Privacy Policy

1. Introduction

EasyConvo Pte. Ltd. (“EasyConvo”, “we”, “us”, or “our”) operates the EasyConvo platform, which includes our website and web/mobile applications (the “Service”). This privacy policy pertains to the collection of personal data by EasyConvo Pte. Ltd. EasyConvo Pte. Ltd, or EasyConvo ("us", "we", or "our") operates the https://www.easyconvo.ai website (the "Service"). This declaration informs you of our policies regarding the collection, use, and disclosure of personal data when you use our Service and the choices you have associated with that data. The controller of your personal data in the meaning of the General Data Protection Regulation (GDPR) is EasyConvo Pte Ltd with whom you have a business relationship or whose products/services you are using. By using the Service, you agree to the collection and use of information in accordance with this policy. Unless otherwise defined in this Privacy Policy, terms used in this Privacy Policy have the same meanings as in our Terms of Use, accessible from https://www.easyconvo.ai.

2. Information We Collect

We collect information that you provide directly to us, including:

• Name and contact information (email address, phone number);
• Account credentials (username and password);
• Profile information and preferences;
• Payment information (processed securely through third-party payment processors);
• Communications with us (customer support inquiries, feedback);
• Other information you choose to provide (lesson content, materials uploaded).

We also automatically collect certain information when you use our service, including:

• Device information (IP address, browser type, operating system);
• Usage data (pages visited, time spent, features used);
• Cookies and similar tracking technologies.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our service;
• Process transactions and send related information;
• Send you technical notices, updates, security alerts, and support messages;
• Respond to your comments, questions, and customer service requests;
• Communicate with you about products, services, offers, and events;
• Monitor and analyze trends, usage, and activities in connection with our service;
• Detect, prevent, and address technical issues and fraudulent activity;
• Personalize and improve your experience.

4. Newsletter and Marketing Emails

In the event that you opted to receive our newsletter subscription either by signing up for the newsletter on our Service Site or when creating a user account, we will by default send you newsletter and marketing emails including information about EasyConvo. The information may also include promotions, offers, or general updates about our company products and services. You can also unsubscribe from our newsletter by clicking on the link included in any of our newsletter and marketing emails. When you have successfully unsubscribed from our mailing list, we will delete your contact information unless the information is stored for other reasons described in our privacy policy on this page.

5. Cookies and Tracking Technologies

Like many other website operators, we use cookies, web beacons, and similar technology (collectively ”Tracking Facilities”) when you visit or use our Service Sites. Cookies are small text files that are stored by your browser on your computer or mobile device which allow re-identification of your computer or mobile device, potentially across numerous websites, including the Service Sites for the following purposes:

• To help us recognize your browser as a previous visitor and save any preferences that may have been set while your browser was visiting our website. We also automatically log you in if you check the ”remember me” option on the login page;
• To help us customize the content and advertisements shown to you on our website or on third-party sites and advertisements;
• To help us measure the effectiveness of the features and offerings, advertisements, and email communications (by determining which emails you open and act upon) shown to you on our Service Site;
• To save and load your preferred currency and language while on our Service Sites;
• To allow for website analysis, retargeting and conversion tracking;
• To allow revisits in between different pages and to remember popular recent search queries.

6. Targeted Advertisements Based on Your Interests

Our Service Sites may use what are known as retargeting ads for presentation of interest-related advertising on third-party websites. We use retargeting ads from Google and Facebook to understand your interests by placing a cookie to gather data from other third-party sites. The retargeting ad provider may then display interest-based ads on other third-party sites that you visit. In the entire process, no personal data is stored or transmitted which prevents us from being able to identify you from the data collected. That being said, the retargeting ad provider could associate the data collected with you if you have registered an account with them.

7. Conversion Tracking Using Analytics Tools

We use advertising partners to advertise our offers on third-party websites in order to show you relevant products and services you may be interested in from us. Similarly, our ad partners use cookies that cannot be used to personally identify you but can do the following:

• Identify your clicks on an ad;
• Redirect your browser to specific landing pages.

As such, our advertising partners can show the number of users that clicked on ads that we create and eventually determine the number of people redirected to various pages. In the entire advertising process, we will not collect any personal data of consumers and can only obtain statistical data which is general and non-identifying.

8. Web Analytics and Statistics / Facebook Pixel and Google Analytics

The Service Sites use Google Analytics and Facebook Pixel, which are web analytics tools provided by Google LLC and Facebook respectively. These companies use cookies stored on the user's computer when accessing our Service Sites or App. This allows us to analyze the use of the Service Sites.

Google is subject to the EU-US Privacy Shield, https://www.privacyshield.gov/EU-US-Framework.

9. Data Security

We take the protection of your personal data seriously and implement strict technical and organizational measures to keep it secure.

a) Hosting & Infrastructure

• All data is hosted on MongoDB Atlas (Google Cloud Platform) in Singapore, which complies with the Personal Data Protection Act (PDPA) and international security standards;
• Data centers meet industry certifications for security and reliability.

b) Encryption & Transmission

• All data transmitted between your device and EasyConvo is encrypted using TLS/SSL (HTTPS/WSS) protocols;
• Sensitive information, including audio recordings and transcripts, is encrypted at rest in our databases.

c) Access Controls

• We enforce role-based access control (RBAC), ensuring that only authorized EasyConvo staff and verified institutional partners can access specific data;
• Access to raw student audio and transcripts is restricted to authenticated users (students themselves and, where enabled, their assigned educators/administrators).

d) Security Practices

• We conduct regular penetration testing and vulnerability assessments using independent third-party security vendors;
• Security patches and updates are applied proactively to minimize risk exposure;
• Staff undergo regular data protection and security training.

e) Education Compliance

• We continuously review and update policies to meet evolving educational data privacy requirements.

10. Data Retention & Deletion

We retain personal data only as long as necessary for learning purposes, institutional contracts, or legal compliance.

a) Student Data

• Audio Recordings: Retained until the account is deleted or the institution requests removal;
• Transcripts & AI Evaluations: Retained for the duration of enrollment or account activity;
• Deletion Requests: Students or institutions may request deletion at any time by contacting the EasyConvo team.

b) Educator / Administrator Data

• Retained until the account is deleted or the institutional contract ends.

c) Marketing Data

• Newsletter data is retained until you unsubscribe.

d) Final Deletion

Once deletion is requested, all related data (including backups) will be permanently removed within 30–60 days.

11. Data Breaches

In the unlikely event of any unauthorized access or acquisition of your personal data, or if we experience a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, your personal data, where such breach poses a significant risk of harm to your rights and freedoms, we will promptly notify you without undue delay and, where feasible, not later than 72 hours after having become aware of it. In such a case, we will also inform governmental authorities of such breaches as required by applicable law.

12. Data Processing Within EasyConvo Pte. Ltd.

EasyConvo operates secure online services to provide language learning and AI-powered speaking evaluations. We process personal data only to deliver and improve the Service, in line with this Privacy Policy.

• AI evaluation scope: Only the prompt/question and the transcribed student answer are sent to our AI evaluation engine (LLM) for scoring and feedback;
• Audio & identity not shared with LLM: Audio recordings and students' personal information (e.g., name, email) are not shared with the LLM. Recordings remain encrypted at rest and are accessible only to the authenticated student (and, if enabled by the institution, authorized educators/administrators);
• No ads/sale: We do not sell personal data or share it with advertisers.

Our processing follows the requirements of GDPR (EU) and PDPA (Singapore) to ensure lawful, fair, and transparent handling of personal data.

13. Third-Party Service Providers

We engage carefully selected service providers who act on our behalf and are contractually bound to process personal data only for the specified purpose, maintain confidentiality, and implement appropriate security controls.

• Cloud hosting & database: MongoDB Atlas on Google Cloud Platform (Singapore region) for account data, transcripts, and evaluations;
• Authentication & security: Providers that enable secure login and account protection;
• Email & communication: Providers that deliver account notifications, newsletters (opt-in), and support communications;
• Payments (institutional): Billing is handled at the institution level; EasyConvo does not directly process individual student/teacher payment details.

14. Purposes and Legal Basis of Data Processing

We will only process personal information in ways that are compatible with the purposes outlined in this Privacy Policy (or those you later authorize). We process your personal data for the following purposes and on the following legal bases:

a) Pursuant to Art. 6(1)(b) GDPR (Contractual necessity)

To enter into, perform, modify, or terminate a contractual relationship with you or your institution, in particular:

• To enable your access and use of the EasyConvo platform;
• To provide AI-powered speaking practice, transcripts, evaluations, and feedback;
• To facilitate classroom assignments, curriculum delivery, and test-taking;
• To allow students to review their own progress and performance;
• To enable educators and institutions to track classroom-level performance;
• To facilitate secure login and authentication on the platform.

b) Pursuant to Art. 6(1)(f) GDPR (Legitimate interest)

To pursue our legitimate business interests, provided they do not override your fundamental rights and freedoms:

• To improve and develop the EasyConvo platform and services;
• To perform internal upgrades, troubleshooting, and quality control;
• To ensure network and information security;
• To create anonymized statistics for research and reporting;
• For internal accounting, billing, and record-keeping;
• To personalize learning recommendations and platform content;
• To communicate with institutions about service usage and improvements.

c) Pursuant to Art. 6(1)(a) GDPR (Consent)

Based on your explicit consent:

• To send you newsletters and product updates (you may withdraw consent at any time);
• To collect feedback, survey responses, and testimonials to improve services.

d) Pursuant to Art. 6(1)(c) GDPR (Legal obligation)

• To comply with applicable data protection, education sector, and financial regulations;
• To respond to lawful requests from government authorities.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically for any changes.

16. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us at:

Email: support@easyconvo.ai
EasyConvo Pte. Ltd.
Singapore