Privacy Policy for Bite-Size Academy (The School Admin Triage Pass)

Last Updated: July 2026

At Bite-Size Academy, we understand that you are trusting us with sensitive logistics about your children, your schedule, and your family. We take that responsibility seriously. This Privacy Policy explains exactly what data we collect, how we process it, and how we protect it.

1. What Information We Collect
To provide our service, we collect two types of information:

• Account & Billing Metadata: When you purchase a pass, we collect your email address, Order ID, and your WhatsApp identifier (such as your phone number or Business Scoped User ID).
• Message Content: The raw text of the school emails, messages, or voice notes that you forward to our WhatsApp bot.

2. How We Process Your Messages (Zero-Storage Pass-Through)
We do not store the raw, unredacted contents of your school emails in our primary databases. When you forward an email to our agent, it passes through an automated, secure pipeline:

1. Secure Messaging Gateways: Receive your WhatsApp message and securely route it to our processing system.
2. Cloud Automation Handlers: Process the incoming event logic in real-time. We have explicitly disabled execution logging on these servers, meaning your raw messages are not retained in transaction logs.
3. DeepSeek AI (The Summarization Engine): The text is sent via a secure API to generate your 3-line brief.
4. Secure Access Databases: We verify that your account identifier is attached to a paid pass. Your email contents are never sent to or stored in this access database.

3. How We Use AI (And Why Your Data is Safe)
We use the DeepSeek API to summarize your emails. Because we use their paid Enterprise API (and not a free consumer web interface), your data is protected under strict privacy terms:

• No Public Training: Your personal emails are never used to train DeepSeek’s public AI models.
• 30-Day Auto-Deletion: DeepSeek retains API inputs for a maximum of 30 days solely for security and debugging purposes, after which it is permanently deleted.

4. Data Anonymization for Product Improvement
To ensure our AI agent gets better at understanding messy school emails, we may occasionally retain snippets of forwarded text to test and improve our system.

We never use your raw emails for this. Before any text is saved for internal testing, it goes through an automated scrubbing process. All Personally Identifiable Information (PII)—including phone numbers, email addresses, student names, and recognizable locations—is permanently redacted and replaced with placeholders (e.g., [STUDENT NAME]). Only this anonymized, unrecognizable text is saved.

5. Third-Party Partners
We rely on a few trusted infrastructure partners to run our service. We only share the minimum data necessary for them to perform their function, categorized below:

• Polar.sh: Handles our checkout, payments, and refunds securely. We do not store your credit card information.
• DeepSeek: Provides the AI summarization processing.
• Telecommunications Gateways: Manages the secure network connection to WhatsApp.
• Secure Cloud Infrastructure Providers: Host our automated application code and account records.

6. Your Rights
You have the right to request the deletion of your account data (your phone number and email address) from our active database at any time. If you wish to revoke your access and have your contact details removed, please email us at support@bite-size.academy.

7. Contact Us
If you have any questions about how your data is handled, please reach out to us at support@bite-size.academy. We are built by parents, for parents, and we are always happy to explain how we keep your family's data safe.