Privacy Policy

Last updated: 16 July 2026

Who we are

Sage (“Sage AI by educircle.io”, the “app”) is an authenticated tool operated by EduCircle Private Limited (trading as educircle.io) for use by professional counsellors and partner-institution staff. The app itself is not a consumer service: student and applicant accounts do not exist, and students do not sign in to it.

Students and prospective applicants do, however, interact with the wider service — by messaging our WhatsApp number or using the chat widget on our website when making an enquiry. This policy covers that information too, including the automated AI processing described under “AI-assisted functionality” below.

EduCircle Private Limited is registered at Level 3, Landmark Cyber Park, Space Creattors Heights, Sector 67, Gurugram, Haryana 122102, India. This Privacy Policy, and any dispute relating to it, are governed by the laws of India, and the courts at Gurugram, Haryana have jurisdiction.

Information we collect

Account & authentication data — your name, work email address, a securely hashed password, and session tokens issued when you sign in.
Student / applicant & case data — the lead, application and case information that counsellors and institutions record and manage in the app (for example applicant contact details, academic profile, application status, appointments and follow-up tasks).
Documents & user content — files uploaded against a case, and notes or messages you enter.
Inbound messaging — where a person contacts the service over WhatsApp or through the website chat widget, the message content is processed so counsellors can respond and assist, and is processed automatically by our AI provider to classify the enquiry and generate a reply (see “AI-assisted functionality”).
Operational logs — standard server and security/audit logs needed to run and protect the service.

The app does not include third-party advertising, and does not track you across other companies’ apps or websites. Crash/error monitoring is not currently enabled; if it is enabled in future this policy and the store data-safety disclosures will be updated.

How we use information

To authenticate you and keep your account and sessions secure.
To provide the counselling workflow — managing leads, applications, cases, documents, appointments and follow-ups.
To communicate with leads and users (including transactional email and inbound WhatsApp handling).
To provide AI-assisted features (see below).
To maintain security, prevent abuse, and meet record-keeping obligations.

AI-assisted functionality

Sage uses Claude by Anthropic (Anthropic PBC), a third-party AI provider, to support education enquiry handling and counsellor workflows. The AI paths in use are described separately below.

1. Counsellor-initiated assistance

A counsellor can invoke an AI-assisted feature on a lead assigned to them — to summarise the case, draft a suggested reply, or recommend a next action. The information sent to Anthropic to generate that assistance may include: the lead or applicant’s name, contact details (including phone number and email address), academic profile and scores, course and study preferences, budget or other financial context recorded on the case, recent conversation messages, and — for case summaries — the counsellor’s own case notes.

Output from these features is a draft aid that the counsellor reviews before use.

Counsellor permission. These features require the counsellor’s explicit in-app permission before any case information is shared with the AI provider. A counsellor can withdraw that permission at any time in the app under Settings. Withdrawal takes effect immediately and stops all future counsellor-initiated AI processing; it does not, and cannot, delete information already processed by the AI provider during the limited period it retains under its own terms.

2. Automated inbound WhatsApp enquiry handling

When a person messages our WhatsApp number, Sage automatically uses Claude by Anthropic to classify the enquiry, extract enquiry details, and generate a contextual reply. Unlike counsellor-initiated assistance, these replies are sent automatically and are not individually reviewed by a person before sending.

Information processed by Anthropic on this path may include the message content, recent conversation history, and the lead profile details recorded from the conversation — such as name and contact details where provided, education preferences, destination, course and intake interests, and budget or study-plan information.

You may also receive standard automated messages from us on this path (for example appointment or follow-up reminders). Those are generated from fixed templates and are not AI-generated.

If you have questions about how your information is processed on this path, or you would like it handled differently, contact us using the details below and a member of our team will assist you.

3. Website chat widget

The chat widget on our public website is also automatically AI-assisted using Claude by Anthropic, in the same way as automated inbound WhatsApp handling above: message content and the enquiry details recorded from the conversation are used to extract further details and generate a reply, without individual review by a person before sending.

Anthropic as a service provider

Anthropic processes this information as a service provider, to provide Sage’s functionality and return the requested output. Sage does not use this information for third-party advertising, and does not track you across other companies’ apps or websites.

Anthropic processes this information under its commercial API terms. Under those terms, inputs and outputs are not used to train Anthropic’s models, and are retained by Anthropic only for a limited period under its standard data-handling policy (for example, for abuse monitoring and legal compliance), subject to the agreement in force between us and Anthropic. Anthropic may process information in the United States and other countries (see “International transfers”).

Service providers we use

We share information only with the processors needed to run the service:

Supabase — managed PostgreSQL database and private document storage.
Railway — application hosting.
Resend — sending transactional and notification email.
Anthropic — AI-assisted drafting, summarisation and automated enquiry handling (see above).
WhatsApp Cloud API (Meta Platforms) — receiving and sending WhatsApp messages with leads.

Security

All traffic is encrypted in transit over HTTPS/TLS.
Passwords are stored only as salted hashes; we never store them in plain text.
Uploaded documents are held in a private store and are reached only through short-lived signed links; file bytes are not served through our application.
Access is role-based and scoped to your account and assigned cases.
On your device, session tokens are held in the platform secure store (iOS Keychain / Android Keystore).

Retention & account deletion

You can request deletion of your Sage login account from within the app (Settings) or at the public page below.

When an account-deletion request is approved, the user has a seven-day cancellation period. Approved deletion requests are completed within 30 days. Counsellor and institution login-user records are anonymised in place rather than permanently removed. Organisation, student, application, document, assignment and case records are retained to preserve legitimate operational and compliance records. Audit and security records are retained for 24 months. Completed anonymisation cannot be reversed.

Public deletion request page: https://sage.educircle.io/account/deletion.

International transfers

Sage and its authorised service providers may process personal information in countries other than the country in which the user is located. This may occur where our hosting, communications, authentication, email, AI or messaging service providers operate. We use reasonable contractual, organisational and technical safeguards designed to protect personal information in accordance with applicable law. We do not represent that all information is stored only in India or Australia.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to Sage, our data-handling practices, service providers or applicable requirements. We will publish the updated policy on this page and revise the “Last updated” date. Where a change materially affects how personal information is handled, we may also provide notice through Sage, by email or through another appropriate communication channel.

Contact

Questions about this policy or your data: prateeka@educircle.io. Privacy enquiries are handled by Prateek Arora (privacy officer) through this address.