LearnMatch Privacy Notice

Information we collect and save

We save your username, email address, account verification and recovery information, and password hash. For new registrations under this notice, we record the Terms version agreed to, the server-recorded agreement time, and the Privacy Notice version acknowledged. Older accounts may have no agreement record; we do not infer acceptance. Personal Factors are collected when you complete the assessment, separately from account registration. We also save assessment answers, scores, personality results, course recommendations, explanations, assessment history, and unfinished assessment drafts.

Current Personal Factors collection uses structured choices about physical or accessibility difficulties, health-related needs, financial concerns, and family or work responsibilities. If you answer Yes, we ask about impact and, for physical or accessibility difficulties, the relevant areas and difficulty levels. Each of the five Personal Factors requires a Yes or No answer before you can save your profile or generate new recommendations. Choose No when the circumstance does not apply to you. A No answer saves no impact or accessibility details. Previous unanswered or unclear responses must be answered again for new recommendations; they are not automatically converted to No.

The current form does not collect an Others free-text response or send that text for AI classification. Older records may still contain retired Others text and classifications, along with earlier profile details. Removing those fields from current collection has not erased historical records.

If you use college alignment tracking, we save your selected program, academic term and tracking information, check-in answers, alignment results, and GWA if you provide it.

Submitted feedback includes your rating, category, and any comment. Feedback is linked to your account and can be identified by project administrators. Avoid including unnecessary identifying or sensitive details in comments.

Drafts and browser storage

Interests, Academic Skills, and Personality drafts are saved automatically in your browser and to your account as you answer, before you complete the assessment. Personal Factors are saved when you select Save Personal Factors or Save Changes.

Browser storage also holds sign-in information, assessment progress, and feedback prompt information. Signing out or signing into an account clears LearnMatch’s student drafts and feedback caches on that browser. This does not delete records saved on the server.

Administrator access and research

Authorized project administrators can view account details, assessment summaries, saved recommendations, college tracking summaries, and identifiable feedback to operate and evaluate LearnMatch. Although thesis analysis and defense use aggregate statistics, operational records remain linked to accounts.

Recommendations and AI explanations

A predefined Weighted Scoring Model combines academic skills, interests, personality, and all five Personal Factor answers to calculate course compatibility and rankings. Personal Factors use the configured weight for each course cluster. No represents no reported impact; Yes uses the selected impact level. Saving changed Personal Factors refreshes your latest saved recommendation when the assessment data is complete. Older assessment history is retained. When AI explanations are enabled, the OpenAI explanation service receives course names and categories, computed ranks and scores, selected score summaries, broad personality-based themes, and catalog descriptions and skills to explain existing recommendations.

For college alignment explanations, OpenAI may receive the computed alignment status and score, check-in phase, dimension scores, and GWA if supplied. These explanation payloads do not include your username, email address, raw assessment answers, or detailed Personal Factor disclosures. They are derived from your results and should not be treated as anonymous. AI explains computed results; it does not determine course rankings or college alignment status.

Service providers and optional location sharing

LearnMatch uses website hosting and database infrastructure to process requests and store information needed to operate the service. Account verification and recovery emails are sent through Resend, which receives the recipient’s email address and message content.

If you request directions and allow location access, your current coordinates and the selected school’s coordinates are sent through LearnMatch to OpenRouteService, operated by HeiGIT. Maps load tiles from OpenStreetMap, which receives your IP address, browser request metadata, and the requested map area. Map requests can occur without granting location permission. You can browse schools without sharing your current location.

Saved records

To delete your account, open Settings and choose Delete Account. See the Help Center for deletion steps or contact us if the option is unavailable. After confirmed success, your account, profile (including legacy fields), assessment drafts and history, answers and results, recommendations, saved courses, personal career roadmaps, college tracking records, feedback, and verification codes are removed from the active LearnMatch database. Existing student tokens can no longer access protected services.

We record each successful sign-in using a server timestamp and calculate inactivity in UTC. Background requests do not count as sign-ins. After 365 days without a successful sign-in, we send an inactivity warning to your account email. A 30-day grace period starts when our email provider accepts that warning. We send a final reminder when seven days remain; if it is delayed, we extend the period to give you at least seven days after that reminder. Successfully signing in cancels pending inactivity deletion, including deletion eligibility. Accounts without reliable earlier sign-in history receive a full 365-day observation period from the start of tracking.

After the notice periods, an account may be marked eligible for deletion. Automatic inactivity deletion is currently disabled until the retention policy, deletion scope, and production safeguards are verified. Eligibility alone does not remove your account or records. We retain notice delivery records to prevent repeated reminders. Verification, recovery, and inactivity emails use Resend, which receives your email address and message content.

Account deletion applies to the active LearnMatch database and the linked student records described above. It does not automatically erase backup copies, previously exported records, or information already held by external service providers. We cannot promise immediate removal or a fixed deletion deadline for those copies because their retention schedules have not been verified. Contact the LearnMatch Research Team to ask about those copies and any applicable retention obligations.

Information already downloaded to a device and responses to requests authorized before deletion cannot be recalled remotely. If the service cannot confirm a deletion result, do not assume that deletion succeeded or failed; contact the team to verify your account status before trying again. Automatic inactivity deletion is not enabled.

Contact the LearnMatch Research Team

For privacy questions and requests about your information, including access, correction, objection, or deletion, email learnmatch1@gmail.com.

This email is a channel for questions and requests. Sending an email does not automatically delete or change saved information. Briefly describe your concern without sending passwords, verification codes, or unnecessary sensitive information.