1. Introduction
This Privacy Policy explains how SCHOLAR-IVA collects, uses, discloses, and protects personal information when you use our website, application, and related services (collectively, the "Service"). By using the Service, you agree to the collection and use of information in accordance with this Policy. If you do not agree, please do not use the Service.
This Policy applies to all users of the Service, including Applicants, Scholarship Providers, and Reviewers/Administrators.
2.1 Information You Provide Directly
- Account Information: name, email address, password, phone number, date of birth.
- Profile and Application Information: educational history, transcripts, test scores, financial information (e.g., household income, FAFSA data if provided), essays, personal statements, recommendation letters, and other application materials.
- Provider/Organization Information: for Scholarship Providers, organization name, tax ID/EIN, scholarship criteria, funding details, and reviewer contact information.
- Communications: messages sent to support, feedback, or survey responses.
- Payment Information: for Providers using paid features, billing name, address, and payment details (processed by a third-party payment processor — see Section 6).
2.2 Information Collected Automatically
- Usage Data: pages visited, features used, time spent, click patterns, referring URLs.
- Device Information: IP address, browser type, operating system, device identifiers.
- Cookies and Similar Technologies: see Section 8 (Cookies).
2.3 Information from Third Parties
- Information from identity verification services, if used.
- Information from educational institutions or partner organizations that submit application or eligibility data on a user's behalf.
- Information from single sign-on providers (e.g., Google, school SSO) if you choose to log in that way.
3. How We Use Your Information
We use personal information to:
- Create and manage user accounts.
- Match Applicants with relevant scholarship opportunities.
- Facilitate the application, review, and award process between Applicants and Scholarship Providers.
- Verify eligibility and prevent fraud.
- Process payments for Provider subscription or transaction fees.
- Send administrative communications (e.g., deadline reminders, award notifications, policy updates).
- Send optional marketing communications, where you have opted in.
- Analyze usage to improve the Service, troubleshoot issues, and develop new features.
- Comply with legal obligations and enforce our Terms of Use.
4. Legal Basis for Processing (for users in the EEA/UK)
Where applicable data protection law requires a legal basis, we process personal information based on:
- Contract: to provide the Service you've signed up for (e.g., submitting an application).
- Consent: for optional communications or specific data uses where consent is requested.
- Legitimate Interests: to improve and secure the Service, prevent fraud, and conduct analytics.
- Legal Obligation: to comply with applicable laws and regulations.
5. How We Share Information
We do not sell personal information. We may share information as follows:
- With Scholarship Providers: Applicant information relevant to a specific application (e.g., transcripts, essays, eligibility data) is shared with the Provider(s) to which the Applicant applies.
- With Service Providers: third parties that help us operate the Service, such as hosting providers, payment processors, email delivery services, and analytics providers, under contractual confidentiality obligations.
- For Legal Reasons: if required by law, subpoena, or legal process, or to protect the rights, property, or safety of SCHOLAR-IVA, our users, or the public.
- Business Transfers: in connection with a merger, acquisition, financing, or sale of assets, subject to standard confidentiality protections.
- With Your Consent: for any other purpose disclosed to you at the time of collection, with your consent.
Scholarship Providers who receive Applicant data are contractually required to use it solely for legitimate scholarship administration and are prohibited from selling or repurposing it for unrelated marketing.
6. Payment Processing
Payments (where applicable) are processed by third-party payment processors (e.g., Stripe). SCHOLAR-IVA does not store full payment card numbers on its own servers. Please refer to the applicable payment processor's privacy policy for details on how they handle payment data.
7. Data Retention
We retain personal information for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements. Specifically:
- Applicant application data is generally retained for 1 year after the relevant scholarship cycle closes, unless a longer period is required by the Scholarship Provider's own recordkeeping obligations.
- Account information is retained until the account is deleted, plus a limited period for backup and legal compliance purposes.
You may request deletion of your data as described in Section 10.
8. Cookies and Tracking Technologies
We may use cookies and similar technologies to:
- Keep you logged in and remember preferences.
- Understand how users interact with the Service.
- Measure the effectiveness of communications.
9. Data Security
We implement administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit, access controls, and regular security reviews. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
If we become aware of a data breach affecting your personal information, we will notify you and any applicable regulators as required by law.
10. Your Rights and Choices
Depending on your jurisdiction, you may have the right to:
- Access the personal information we hold about you.
- Correct inaccurate or incomplete information.
- Delete your personal information, subject to certain legal exceptions.
- Restrict or Object to certain processing activities.
- Data Portability: receive a copy of your data in a portable format.
- Withdraw Consent at any time, where processing is based on consent.
- Opt Out of marketing communications via the unsubscribe link in any email or by contacting us directly.
To exercise these rights, contact us at edu@scholar-iva.com. We may need to verify your identity before fulfilling certain requests.
Residents of California have additional rights under the CCPA/CPRA, including the right to know, delete, and opt out of the "sale" or "sharing" of personal information (SCHOLAR-IVA does not sell personal information). Residents of the EEA/UK have rights under the GDPR/UK GDPR, and may lodge a complaint with their local data protection authority.
11. Children's Privacy and Educational Data
SCHOLAR-IVA is used by many students under the age of 18. Where a minor uses the Service, we rely on parental/guardian consent or the involvement of an educational institution acting on the minor's behalf, consistent with applicable laws (e.g., COPPA in the U.S. for users under 13, and FERPA-aligned practices where educational records are involved via a partnering institution).
We do not knowingly collect personal information from children under 13 without appropriate parental consent or institutional authorization. If you believe a child has provided us with personal information without proper consent, contact us at edu@scholar-iva.com and we will take appropriate action.
12. International Data Transfers
If you access the Service from outside the United States, your information may be transferred to and processed in countries with different data protection laws. Where required, we use appropriate safeguards (such as Standard Contractual Clauses) to protect information transferred internationally.
13. Third-Party Links
The Service may contain links to third-party websites or services. This Privacy Policy does not apply to those third parties, and we encourage you to review their privacy policies separately.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Material changes will be communicated via email or an in-app notice prior to taking effect. The "Last Updated" date at the top of this Policy indicates when it was last revised. Continued use of the Service after changes take effect constitutes acceptance of the updated Policy.
15. Contact Us
If you have questions about this Privacy Policy or how we handle your personal information, please contact us at:
SCHOLAR-IVA — 5900 Balcones Drive Suite 100, Austin, Texas 78731
edu@scholar-iva.com · +1 817-727-7658 · +90 501 601 22 60 · +228 91 22 25 70