Privacy Policy

Last Updated: October 15, 2026

1. Introduction

Welcome to Alumnia ("we," "our," or "us"). We are committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our alumni community platform.

This policy applies to all users of our platform, whether you access it through our website, mobile applications, or any other means. By using Alumnia, you consent to the practices described in this Privacy Policy.

2. Information We Collect

2.1 Information You Provide

  • Account Information: Name, email address, password, and profile photo
  • Profile Information: Educational background, cohort/class year, current employer, job title, location, professional industry, and LinkedIn profile URL
  • Contact Information: Phone number
  • Custom Fields: Additional information specific to your organization
  • Communications: Messages, connection requests, and event registrations

2.2 Information Collected Automatically

  • Usage Data: Pages visited, features used, and interactions within the platform
  • Device Information: Browser type, operating system, and device identifiers
  • Log Data: IP address, access times, and referring URLs

2.3 Community Safety Data

To keep communities safe and to comply with applicable app store policies, we collect and process the following safety data:

  • Reports: The reporter's identity, the reported user, the type of content reported, the stated reason, optional reporter notes, and a snapshot of the reported content captured at report-time.
  • Blocks: The blocker's identity, the blocked member, and the organization in which the block was created.
  • Moderation actions: The administrator who resolved a report, the action taken (remove, dismiss, restore, or ban), the resolution timestamp, and any resolution note.
  • Terms acceptance: The timestamp and version of the Terms of Service you accepted at signup.

Reports and moderation logs are retained for at least two years as part of our audit trail and may be disclosed when required by law or to enforce these policies.

3. How We Use Your Information

We use your personal data for the following purposes:

  • To create and maintain your account
  • To display your profile to other members of your alumni community
  • To facilitate connections and networking between members
  • To send you important updates about your account and community
  • To enable event registration and group membership
  • To improve our platform and develop new features
  • To ensure the security and integrity of our platform

3.1 Artificial Intelligence in Mentoring

Alumnia uses artificial intelligence (AI) systems in the mentoring feature. When a member asks for help, we use AI to understand the request, search the member's institution community for people who could help, and propose introductions. Messages Alumnia sends in this process are automated and are labeled as AI.

  • What is processed: the text of the request the member writes, and the professional information in the profile of members who may be suggested as helpers (career history, education and skills). We do not use AI to read private messages between people.
  • What for: classifying and summarizing the request, matching requests to profiles using embeddings (numerical representations of text), ranking candidates and drafting the introduction.
  • Providers: to do this we send that data to AI model providers acting as processors (OpenRouter and the model providers it routes to, including OpenAI for embeddings). We ask them not to collect or use the data to train their models.
  • Who sees the request: the person who wrote it, their institution's team and the people Alumnia invites to help, who receive a summary and a short quote. It is never published.
  • Decisions: the AI proposes; a person decides whether to accept helping and, depending on the institution's settings, an administrator reviews each introduction before it is sent. We do not make decisions based solely on automated processing that produce legal effects on people.
  • If you may be suggested as a helper: when someone in your community asks for mentoring, your professional profile may be compared with their request and you may be suggested as a helper. You can object at any time with "Don't suggest me as a helper" in Settings > Privacy; it does not affect your own requests.

Please do not include sensitive data (health, family, etc.) in a request.

4. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA), we process your personal data based on:

  • Consent: For optional processing activities (marketing emails, analytics, third-party sharing), we require your explicit opt-in consent. You can withdraw this consent at any time through your account settings.
  • Contract: Data processing consent is required to provide our core services (account creation, profile management, networking features). This is necessary to fulfill our service agreement with you.
  • Legitimate Interests: We may process data for security, fraud prevention, and platform improvement, balanced against your privacy rights. This includes using the professional information in the profile of members who may be suggested as mentoring helpers (see 3.1), to which you can object at any time in Settings > Privacy.
  • Legal Obligation: Where we are required by law to process your data.

5. Data Sharing and Disclosure

We may share your information with:

  • Other Community Members: Your profile information, including your LinkedIn profile URL, is visible to verified members of your organization(s). It is not shown to visitors who are not signed in or to people outside your organization(s). Your email address and phone number are shown only to you, to members you have connected with, and to your organization's administrators
  • Organization Administrators: Admins can view member data to manage their community
  • Service Providers: Third parties that help us operate our platform (e.g., email services, hosting providers, AI model providers as described in 3.1)
  • Legal Requirements: When required by law or to protect our rights

We do not sell your personal data to third parties.

6. Your Rights

Depending on your location, you may have the following rights:

  • Access: Request a copy of your personal data
  • Rectification: Correct inaccurate or incomplete data
  • Erasure: Request deletion of your personal data
  • Data Portability: Export your data in a machine-readable format
  • Withdraw Consent: Revoke consent for optional data processing
  • Object: Object to certain types of data processing

To exercise these rights, please access your account settings or contact us at privacy@alumnia.net.

7. Data Retention

We retain your personal data for as long as your account is active or as needed to provide our services. If you request account deletion, we will delete your data within 30 days, unless we are required to retain it for legal purposes.

Anonymized data may be retained for analytics and platform improvement purposes.

The text of a mentoring request and its AI-generated summary are kept while the account exists. The embedding of your profile is deleted when your account is deleted.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

  • Encryption of data in transit and at rest
  • Regular security assessments and audits
  • Access controls and authentication requirements
  • Employee training on data protection

9. International Data Transfers

Your data may be transferred to and processed in countries outside your country of residence. When we transfer data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission.

10. Cookies and Tracking

We use essential cookies to maintain your session and provide core functionality. For optional cookies (analytics, preferences), we will request your consent before setting them.

You can manage your cookie preferences through your account settings or browser controls.

11. Children's Privacy

Alumnia is not intended for users under 16 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will publish changes on this page, and the "Last Updated" date at the top indicates when the policy was last revised.

What changed on October 15, 2026: we explain how we use artificial intelligence in mentoring (what data is processed, with which kind of providers, who sees a request and how long it is kept) and how to ask not to be suggested as a helper in Settings > Privacy.

13. Consent and Your Choices

13.1 How We Collect Consent

During account creation, you will be asked to provide explicit consent for optional data processing activities. All consent decisions are recorded with timestamps, IP addresses, and policy version numbers for compliance and audit purposes.

13.2 Types of Consent

  • Data Processing (Required): Necessary to provide core platform services. Cannot be withdrawn while your account is active.
  • Marketing Emails (Optional): Promotional communications, product updates, and feature announcements. Requires explicit opt-in.
  • Community Emails (On by default): Emails that come with being a member of your community: event reminders, connection requests, group updates, and your community's digest. We send them by default, without asking for opt-in. You can turn them off at any time in your account settings, in the "Privacy & Consent" section, or from the "Manage notification preferences" link at the bottom of each email. Your email app's unsubscribe button also stops that type of email.
  • Analytics (Optional): Usage analytics linked to your account (the pages you visit, what you click and, when enabled, session recordings) to improve our services. Requires explicit opt-in, given in your account settings, during onboarding or through the cookie banner while signed in, and applies on every device where you are signed in. Without it we only collect anonymous usage counts that are not linked to you.
  • Third-Party Sharing (Optional): Integration with LinkedIn and other services. Requires explicit opt-in.

13.3 Withdrawing Consent

You can withdraw optional consents at any time through your account settings in the "Privacy & Consent" section. Withdrawal takes effect immediately. We will stop processing data for withdrawn consents within 30 days. Historical data processed under previous consent may be retained for legal compliance.

14. Contact Us

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

15. Data Protection Officer

For GDPR-related inquiries, you may contact our Data Protection Officer at dpo@alumnia.net.