Privacy Policy

Information we handle

We handle account information such as your email address, display name, authentication identifiers, membership role and status, and account activity timestamps. If an administrator blocks access, we may also keep the reason and an audit record of the decision.

When you use the Coach, we handle your messages, the Coach's replies, conversation titles, timestamps, and limited routing state needed to continue the conversation. We also record operational measurements such as request identifiers, response status, coaching strategy, broad content category, latency, and token totals. Those measurements do not contain message text or your email address.

Our hosting and authentication providers may process routine technical information, such as IP address, browser or device details, timestamps, cookies, and request or security logs, to deliver and protect the service.

Google sign-in data

If you choose Continue with Google, Google may provide the basic identity information needed to sign you in, such as your Google account identifier, email address, and name. Supabase manages the sign-in session and stores the authentication identity; Immigrant Ninja stores your email and display name in its membership record. We use this Google data only to authenticate you, match or create your account, display your name, and apply membership approval or access controls.

We do not request access to Gmail, Google Drive, contacts, calendars, or other Google product content. Your Google email address and name are not included in prompts sent to OpenAI. Our use of information received from Google APIs is limited to the practices described here and follows the Google API Services User Data Policy, including its Limited Use requirements.

How we use and share information

We use information to:

• authenticate accounts and decide whether access is pending, active, or blocked;
• provide, save, and restore Coach conversations and Threads;
• generate Coach responses and retrieve relevant approved course material;
• enforce usage limits, investigate failures, protect the service, and maintain audit records; and
• allow authorized Immigrant Ninja administrators to provide support and review coaching quality and safety.

We share information only as needed to operate these functions with Google for optional sign-in, Supabase for authentication and database services, Vercel for hosting and application delivery, and OpenAI for AI response generation and approved-material retrieval.

AI Coach conversations

Your message and a bounded portion of relevant conversation history are sent to OpenAI to generate a response. The application configures OpenAI API response storage off and sends a one-way hashed account identifier for abuse and safety controls rather than your email address. OpenAI may still process service data under its applicable terms and safeguards.

Authorized active Immigrant Ninja administrators can review completed conversations for support, safety, and coaching quality. Administrator transcript access and review actions are restricted and audited.

Retention and deletion

Saved conversations remain available for up to 180 days after their last activity. After that point, the application prevents member and administrator access, but the current implementation does not automatically erase the expired database record. Restricted expired records may therefore remain until database maintenance or deletion.

You can permanently delete an available saved conversation from Threads; its messages and associated review information are deleted with it. Account, membership, usage, security, and administration records do not currently have one fixed automatic deletion period and are retained as needed to operate, administer, and protect the service or meet legal obligations.

Access and security

Authentication alone does not grant Coach access. New accounts remain pending until approved, and pending or blocked accounts cannot access protected pages, conversations, or APIs. We use HTTPS in transit and access controls designed to restrict account, conversation, and administrative data to authorized users and services. Database access is restricted by account ownership and server-only controls, and administrative actions require an active administrator account. No internet service can promise absolute security.

Your choices and questions

You may use an email sign-in link instead of Google. You can delete individual saved conversations in the application. The service does not currently provide self-service account deletion or a bulk data export. For privacy questions or an account-level request, email ishank@immigrantninja.com.

Intended audience

The Coach is designed for approved Immigrant Ninja coaching members, not as a service for children. The application does not currently perform age verification. If you believe a child has provided information through the service, contact us at the address above.

Changes to this policy

We may update this policy as the service changes. We will post the revised policy here and change the effective date. If a change materially affects how Google user data is used, we will provide appropriate notice and request consent when required before using that data for the new purpose.