1. Who this covers
This policy explains what fluentz collects when you create an account and study with it, why, who else processes it, how long we keep it and how you stay in control. It applies to the website and the web app. fluentz is the data controller for the data described here.
2. What we store
- Account: email address, name, a salted hash of your password (never the password), session tokens, email-verification state.
- Profile: self-assessed and estimated CEFR level, learning goals, timezone, preferences such as the daily study target and leaderboard opt-in.
- Learning activity: lessons opened, every exercise and exam answer with its grade and corrections, review cards and how you rated them, study sessions and time, XP, levels, streaks and achievements.
- Voice recordings and transcripts: the audio you record (WAV), the word-level transcript, fluency metrics, pronunciation scores and the AI evaluation of each recording. Recordings are personal data and may be considered biometric data in some jurisdictions; we only use them to evaluate your English.
- AI evaluations: the structured feedback produced for your answers and recordings, including earlier versions when something is re-evaluated. We also log the cost of each AI call against your account so we can run the service and show you usage.
- Billing: your Stripe customer id, subscription status and billing events. Card numbers never reach us.
- Technical: server logs with IP address, browser and timestamps, kept briefly for security and debugging.
We do not use advertising trackers or sell data. The only cookie is the one that keeps you signed in.
3. Why we use it
- to provide the service you signed up for: generating your course, grading, evaluating speaking, scheduling review, tracking progress (performance of our contract with you);
- to bill you and send you receipts and account emails (contract and legal obligation);
- to keep the service secure, prevent abuse and control our AI costs (legitimate interest);
- to show the optional weekly leaderboard, only if you opt in (consent, withdrawable in Settings).
We do not train AI models on your data. We do not profile you for any purpose other than estimating your English level and scheduling what you should review.
4. Who processes it for us
These providers process data on our behalf, under their data-processing terms, only to perform the function listed:
| Provider | What it does | What it receives |
|---|---|---|
| OpenAI | Generates lessons and exercises, grades open answers, evaluates speaking transcripts. | Your written answers and the transcripts of your recordings, with your level. No name or email. |
| ElevenLabs | Speech-to-text for your recordings (word-level transcripts). | The audio of each recording. |
| Microsoft Azure Speech | Pronunciation assessment (accuracy, fluency, completeness scores). Optional; only when enabled. | The audio of each recording. |
| Stripe | Subscriptions, payments, invoices and the billing portal. | Email, payment details (held by Stripe, never by us), subscription status. |
| DigitalOcean | Hosting, the Postgres database, object storage for recordings and encrypted database backups. | Everything listed above, at rest. |
| Resend | Transactional email: verification, password reset, billing notices. | Your email address and the content of those emails. |
Some of these providers operate in the United States or other countries. Transfers rely on the providers’ standard contractual safeguards.
6. How long we keep it
fluentz is built on keeping your history: progress only means something if the past is still there. So we keep your learning data, recordings and evaluations for as long as your account exists. Re-evaluations create a new version; the previous one is kept and marked as superseded.
Encrypted database backups are taken nightly and rotated on a fixed schedule; a deleted account disappears from backups when those backups expire. Server logs are kept for a short period. Billing records are kept for as long as tax law requires.
7. Export and deletion
- Export: Settings → Account → Export data gives you a machine-readable copy of your profile, attempts, evaluations and transcripts, plus links to download your recordings.
- Delete: Settings → Account → Delete account removes your account, profile, attempts, review cards, evaluations, transcripts and recordings (including copies in object storage), and cancels any subscription. This is immediate and cannot be undone. Backups expire on their own schedule as described above.
- Correct: you can change your name, email, timezone, goals and level estimate in Settings at any time.
Depending on where you live you may also have the right to object to or restrict certain processing, and to complain to your data-protection authority. Contact us first; we will usually be able to fix it faster.
8. Security
Data travels over HTTPS. Passwords are hashed. Recordings and backups are stored in private buckets and served through short-lived signed links. Access to production systems is limited to the people who operate fluentz. If a breach ever affects your data, we will tell you without undue delay.
9. Children
fluentz is designed for adult learners. We do not knowingly create accounts for children below the age of digital consent in their country. If you believe a child has an account, contact us and we will delete it.
10. Changes to this policy
We update this page when something changes. For material changes we email you or show a notice in the app first. The date at the top always tells you the current version.
11. Contact
Privacy questions and requests: reply to any email we have sent you. See also our Terms of Service.