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Privacy Policy

Effective Date: February 24, 2026

Ode'min Circle ("we," "our," or "us") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our AI-powered grant matching services.

1. Information We Collect

1.1 Information You Provide Directly

  • Account Information: If you create an account, we may collect your name, email address, and organization details.
  • Idea Wizard (Phase 1): When you use our Idea Wizard, we collect project descriptions, goals, and constraints you input. We also store the artifacts generated during this process, such as your strategic roadmap and project charter snapshots.
  • Grant Selections: We record which grants you view, pin, or select to tailor our matching algorithms.
  • Project Readiness Brief (Phase 0): If you import data via our Phase 0 Custom GPT handoff, we receive your project intent, context, and readiness assessment data. To facilitate this seamless transition, we generate a unique, temporary handoff code associated with your payload.
  • Communications: Data provided when you contact us for support or other inquiries.

1.2 Automated Data Collection

  • Usage Data: We collect information about your interactions with our platform, such as pages visited, time spent, and features used.
  • Device Information: We may collect information about the device and browser you use to access our services.

2. How We Use Your Information

We use the collected data for the following purposes:

  • To provide, maintain, and improve our AI grant matching services.
  • To personalize your experience and generate relevant project artifacts (e.g., roadmaps, charters).
  • To process your Phase 0 handoff payload and preload your session context.
  • To communicate with you regarding your account, updates, and support requests.
  • To monitor and analyze usage trends and improve platform security.

3. Data Retention

We retain your personal information and project data only for as long as necessary to fulfill the purposes set out in this policy, unless a longer retention period is required or permitted by law.

  • Phase 0 Handoff Data: Payloads and temporary handoff codes are stored securely and retained for a limited period to allow you to complete the import process. If not activated, these are automatically purged after a set expiration period (default: 30 days, subject to change).
  • User Accounts & Projects: Retained while your account is active. You may request deletion of your data at any time.

4. Sharing Your Information

We do not sell your personal data. We may share your information in the following circumstances:

  • Service Providers: We use trusted third-party vendors to help us provide our services, such as:
    • AI Model Providers (e.g., OpenAI) for generating text and analysis. Note: Your data interacting with AI models is subject to their respective data usage policies.
    • Cloud Hosting and Infrastructure providers.
    • Analytics services to understand platform usage.
  • Legal Compliance: We may disclose information if required by law or in response to valid requests by public authorities.

5. Security

We implement reasonable security measures, including encryption and access controls, to protect your data from unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the Internet or electronic storage is 100% secure.

6. Cookies and Tracking

We use cookies and similar technologies to enhance your experience, save your preferences, and gather usage data. You can control cookie preferences involved in your browser settings.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

  • Access the personal data we hold about you.
  • Request correction of inaccurate data.
  • Request deletion of your data ("Right to be Forgotten").
  • Object to or restrict certain processing of your data.

To exercise these rights, please contact us at the email provided below.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Effective Date" at the top.

Contact Us

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

privacy@odemincircle.ca