Privacy Policy

01Data Controller

The party responsible for processing personal data in connection with GymiReady (gymi-ready.ch) is:

• [First and last name] — sole proprietorship
• [Street and number] · [Postal code and city], Switzerland
• UID: [CHE-… — only if registered, otherwise delete]
• E-mail for data protection requests: privacy@gymi-ready.ch

02Scope

This privacy policy applies to the use of the GymiReady app (web app) at gymi-ready.ch. It explains what personal data we collect, for what purpose we process it, and with whom we share it.

The Swiss Federal Act on Data Protection (FADP/DSG), in force since 1 September 2023, applies. Where users are resident in the EU/EEA, the EU General Data Protection Regulation (GDPR) additionally applies.

03What data we process

GymiReady is «local first»: your child's learning data is stored primarily on your device. Using the app requires an account and a subscription; individual server and AI features (backup, synchronisation) are additionally optional and described below.

3.1 Local learning data (on your device, IndexedDB)

This data stays on your device unless you enable synchronisation (§6) — the only exception being your child's first name and session content, which are sent to the AI during a Piko session (§7).

• Child profile (first name, grade) — identification in the learning tracker
• School grades — progress
• Competency status & check results — learning level / diagnostics
• Weekly plan, tasks, notes, reflections — learning planning
• Piko session summary — parental insight (no full conversation transcripts in production)
• App points, Piko stamps, app settings — motivation & preferences

You can delete local data at any time (Settings → «Delete all data»).

3.2 Account and payment data (server)

• E-mail address — sign-in via magic link
• Display name — optional
• Subscription status — trial / active / cancelled or expired, incl. the chosen plan and optional add-ons (e.g. «EU data processing», §7)
• Payment and billing data — payments and the 7-day trial are handled by Stripe on a Stripe-hosted page. We do not see or store card details. We store the chosen plan and the billing/subscription data returned by Stripe (e.g. the payer's e-mail, amount, date, payment status). Retention see §9.

3.3 Optional server features

• Encrypted backup — end-to-end encrypted on your device before it reaches us; we cannot read it (§12).
• Synchronisation — the learning data listed in §3.1, stored server-side for multi-device access (access-protected, technically readable by us; §12).
• Feedback — your message and category, plus automatically captured context (active tab, grade, app version, browser details) and your account ID for follow-up questions.

3.4 Technical data

• Camera / microphone (browser): For Piko's voice feature the browser accesses the microphone; audio is streamed directly to Azure Speech (Switzerland) and not stored permanently. For handwriting recognition the browser may request camera access; the photos are sent to Azure for recognition (§7).
• Hosting access data: When the app is delivered, technical access data including your IP address is generated at Cloudflare — for operation and security (§6).

04Purposes of processing

• Providing the app — learning tracker, competency check, weekly plan and progress display on the device.
• Account & access — sign-in via magic link, management of free, trial and Premium access.
• Payments — handling subscriptions and the 7-day trial via Stripe.
• Optional server features — encrypted backup, multi-device synchronisation and feedback, each only after you enable them.
• Piko (AI-assisted practice) — voice dialogue, evaluation of answers and text recognition during a Piko session (§7).
• Communication — necessary e-mails such as the magic-link login and important account notices.
• Operation, security & improvement — secure operation, abuse prevention, error fixing and anonymous usage statistics (§8).

What we do not process data for: We do not run advertising, do not carry out profiling for advertising purposes, do not create rankings and do not sell data. GymiReady is funded solely through subscriptions. All evaluations compare your child only with itself and with the curriculum — never with other children.

05Legal bases

We only process personal data where there is a basis for doing so. Depending on the activity, this is:

• Performance of a contract — everything needed for the account and learning service to work: sign-in, learning tracker, subscription and payment processing.
• Consent — activities you explicitly opt into: Piko/AI processing, encrypted backup and synchronisation. Consent can be withdrawn at any time (§10); processing that was lawful until then remains unaffected.
• Legitimate interest — secure operation, abuse prevention, error diagnosis and anonymous usage statistics.
• Legal obligation — where regulations require us to retain data, in particular invoice and payment records in accounting (§9).
• Consent of the parent/guardian — where children's data is processed (§11).

06Third-party processors

The following providers process data solely on our behalf and for the stated purpose. We do not sell data and do not share it for advertising purposes.

Transfers abroad. Where data is transferred to countries without an adequate level of data protection recognised by Switzerland (in particular the USA), we rely on appropriate safeguards: the provider's certification under the Swiss-U.S. Data Privacy Framework (Stripe, Cloudflare, Microsoft) or the Standard Contractual Clauses (e.g. Resend for transfers from Switzerland).

07AI-assisted processing (Piko)

Piko uses AI models that we do not operate ourselves but run at Microsoft Azure. During a Piko session, your child's inputs therefore leave our systems and are processed at Azure. Because this is the most privacy-sensitive part of the app, we describe it in detail here.

7.1 What is sent to Azure

• The child's first name and grade — so Piko can address the child and respond appropriately
• System prompt, current conversation and session plan
• The child's answers, photos of handwriting and voice recordings

Not transmitted: the parents' e-mail address, the account ID and conversation logs from earlier sessions.

7.2 Where processing takes place

• Speech-to-text, handwriting recognition and speech output always run exclusively in Switzerland (Azure, Switzerland North region, Zurich) and do not leave Switzerland.
• Text processing by the language models depends on your plan:
  • Standard subscription: depending on the task, either a model with EU deployment (within the EU data zone) or a model with global deployment handles the request; with a global model, processing may take place worldwide.
  • «EU data processing» add-on (paid): only models with EU deployment are used — no global endpoint. Processing remains exclusively in the EU/Switzerland even during temporary unavailability; otherwise the request is not carried out.

7.3 No training, no unnecessary storage

Microsoft does not use the transmitted data to train AI models, and OpenAI as a company has no access to data sent to Azure OpenAI. Prompts and responses are stored for up to 30 days for abuse monitoring (Azure standard) and then automatically deleted. On our own systems we do not keep full conversation transcripts, only a short summary of the session.

7.4 Consent

Before the first Piko session, a consent screen appears explaining the Azure services used, the processing location and the data transmitted. Consent can be withdrawn at any time in the settings.

7.5 A practice aid, not a decision

Piko's feedback is a practice aid: hints and assessments of the learning level — not report-card grades and not a decision about admission. Admission to the Gymnasium is decided solely by the official cantonal entrance examination, in which we are not involved (§13).

08Analytics and cookies

Analytics. To improve the app we use Plausible Analytics, a privacy-friendly service: cookie-free, without storing IP addresses, without fingerprinting and without personal data. Only aggregated, anonymous usage statistics (e.g. page views) are collected. Processing takes place in the EU.

Cookies and local storage. We do not set advertising cookies and do not carry out profiling for third parties — therefore there is no cookie consent banner. Technically necessary are only:

• Login session: after login via magic link we store a session token (in your browser's local storage or a strictly necessary cookie) to keep you signed in. It is removed on sign-out.
• Local app data: the «local first» learning data and app settings are held in IndexedDB (§3.1) and can be deleted in the settings or via the browser.

Plausible itself sets no cookies.

09Retention and deletion

We delete personal data as soon as the purpose for which we collected it no longer applies. Where the law requires us to retain data — in particular in accounting — we instead block it from further use until the period has expired.

• Local learning data (IndexedDB) — until you delete it or clear the browser storage; it is stored only on your device.
• Account and profile data — as long as the account exists; deleted in full within 30 days after account deletion.
• Encrypted backup — until you deactivate it (immediate deletion) or the account is deleted.
• Synchronisation data — as long as synchronisation is active and the account exists; deleted thereafter.
• Feedback messages — as long as the account exists.
• AI data (Azure) — up to 30 days for abuse monitoring, then automatically deleted (§7.3).
• Payment and billing data — due to the statutory retention obligation in accounting (Swiss Code of Obligations) 10 years; blocked during this period and available only for accounting and evidence purposes.
• Anonymous usage statistics (Plausible) — aggregated, without personal reference.

Account lifecycle. When your subscription expires, the account is first deactivated; the learning data is retained during a 30-day grace period in case you wish to continue. After that, account and learning data are automatically and completely deleted. You can also delete your account yourself at any time. Excepted are payment and billing data, which we retain in blocked form for the statutory 10-year period; it is kept separate from the rest of the account and serves accounting purposes only.

10Your rights

Under the Swiss Data Protection Act (FADP) and, where applicable, the GDPR, you have the following rights:

• Access — which personal data we process about you or your child.
• Rectification — to have inaccurate data corrected.
• Deletion — to have your account and learning data deleted. Payment and billing data are excepted and are kept blocked for the statutory retention period (§9).
• Data portability — to receive your data in a common electronic format.
• Withdrawal of consent — at any time and without giving reasons, e.g. for Piko, backup or synchronisation. Processing that was lawful until then remains unaffected.
• Objection — to object to the processing of your data on overriding grounds.

Exercise your rights directly in the app:

• Delete local data: Settings → «Delete all data»
• Deactivate backup (deletes the backup): Settings → Backup
• Deactivate synchronisation: Settings → Synchronisation
• Withdraw Piko consent: Settings → Piko

For account deletion, access or other matters, a message to privacy@gymi-ready.ch is sufficient. We respond to requests within 30 days.

If you are not satisfied with our response, you can contact the supervisory authority: the Federal Data Protection and Information Commissioner (FDPIC), Bern. For persons resident in the EU, the supervisory authority at their place of residence is additionally available.

11Children and parental consent

GymiReady is aimed at parents/guardians — they are the users of the app and set up the account. Children do not have their own account. They interact with Piko under supervision and on the basis of the parent's/guardian's consent.

Where we process the child's data — in particular during a Piko session (§7) — we rely on the explicit consent of the parent/guardian. This is obtained before the first Piko session and can be withdrawn at any time.

We do not carry out profiling or scoring: all evaluations compare the child only with itself and with the curriculum — never with other children. No automated decisions with legal or similarly significant effect are made (§13).

12Data security

We take appropriate technical and organisational measures to protect personal data:

• Encrypted transmission — all connections run over TLS.
• Access control — server data is protected by account-based access control (Row Level Security); each person sees only their own data.
• End-to-end encryption — the optional backup is encrypted on your device with AES-256-GCM; we cannot read it.
• Passwordless login — login is via magic link; we store no password.
• Data minimisation — we collect only data necessary for operation.

13Automated individual decisions

No decisions with legal or similarly significant effect are made based solely on automated processing. The AI features (Piko, competency evaluation) are a practice aid: they provide hints and assessments of the learning level but make no decision about grades, admission or acceptance. Admission to the Gymnasium is decided solely by the official cantonal entrance examination (§7.5).

14Changes to this policy

We may amend this privacy policy. The current version is always available at gymi-ready.ch. In the event of material changes, we will inform registered users by e-mail or via a notice in the app.

15Contact and supervisory authority

For data protection requests: privacy@gymi-ready.ch.

Competent supervisory authority: Federal Data Protection and Information Commissioner (FDPIC), Bern — www.edoeb.admin.ch. For persons resident in the EU, additionally the supervisory authority at their place of residence.