Privacy Policy

1. Introduction

PetroMind provides AI-powered services for petroleum engineers, including interactive conversations with advanced language models (GPT and Claude) and multiple-choice question (MCQ) generation and evaluation. This Privacy Policy explains how we collect, use, and safeguard personal data when you use our platform.

2. Information We Collect

• Account Information: When creating an account, we collect your name, email address, role (user, admin), subscription plan, balance, and available free resources.
• Usage Data: We store AI chat conversations, number of messages, tokens, costs, and timestamps, as well as MCQ session data including topic, number of questions, tokens, costs, and completion status.
• Payment Data: For purchases, we record transaction ID, amount, payment method (e.g., Stripe), status, and date.
• Admin and System Logs: We log admin activities, including settings changes, balance adjustments, and database monitoring actions such as active transaction checks and emergency interventions.
• Cookies & Similar Technologies: We use cookies to manage login sessions, save preferences, and analyze usage.
• Device Data: We may collect IP address, browser type, operating system, and access times to improve security.

3. How We Use Information

• Service Delivery: To provide AI responses, summaries, and MCQ tests.
• Account & Billing Management: To process purchases, top-ups, and invoices.
• Service Improvement: To analyze usage and enhance AI performance.
• Security: To log admin actions, monitor databases, and detect abnormal activity.
• Admin Access to Conversations: Admins may access user conversations strictly for operational, diagnostic, and support purposes only. Conversations are never used for marketing, profiling, or resold to third parties.
• Legal Compliance: To comply with laws and regulations.

4. Information Sharing

• AI Model Providers: User inputs are sent to third-party model providers (OpenAI, Anthropic) to generate responses.
• Payment Processors: Payment data is shared with external processors like Stripe.
• Hosting & Infrastructure Providers: Data may be shared with cloud service providers for performance.
• Legal Requests: We may disclose data in response to lawful requests.
• With Consent: We will not share your data for marketing without your consent.

5. Data Retention

We retain user data while accounts remain active and for as long as needed to provide services. After account closure, limited records may be retained for legal or compliance purposes. Users can request data deletion subject to technical and legal limitations.

6. User Rights

You have the right to:

• Access, correct, or update your data.
• Request deletion or restriction of processing.
• Object to data processing.
• Withdraw consent at any time.
• Request data portability in machine-readable format.

To exercise these rights, contact our support team.

7. Security

We implement technical and administrative measures such as encryption, logging of admin actions, and database monitoring. While we strive for strong protection, no system is 100% secure. Users are responsible for safeguarding their login credentials.

8. International Data Transfers

Data may be processed on servers outside your country of residence, subject to appropriate legal safeguards.

9. Third-Party Services

The platform may contain links to third-party websites or services. We are not responsible for their privacy practices.

10. Children’s Privacy

The service is not intended for individuals under 18. If we become aware that data from a minor has been collected without parental consent, we will delete it immediately.

11. Policy Updates

We may update this Privacy Policy from time to time. Significant changes will be communicated via email or platform notifications. Continued use of the service indicates acceptance of the updated policy.

12. Contact

For questions or privacy-related requests, please contact us at: info@petromind.ai