Privacy · Last updated
The short version. Sessions are recorded, transcribed and written up for your course’s own staff, and never before you have said they may be. Course records are stored in the region the workspace chose, live conversation is processed by service providers overseas. You can export your platform record or start permanent account deletion from your own privacy page; MindMade completes any processor or storage cleanup that the automated workflow reports as unfinished.
MindMade operates mindmade.university, a platform where university course staff run live teaching sessions with Maya, a digital tutor. This page describes what the platform records about you, where it lives, and how you take it back.
For any privacy request, write to hi@mindmade.co. That address reaches the people who can actually act on it.
Accounts are managed by our authentication provider. It holds your email address and your name, and we use them for exactly two things: signing you in, and showing you the courses your email is enrolled in.
Students never set a password with us and never hand us anything beyond the email their course already has on its roster.
A live teaching session with Maya produces a recording, a transcript and a session report, written for the course’s own staff. That is the record a tutor would keep of any tutorial: what was covered, where the student got stuck, what to pick up next time. Ordinary voice sessions record audio only. A course may have an explicitly configured camera-review activity: its notice requires camera access and explains that low-resolution webcam video and synchronized session audio are saved for authorized course staff to review. Maya receives audio only in that activity. Video sessions record camera and microphone.
Nothing from your camera or microphone is recorded until you have said it may be. The notice appears before you enter the live room, names what that session captures, and stores your answer against the session. If you decline, you do not enter the room and no recording of you is created; we retain the consent decision and its audit record.
Sessions also measure bounded voice-expression signals, a small set of numbers describing how the conversation sounded, hesitant or confident, flat or engaged. They exist to describe how a session felt, so a report can say “this student sounded lost in week three” while there is still time to help. They are never used as marks, never graded, and never shown as an assessment of the student.
Every workspace chooses a data region when it is created, Sydney or the European Union, and the choice is permanent. Course content, rosters, transcripts, session reports and knowledge documents are stored in that region and stay there. Session recordings are written to storage in the same region, Sydney or Frankfurt, and are never copied out of it.
Storage and processing are different questions, so this policy answers them separately. While a session is running, its audio, its video and the words spoken in it are handled by the voice, video, transport and language providers that make Maya work, and those providers are in the United States. The record the session leaves behind is written to your region and lives there. Clause 09 describes the service categories, the information they receive, their countries and how to request the detailed register.
Our application servers run in Sydney for every workspace, including European ones. A European workspace has European storage and Australian compute. We state that plainly here so the word “region” is not read as a promise about both.
Nothing a course uploads is shared beyond it, and nothing is used to teach anyone else’s students.
We run product analytics through an analytics service hosted on United States cloud infrastructure, which records pageviews and product events so we can see which parts of the platform work and which need fixing.
After you sign in, those events carry an account identifier and your role, which is what lets us tell a lecturer’s experience of the platform from a student’s. Your email address is not sent with them, and neither is your name.
Analytics run without cookies until you allow them. The choice is offered once, in a small banner, and “essential only” costs you nothing, the platform works identically either way.
Usage bills per minute through our payment processor. Card details go to the processor directly and never touch MindMade servers; what we keep is the invoice history a workspace owner would expect to see.
From /me/privacy you can download the regional account and course record currently available in self-service, or start account deletion. The download does not yet include every control-plane audit or provider-held record; write to hi@mindmade.co for a complete access request.
The automated workflow blocks sign-in, removes your account and membership records, deletes regional account data, attempts to delete individual-call recordings and conversations, and requests deletion from our analytics provider. Detected failures remain in an operations queue for retry. A request is complete only after MindMade confirms provider and storage cleanup; account deletion is not reversible.
One honest limit. Teaching records shared with other students or required by a course may be retained. We remove your account link and direct profile labels, but shared transcript text, audio or video can still contain identifying content and is not automatically redacted. Contact hi@mindmade.co for a complete access or erasure request, an assessment of retained shared records, and confirmation of provider cleanup.
Session artifacts have expiry dates, and scheduled sweeps remove them once those dates pass. We keep what a course needs for teaching. Nothing is archived for its own sake.
We use service providers for live voice and video, real-time transport, language processing, accounts, payments, hosting, databases, recording storage, analytics, error monitoring, email delivery and typefaces. They receive the information needed for the functions described in this policy.
Live voice, video, transport and language services are based in the United States. Depending on the session, they receive microphone audio, camera video, the student’s first name, course details, teaching context, uploaded materials and conversation text. In a team session, that context can include teammates’ first names and shared materials. A beta video service initially holds its recording in the United States; we copy it to the workspace’s selected storage region, then request deletion of the service’s copy. Failed transfers or deletions remain for retry.
Where course staff enable web search, a voice session can send a query drawn from the conversation to a search service operated by the voice provider. Its documentation does not name that onward service. Web search is off by default and the session notice identifies when it is enabled.
Account, payment, hosting, database, analytics and typeface services are based in the United States; error monitoring is provided from Germany. Account services receive names and email addresses. Payment details go directly to the payment service. Hosting and typeface delivery receive browser network information, analytics receive account identifiers and product events, and monitoring receives error diagnostics. The storage and processing locations are described in clause 04.
Recording storage is in Australia or Germany, matching the workspace’s selected region. Budget alerts are available to authorised staff in the application.
A maintained register identifying our providers, their purposes, the data they receive and their locations is available on request at hi@mindmade.co. For an institutional privacy, security or procurement enquiry, please include its purpose so we can direct you to the relevant parts of that register. You do not need to give an institutional purpose or justify a request to exercise your privacy rights.
The services supporting MindMade may change as the platform develops. Where applicable law or an agreement requires notice of a change, we provide that notice as required.
When this policy changes, the date at the top changes with it. Where applicable law or an agreement requires notice of a change, we provide that notice as required.
Privacy questions and requests go to hi@mindmade.co.
