Privacy Policy

Effective Date: October 6, 2026

Welcome to NerdyBuddy. Your privacy is important to us. This Privacy Policy explains how NerdyBuddy collects, uses, stores, processes, and protects information when you use our mobile application and related services.

By using NerdyBuddy, you acknowledge the practices described in this Privacy Policy. Where required, NerdyBuddy will request your consent before processing or sharing personal information for specific purposes.

1. Information We Collect

When you use NerdyBuddy, we may collect or process the following information:

• Name

• Email address

• Employee ID, if provided by your organization

• Company or organization information

• Device information, including device model, operating system, and app version

• App usage information

• Chat queries submitted within the application

• Login and authentication information

• Information contained in or associated with your interactions with the application

• Relevant organizational document information required to answer your queries

The information collected may vary depending on how NerdyBuddy is configured by your organization and which features you use.

2. How We Use Your Information

We use information collected through NerdyBuddy for the following purposes:

• To authenticate users securely.

• To provide AI-powered answers based on authorized organizational knowledge.

• To process and respond to user queries.

• To provide access to organizational information according to assigned permissions.

• To improve application performance and user experience.

• To maintain application security and prevent unauthorized access.

• To generate usage analytics for organizations.

• To respond to customer support requests.

• To detect, investigate, and prevent fraud, abuse, or security threats.

• To comply with applicable legal and regulatory requirements.

3. Organizational Data

NerdyBuddy is an enterprise application designed for business and organizational use.

Documents and other organizational information uploaded or provided by organizations remain under the ownership and control of the respective organization, subject to the applicable agreement between NerdyBuddy and the organization.

Employees and other authorized users can only access organizational information according to their assigned permissions and access rights.

NerdyBuddy does not publicly share organizational documents.

4. AI Processing and OpenAI

NerdyBuddy uses OpenAI, a third-party AI service, to generate responses to user queries based on authorized organizational knowledge.

When a user submits a question through NerdyBuddy, certain information may be sent to NerdyBuddy’s server and shared with OpenAI for the purpose of generating an AI response.

This information may include:

• The user’s submitted query.

• Relevant document chunks from the organization’s authorized knowledge base that are necessary to answer the query.

Only relevant document chunks required to generate the response are shared with OpenAI. Complete organizational documents are not sent to OpenAI as part of this process.

The information shared with OpenAI is used to process the request and generate a response to the user’s query.

According to OpenAI’s applicable API terms, information submitted through the API is not used to train OpenAI’s AI models.

5. User Consent for AI Processing

Before personal information is shared with OpenAI for AI processing, users are informed about the data sharing and the purpose for which the information is shared.

The consent disclosure identifies:

• What information may be shared.

• That the information may be shared with OpenAI.

• That OpenAI is a third-party AI service.

• That the information is shared to generate a response to the user’s query.

Users may decline consent and continue using other available features of NerdyBuddy.

Where applicable, users can review or withdraw their consent through the Profile Settings within the application.

If a user withdraws consent, NerdyBuddy will not share information with the third-party AI service for purposes requiring that consent, subject to technical, legal, and operational limitations.

6. Data Security

We implement appropriate technical and organizational security measures designed to protect information processed through NerdyBuddy.

These measures may include:

• Secure authentication

• Encrypted communication

• Role-based access control

• Access restrictions based on user permissions

• Secure cloud or on-premise deployment, depending on customer requirements

• Security monitoring and maintenance

• Appropriate controls to protect organizational information

Despite our efforts, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Data Sharing

We do not sell your personal information.

We may share or disclose information only when necessary for legitimate business, operational, technical, legal, or security purposes, including:

• With your organization for administration and authorized business purposes.

• With trusted service providers that assist us in operating and maintaining NerdyBuddy.

• With OpenAI for AI processing when the user has provided the required consent.

• With cloud infrastructure, authentication, analytics, notification, or other service providers necessary to provide NerdyBuddy’s services.

• When required by applicable law, regulation, legal process, or governmental request.

• When necessary to protect the rights, property, safety, or security of NerdyBuddy, our users, organizations, or others.

• To detect, prevent, or investigate fraud, abuse, security incidents, or unauthorized activity.

Third-party service providers are expected to process information in accordance with their applicable privacy requirements, contractual obligations, and applicable laws.

8. Data Retention

We retain information only for as long as reasonably necessary to provide our services, fulfill the purposes described in this Privacy Policy, maintain security, resolve disputes, enforce agreements, or comply with applicable legal obligations.

Organizations may request deletion of organizational data in accordance with applicable agreements and service arrangements.

Retention periods may vary depending on the type of information, the purpose for which it is processed, and applicable contractual or legal requirements.

9. Your Rights

Depending on your jurisdiction and applicable law, you may have rights regarding your personal information, including the right to:

• Access your personal information.

• Request correction of inaccurate or incomplete information.

• Request deletion of your personal information.

• Request information about how your information is processed.

• Withdraw consent where processing is based on consent.

• Object to or restrict certain processing where applicable.

Requests should generally be submitted through your organization or by contacting NerdyBuddy directly.

Some requests may be subject to applicable legal, contractual, or organizational restrictions.

10. Children’s Privacy

NerdyBuddy is intended for business and organizational use only.

The application is not directed toward children under the age of 13, and we do not knowingly collect personal information from children under 13.

If you believe that a child has provided personal information to NerdyBuddy, please contact us so that appropriate action can be taken.

11. Third-Party Services

NerdyBuddy may use trusted third-party service providers to support application functionality and operations.

These services may include:

• Authentication services

• Cloud infrastructure

• Analytics services

• Notification services

• Security and monitoring services

• AI processing services

For AI processing, NerdyBuddy uses OpenAI.

When an AI response is requested and the user has provided the required consent, the user’s query and relevant document chunks from the authorized organizational knowledge base may be shared with OpenAI to generate the requested response.

Third-party providers process information according to their applicable privacy policies, terms, contractual obligations, and applicable laws.

12. International Data Processing

Depending on the services used and the location of our customers, users, and service providers, information may be processed or stored in countries other than the country in which the user or organization is located.

Where required by applicable law, appropriate safeguards will be applied to international data transfers.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal requirements, or privacy practices.

Any changes will be posted on this page with an updated Effective Date.

We encourage users to periodically review this Privacy Policy to stay informed about how their information is handled.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the processing of your personal information, please contact us:

NerdyBuddy

Email: info@nerdybuddy.com

Website: www.nerdybuddy.com