a separate institutional agreement with us, data handling for those accounts follows the terms specified in that agreement, where we typically serve as a data processor following your institution's instructions.

By accessing or using the Platform, you acknowledge that you've read and understood how we handle your information as described below.

1. Information We Gather

We collect several types of information to provide and improve our Platform. Here's what we gather and why:

A. Information You Directly Share With Us

When you create an account, contact us, or use Platform features, you provide:

Registration Details: Your name, email address, and any profile information you choose to add when signing up for a Zense AI account.

Payment Details: If you subscribe to premium features, we collect payment information through our payment processor, Airwallex, to handle billing for your subscription or credit purchases.

Educational Materials and Content: The Platform is built for education, so you create and upload various content - lesson plans, teaching materials, assignments, study guides, tutoring conversations, classroom resources, and student work. This educational content may include personal information depending on what you choose to include.

Communications: When you email us, use our support features, or send us messages, we keep records of those communications including your contact details and message content.

Feedback and Ratings: You might rate AI-generated suggestions, report issues, or provide ideas for improvements. We store this feedback along with the context that generated it to help us enhance the Platform.

B. Technical Information Collected Automatically

Like most online platforms, we automatically gather certain technical details when you use ZenseAI:

Device and Browser Data: Your device type (computer, tablet, phone), operating system, browser version, and similar technical specifications that help us ensure Platform compatibility.

Connection Logs: Standard server logs including your IP address, access times, pages visited, features used, and technical errors encountered. This helps us maintain security and troubleshoot problems.

Usage Patterns: We track how you interact with the Platform - which features you use, how often, which tools are most helpful, navigation patterns, and similar behavioral data. This helps us understand what works well and what needs improvement.

Cookies and Similar Technologies: We use cookies, local storage, and similar technologies to remember your preferences, maintain your login session, analyze Platform usage, and improve your experience. By creating an account and using the Platform, you consent to our use of these technologies. We may provide more detailed information about our cookie practices in a separate Cookie Policy.

Approximate Geographic Location: For security purposes (like detecting unusual login patterns) and to provide regionally relevant features, we estimate your general location based on your IP address. We don't track precise GPS coordinates.

C. Student Information in Educational Contexts

Education involves students, and here's how we handle their information:

When teachers, tutors, or schools use Zense AI with students, they may provide student information such as names, email addresses, grade levels, assignment submissions, learning progress, and educational records.

Important: In educational settings, the school or teacher typically acts as the "data controller" under privacy law - meaning they decide what student information to collect and how to use it. Zense AI serves as a "data processor" - we handle that information according to their instructions and our agreement with them.

Teachers and schools are responsible for obtaining necessary permissions from parents or guardians before allowing students to use the Platform, especially for children under 13 years old who require adult supervision according to our Terms of Service.

We apply special care to student data and never use it for purposes beyond providing educational services.

D. Information We Don't Collect

To be clear about our limits:

Sensitive Personal Information: We don't deliberately collect or request sensitive categories of information such as health records, medical information, genetic data, biometric identifiers (like fingerprints), religious beliefs, political opinions, or similar sensitive personal data.

Unaccompanied Children: We don't knowingly collect information from children under 13 without appropriate school or guardian oversight. Our Platform is designed for use in supervised educational settings or with parental consent.

If we discover we've inadvertently collected information from a child without proper authorization, we'll investigate and delete that information promptly.

2. How We Use Your Information

We use the information we collect for the following purposes:

Platform Operation: First and foremost, we use your data to make the Platform work - to create and maintain your account, generate AI responses to your requests, save your work, deliver the features you use, and ensure everything functions properly.

Billing and Subscriptions: For paid features, we process payment information, manage subscriptions, handle renewals, track usage-based credits, and send billing communications.

Communication: We use your contact information to respond to your inquiries, send important Platform updates, notify you about changes to our service, provide educational resources, and occasionally share promotional information about new features (which you can opt out of).

Improvements and Development: We analyze usage patterns to understand how the Platform is used, identify bugs and technical issues, develop new features, optimize performance, and make the Platform more useful for educators and learners.

Security and Safety: We monitor for suspicious activity, prevent fraud and abuse, investigate security incidents, detect violations of our Terms of Service, and protect the safety of our users and the integrity of our Platform.

Legal Compliance: We process data as necessary to comply with applicable laws, respond to legal requests, enforce our legal rights, and fulfill our obligations under Hong Kong and international regulations.

Research and Analytics: We analyze anonymized or aggregated data to understand educational technology trends, improve AI models' educational capabilities, and conduct research - but only in ways that don't identify specific individuals.

Our AI Training Policy - This Is Critical

WE DO NOT USE YOUR EDUCATIONAL CONTENT, STUDENT WORK, LESSON PLANS, OR OTHER PLATFORM CONTENT TO TRAIN OUR AI MODELS, AND WE DO NOT PERMIT THIRD PARTIES TO USE YOUR CONTENT FOR THEIR AI TRAINING.

There are only three narrow exceptions:

Security Review: If content is flagged for potential Terms of Service violations or security concerns, we may analyze it to improve our safety systems.
Explicit Feedback: If you deliberately submit feedback to us (like rating a response or reporting an issue), we may use that specific feedback to improve our systems.
Explicit Opt-In: If you explicitly choose to allow your data to be used for training (which we may offer as an optional setting), we'll only use it if you've clearly consented.

You can review and control your data usage preferences in your account settings.

Anonymization and Aggregation

We may anonymize or aggregate your information so it no longer identifies you personally. For example, we might analyze aggregate patterns like "teachers use the lesson planning tool most on Sunday evenings" without knowing which specific teachers. Once data is truly anonymized, it's no longer personal information, and we may use it for research, analytics, and Platform improvement. We won't attempt to re-identify anonymized data except as required by law.

3. How We Share Your Information

We're selective about sharing your information. Here's when and how we share it:

Service Providers and Technology Partners

We work with carefully selected third-party companies that help us operate the Platform. These include:

AI service providers that power our educational AI features
Cloud hosting companies that store Platform data (primarily in Hong Kong and Asia-Pacific regions)
Payment processors (Airwallex) that handle billing securely
Analytics tools that help us understand Platform usage
Communication services for emails and notifications
Security and monitoring tools that protect against threats

These service providers can only access your information as necessary to perform their specific functions for us, and they're contractually required to protect your data and use it only for authorized purposes. We'll provide more details about our specific service providers in our security documentation.

Educational Institution Administrators

If you're using ZenseAI through a school or organizational account:

School administrators can access usage information and account details for accounts within their institution
Teachers can access information about their students who use the Platform
School IT administrators may have access to manage institutional accounts

This enables schools to fulfill their educational responsibilities and comply with their own policies.

Business Transitions

If Zense Technology undergoes a business transition - such as a merger, acquisition, corporate restructuring, or sale of assets - your information may be transferred as part of that transaction. We'll notify affected users if this occurs.

Legal Requirements and Safety

We may disclose information when we believe it's necessary to:

Comply with applicable laws and regulations
Respond to valid legal processes like court orders or subpoenas
Investigate potential violations of our Terms of Service
Protect against fraud, security threats, or illegal activity
Safeguard the rights, safety, or property of ZenseAI, our users, or the public
Respond to emergencies involving danger to any person

With Your Permission

When you explicitly authorize us to share information - for example, when using a Platform feature that's designed to share your work with classmates, colleagues, or external services - we'll share information according to your instructions.

Your Own Sharing

Some Platform features let you share content with others (like sharing a lesson plan with colleagues or making classroom materials available to students). Anything you choose to share through these features becomes accessible to the people you share it with, according to the settings you select.

We Don't Sell Your Data

To be absolutely clear: We don't sell your personal information to anyone. We don't share it for cross-site advertising or targeted marketing to other platforms. Your educational data is not a product.

4. Where We Store and Process Data

Primary Storage Location: Your data is primarily stored and processed on servers located in Hong Kong and other Asia-Pacific locations. We select data centers that meet stringent security and reliability standards.

International Transfers: Some of our service providers may process data in other countries. When data is transferred internationally, we ensure appropriate safeguards are in place to protect your information according to Hong Kong's PDPO requirements and international data protection standards.

Consistent Protection: Regardless of where your data is processed, we apply the privacy protections described in this policy and ensure our service providers do the same.

5. How Long We Keep Your Information

User Control: You control your Platform content. You can delete lessons, assignments, and other materials through your account settings anytime. You can also request deletion of your entire account and associated data.

Retention for Different Purposes: We keep different types of information for different periods:

Active Account Data: While your account is active, we retain your information to provide Platform services
Deleted Content: When you delete content, we remove it from active systems, though it may remain in backup systems for a limited period (typically 30-90 days) before permanent deletion
Closed Accounts: After you close your account, we delete your personal information within a reasonable timeframe (typically 90 days), though some information may be retained longer if required for legal, security, or business purposes
Legal and Business Requirements: Some information must be retained longer to comply with legal obligations, resolve disputes, enforce agreements, or maintain security

Anonymized Data: Once we've truly anonymized data (removed all personal identifiers), it's no longer subject to these retention limits because it no longer identifies you.

6. How We Protect Your Information

Security Measures: We implement industry-standard technical and organizational security measures to protect your information from unauthorized access, loss, misuse, or alteration. These measures include encryption, access controls, security monitoring, regular security assessments, and staff training on data protection.

No Perfect Security: However, we must be honest: no internet-based platform can guarantee absolute security. While we work hard to protect your information, we cannot guarantee that security breaches will never occur.

Your Responsibility: You play a crucial role in security too. Protect your account credentials, use strong passwords, don't share your login information, and contact us immediately at enquiry@zenseai.io if you suspect any unauthorized account access.

Detailed Security Information: We're developing more detailed security documentation that will provide additional information about our security practices, certifications, and safeguards.

7. Your Privacy Rights

Under Hong Kong's Personal Data (Privacy) Ordinance (PDPO) and international privacy principles, you have important rights regarding your information:

Right to Access

You can request a copy of the personal information we hold about you. We'll provide this in a clear, accessible format.

Right to Correction

If you believe information we have about you is inaccurate or incomplete, you can ask us to correct it. Note that due to how AI works, we cannot retroactively change historical AI outputs, but we can correct your account and profile information.

Right to Deletion

You can request deletion of your personal information. We'll comply unless we're legally required to retain it (for example, for tax records, legal disputes, or security purposes). You can delete most content directly through your account settings.

Right to Data Portability

You can request a copy of your information in a structured, commonly used format that allows you to transfer it to another service.

Right to Object

You can object to certain types of data processing, such as processing for direct marketing purposes (unsubscribe from promotional emails). For other objections, we'll evaluate whether we have legitimate grounds to continue processing.

Right to Restriction

In limited circumstances (such as while we investigate an accuracy dispute), you can ask us to temporarily restrict how we process your information.

Right to Withdraw Consent

Where we process your information based on your consent, you can withdraw that consent anytime. This doesn't affect processing that occurred before withdrawal.

No Automated Decision-Making

We don't make decisions based solely on automated processing that would significantly affect your legal rights or similar important matters without human involvement.

No Sale or Targeted Advertising

We don't sell your information or use it for cross-site targeted advertising, and we don't process sensitive personal information to infer characteristics about you.

Right to Lodge a Complaint

If you're concerned about how we handle your information, you can file a complaint with Hong Kong's Office of the Privacy Commissioner for Personal Data:

Privacy Commissioner for Personal Data
Rm 1303, 13/F, Dah Sing Financial Centre
248 Queen's Road East, Wan Chai, Hong Kong
Phone: +852 2827 2827
Website: www.pcpd.org.hk

How to Exercise Your Rights

To exercise any of these rights, email us at enquiry@zenseai.io with your request. Please include enough information for us to verify your identity and understand your request. We'll respond within the timeframe required by applicable law (typically within 30 days).

If we cannot fulfill your request, we'll explain why. You can appeal our decision by emailing the same address.

We won't discriminate against you for exercising your privacy rights.

8. Cookies and Similar Technologies

What We Use: The Platform uses cookies (small text files stored on your device), local storage, session storage, and similar technologies to make the Platform work effectively and improve your experience.

Why We Use Them:

Essential Functions: Keeping you logged in, remembering your preferences, maintaining security, preventing fraud
Platform Features: Saving your work in progress, remembering your settings, enabling interactive features
Analytics: Understanding which features are popular, how users navigate the Platform, where technical issues occur
Performance: Loading content efficiently, reducing server load, improving response times
User Experience: Personalizing your dashboard, remembering your previous searches, optimizing the interface for your device

Your Consent: By creating an account and using the Platform, you consent to our use of cookies and similar technologies as described here.

Managing Cookies: Most browsers let you control cookies through their settings. You can typically view, delete, or block cookies. However, blocking essential cookies will prevent some Platform features from working properly.

More Information: We may provide additional details about our cookie practices in a separate Cookie Policy in the future.

9. Marketing and Promotional Communications

What We Send: We may send you emails about new Platform features, educational resources, tips for using ZenseAI effectively, special promotions, webinars, and similar communications.

Opting Out: Every promotional email includes an unsubscribe link. Click it, and we'll stop sending you marketing emails. You can also manage communication preferences in your account settings.

Essential Communications: Even if you opt out of marketing emails, we'll still send essential transactional messages like account confirmations, billing notifications, security alerts, and important Platform updates. These are necessary for Platform operation and cannot be disabled.

Institutional Accounts: Schools and organizations with institutional accounts may have different communication preferences managed at the institutional level.

10. Children's Privacy in Schools

Educational Context: Zense AI is designed for educational use, including by students under 13 years old within supervised educational settings.

School Responsibility: When schools use our Platform with students, the school is responsible for:

Obtaining necessary parental consent before students use the Platform
Ensuring student data is handled according to educational privacy standards
Providing appropriate supervision of student Platform use
Managing student accounts and data according to their policies

Data Controller Role: Schools and teachers act as data controllers for student information - they decide what student data to collect and how to use it. Zense AI serves as a data processor, handling that information according to their instructions.

Special Protections: We apply heightened protections to student data and never use it for commercial purposes, advertising, or AI training (unless explicitly authorized by the school).

Parent Rights: Parents or guardians who want to access, review, or delete their child's information should contact their child's school or teacher, who controls that data. The school can then work with us to fulfill those requests.

Direct Parent Contact: If you're a parent with privacy concerns about how your child's school uses Zense AI, contact us at enquiry@zenseai.io and we'll help facilitate communication with the school.

11. Changes to This Privacy Policy

Updates: We may update this Privacy Policy periodically to reflect Platform changes, legal requirements, or evolving privacy practices.

Notification: When we make changes, we'll update the "Last updated" date at the top of this policy. For significant changes, we'll also notify you via email or through a Platform notification.

Your Continued Use: Continuing to use the Platform after policy updates take effect indicates your acceptance of the revised policy.

Review Regularly: We encourage you to review this policy periodically to stay informed about how we protect your information.

12. Contact Us

Privacy Questions: If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your information, please contact us:

Email: enquiry@zenseai.io

Mailing Address:
Zense Technology Limited
RM 2110, 21/F HORIZON EAST
1 TSAT PO ST SAN PO KONG
Hong Kong

We're committed to addressing your privacy concerns promptly and transparently.

Thank you for trusting Zense AI with your educational journey. Your privacy is fundamental to that trust.