Privacy Policy

1. Who we are

The website and the learning app are operated by CIAI, LLC (“CIAI”, “we”, “us”). CIAI is responsible for the personal information described in this policy.

Our courses are delivered on ArthurAI™, a learning platform licensed from MindHYVE.ai, Inc. MindHYVE helps us run and support the platform, so its staff can access personal information when that is needed to operate, secure or fix the service, and only for that purpose.

2. CIAI is for adults

CIAI’s courses and programmes are for adults. You must be 18 or older to create an account, apply, or buy a course. We do not knowingly collect personal information from anyone under 18. If we learn that we have, we delete it.

3. Information you give us

On the website:

• Updates sign-up: your email address.
• Contact form: your name, email, the topic and your message.
• AI Professional 360™ application: your name, email, role or field, years of experience, what you want the programme to help you do, how you plan to pay, your employer or sponsor if you name one, and anything else you tell us.
• Organization enquiry: your name, email, organization, role, team size, field, what you are interested in, and your message.
• After admission, the employer invoice form (organization, billing contact name and email, billing address, purchase order) or the scholarship form (your situation, any grant or fund you are applying through, and what you could contribute).
• The “Where do you want to go?” preview on the home page: the two answers you type. They are sent to our AI service to write your preview and are not stored.

In the learning app:

• Your account: first name, last name (optional), email address, a password (we store only a secure hash of it) and your confirmation that you are 18 or older. If you sign in with Microsoft, we receive your name and email address from Microsoft.
• Profile details you choose to add, such as country, time zone, preferred language, goals and an avatar.
• Your learning record: your answers to the learner-profile questions, your interview with Arthur, your career plan, your conversations with Arthur (the AI tutor), practice answers, progress and mastery, notes, highlights, bookmarks, course reviews, support requests and certificates.

4. Information collected automatically

• Sign-in records: when you sign in to the app we record the time, your IP address and your browser type, to keep accounts secure.
• Technical logs: our hosting and security services record technical details of requests to the website and app (such as IP address, the page requested, time and browser) to keep them secure and working.
• Campaign details: if you arrive through a link that carries campaign tags, the website remembers those tags, the page you landed on and the page that referred you — in your browser’s session storage, not a cookie — and sends them with any form you submit, so we know how you found us.
• Preview limits: to limit use of the home-page preview, the app sets a random-identifier cookie (ciai_pv) and counts previews against a scrambled (keyed-hash) version of your IP address. We never store the IP address itself, and the counts are deleted after about a day.
• Analytics, only if you accept them: Microsoft Clarity records how pages are used (see below and our cookie policy).

5. Information from others

• Stripe, our payment provider, tells us whether a payment, instalment or refund succeeded, the amount, and the email address used. We never receive or store your full card number.
• Microsoft, if you use it to sign in (your name and email address).
• Your employer or sponsor, if they pay your tuition: the billing details they give us.

6. How we use your information

• To provide your courses: running your account, building and adapting your learning path, tracking progress, and issuing certificates.
• To review applications to AI Professional 360™, make admissions decisions and tell you the outcome.
• To take payments, run monthly plans, invoice employers and sponsors, and process refunds.
• To reply to your messages and enquiries, and to send the service emails the website and app need (for example about your application, your account and course reminders — reminders can be switched off in the app).
• To send the updates you signed up for. You can unsubscribe at any time.
• To keep the website and app secure, and to prevent abuse and fraud.
• To understand how the website and app are used and improve them, using analytics only if you accepted them.
• To meet our legal, tax and accounting obligations.

We do not sell your personal information, and we do not share it with anyone for advertising. The website and app carry no advertising.

7. How Arthur, the AI tutor, uses your information

Arthur is an AI tutor. It runs on AI services that our platform licensor, MindHYVE.ai, Inc., operates in its own Microsoft Azure environment in the United States. When you chat with Arthur, answer the learner-profile questions, or take the interview, what you write — together with the parts of your profile and learning record that Arthur needs to answer you well — is sent to those services to generate a response.

Your conversations with Arthur, your interview and your learner-profile answers are saved in your account. That lets you pick up where you left off and lets Arthur personalise your path. Our system logs record technical details of each request, such as timing and size. They do not record what you wrote.

Arthur’s answers are generated by AI. They can be incomplete or wrong, so check anything important before you rely on it.

8. Who we share information with

We share personal information only with the service providers that help us run CIAI, and only as needed for the purposes above:

• Microsoft: cloud hosting on Microsoft Azure (our databases, file storage, AI services, read-aloud audio, web security and delivery), email sending through Azure Communication Services, our Microsoft 365 mailboxes, Microsoft sign-in if you use it, and Microsoft Clarity analytics if you accept it.
• Stripe: payments, monthly plans, invoices and refunds. Stripe handles your card details directly.
• HubSpot: our customer-relationship system. It holds website form submissions, applications and admissions notes, and the progress of your application.
• MindHYVE.ai, Inc.: our platform licensor, which helps us operate and support the platform.

We also share information if the law requires it, to protect the rights, safety or property of our learners, CIAI or others, or as part of a merger, sale or transfer of our business, in which case this policy continues to apply to your information.

If your employer or sponsor pays your tuition, we share with them what is needed to invoice them.

9. Where your information is kept

Our website, app and their data are hosted on Microsoft Azure in the United States. Our HubSpot account is hosted in North America. Stripe and Microsoft may process information in other countries under their own safeguards. If you use CIAI from outside the United States, your information will be transferred to and processed in the United States.

10. How long we keep it

• Your account and learning record: while your account is open. When you close your account, they are erased (see below).
• Applications and enquiries: while we are in contact with you about them, and until you ask us to delete them.
• Payment, invoice, refund and certificate records: as long as we need them for accounting, tax and legal purposes and to confirm certificates we have issued.
• Technical and security logs: up to 90 days.
• The security audit log (a tamper-evident record of security-relevant account actions, such as data downloads and account closure): as long as we need it for security and legal purposes. It does not hold your messages or learning content.
• Preview-limit counts: about one day.
• Clarity analytics: as set by Microsoft for Clarity.

You can close your account yourself in the app: Settings → Security → Close my account (you confirm with your password). Closing it erases your account and the information in it — your name, email address and profile, your learner-profile answers and interview, career plan, learning path and progress, practice and mastery, personal courses you have not paid for, conversations with Arthur, notes, highlights, bookmarks, course reviews, support requests, calendar and reminders, notifications, sign-in history, Microsoft sign-in link and saved read-aloud audio — and signs you out everywhere. It cannot be undone.

Closing your account does not erase what we must keep for the reasons above: payment, invoice and refund records, certificates already issued, and the security audit log. Where one of those points at your account, the account itself is kept as an empty record with your name and email removed. Information you gave us on the website — applications, enquiries, invoice or scholarship forms and updates sign-ups — is held separately and is not erased by closing your account; email us to have it deleted.

11. Your choices and rights

Wherever you live, you can ask us to:

• tell you what personal information we hold about you and give you a copy — you can also download your app data yourself at any time from Settings → Security → Download my data, as a file that includes your account, courses, progress, practice history, notes, highlights, conversations with Arthur and orders;
• correct information that is wrong;
• delete your information — close your account in the app as described above, or email us for anything else, including what you gave us on the website;
• stop sending you updates — or use the unsubscribe link in any update email;
• stop analytics — choose Decline in “Cookie settings” at the bottom of any page.

If you live in California, you have the right to know what personal information we collect, use and disclose, to have it deleted or corrected, and not to be treated differently for using these rights. We do not sell personal information or share it for cross-context behavioural advertising, so there is nothing to opt out of.

To make a request, email us from the address on your account (or the one you used with us). We may need to confirm it is you before acting. We will not charge you for a reasonable request, and we will respond within the time the law requires.

12. Security

We protect your information with encrypted connections (HTTPS), access controls, a web application firewall, passwords stored only as secure hashes, and service secrets kept in an access-controlled vault. No system is completely secure, so please use a strong, unique password and tell us straight away if you think your account has been misused.

13. Changes to this policy

If we change this policy, we will post the new version here and update the date at the top. If a change is significant, we will also tell account holders by email.

14. Contact us

Questions or requests about privacy: email privacy@ciai.ai, or use our contact form. CIAI, LLC operates the California Institute of Artificial Intelligence and can be reached at: