Privacy Policy

This Privacy Policy explains how DeepTrics (“DeepTrics”, “we”, “us”) collects, uses, shares, and protects personal information when you use the DeepTrics Internships platform (the “Service”). It applies to anyone who creates an account or otherwise interacts with the Service.

1. Who we are

DeepTrics is the data controller for the personal information collected through the Service. You can reach us at admin@deeptrics.com for any privacy-related question or request.

2. Information we collect

We collect the following categories of information:

• Account information — your full name, email address, password hash (we never store passwords in plaintext), and assigned role (student, mentor, or administrator).
• Student profile — university name, degree, specialisation, graduation year, optional links to external profiles (LinkedIn, GitHub), and optional location (country, state, city).
• Application and submission content — your statement of purpose, availability, weekly submissions, any links you attach to a submission, and any notes you include with a human-review request.
• Evaluation records — scores and written feedback produced by the AI mentor or by human reviewers, along with the source of each evaluation.
• Generated documents — offer letters and experience letters issued in your name, stored against an auditable record.
• Operational metadata — timestamps of actions, audit log entries (action taken, by whom, when), IP address at sign-in events for security purposes, and basic device or browser information from request headers.
• Cookies — we use a small number of strictly necessary cookies to maintain your authenticated session and remember your interface preferences. We do not use advertising or third-party analytics cookies.

3. Legal bases for processing

Where European data protection law applies, we rely on the following legal bases for processing your personal information:

• Performance of a contract — to deliver the internship programme you applied for, including evaluation and credential issuance.
• Legitimate interests — to operate, secure, and improve the Service; to detect and prevent abuse; to maintain audit records.
• Consent — for any processing not covered by the above, where applicable. You can withdraw consent at any time by contacting us.
• Legal obligation — to comply with applicable laws or respond to lawful requests from public authorities.

4. How we use your information

• To operate the internship lifecycle — review applications, assign internships, deliver weekly plans, evaluate submissions, issue credentials.
• To process weekly submissions through our AI evaluator (Anthropic Claude). Submission text and associated metadata are sent to Anthropic solely to generate evaluation output. We do not use this data to train any model, and Anthropic's API terms prohibit them from doing so without our explicit configuration to permit it.
• To send transactional emails — application acknowledgements, status updates, weekly reminders, completion notices. We do not send marketing or promotional email.
• To maintain the integrity and security of the platform — detect abuse, enforce rate limits, audit administrative actions, investigate incidents.
• To comply with legal obligations — respond to lawful requests from regulators or law enforcement, defend against legal claims, or as otherwise required by law.

5. Who we share information with

We do not sell your personal information. We do not run advertising. We share information only with the categories of recipients listed below, each under contractual obligations to protect it:

• Anthropic, PBC — provides the LLM that evaluates your weekly submissions. We send the submission text, weekly plan context, and program context for evaluation. Subject to Anthropic's privacy policy.
• Resend (if configured) — delivers transactional email. Receives your email address and the contents of the messages we send you.
• Object storage provider (S3-compatible, if configured) — stores generated offer and experience letter PDFs.
• Sentry (if configured) — receives technical telemetry on application errors. Configured to scrub user-identifying fields where possible.
• Mentors and administrators within DeepTrics — can view your submitted work and the evaluations on file, in order to provide expert review when you request it.
• Legal, regulatory, or governmental authorities — where we are required to disclose information by law or to protect rights, property, or safety.
• Successors — in the event of a merger, acquisition, reorganisation, or sale of assets, your information may be transferred to the acquiring entity. We will notify you and continue to honour this Policy.

6. International data transfers

The Service is hosted on infrastructure that may store and process data in countries other than your country of residence. Our service providers (including Anthropic) operate primarily from the United States. Where personal information is transferred outside your jurisdiction, we rely on appropriate safeguards — such as the European Commission's Standard Contractual Clauses, or equivalent mechanisms — to protect that information.

7. How long we keep information

• Active accounts — for as long as your account is active and for a reasonable archival period afterwards to support verification of the credentials we issued you.
• Application + submission content — for the duration of your participation plus a reasonable retention period for record-keeping.
• Audit log entries — retained for security investigation and integrity-of-records purposes; these may persist beyond account deletion in anonymised or pseudonymised form.
• Email communications via Resend — retained according to Resend's standard retention; we do not retain copies on our infrastructure beyond the audit log entry recording that the email was sent.

You can request deletion of your account and associated personal data at any time by emailing us; see Section 9.

8. Cookies

We use only strictly necessary cookies — a signed authentication session cookie issued by NextAuth, and a small preferences cookie (e.g. preferred locale). We do not use cookies for advertising, behavioural tracking, or cross-site profiling. We do not currently load any third-party analytics or advertising scripts.

9. Your rights

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

• Request a copy of the personal information we hold about you (right of access).
• Correct inaccurate or incomplete information (right of rectification).
• Request deletion of your account and associated personal data (right to erasure).
• Receive your personal information in a portable, machine-readable format (right to data portability).
• Object to or restrict certain processing.
• Withdraw consent where we rely on consent as the legal basis.
• Lodge a complaint with your local data protection authority. For users in the European Economic Area, you may contact your national supervisory authority; for California residents, you may contact the California Privacy Protection Agency.

To exercise any of these rights, email us at admin@deeptrics.com. We aim to respond within 30 days. We may need to verify your identity before completing the request.

10. Children and minors

The Service is intended for users who are at least 16 years old, or the age of digital consent in their jurisdiction (whichever is higher). We do not knowingly collect personal information from anyone under that age. If you believe a minor has provided us with personal information, please contact us and we will delete it.

11. Security

We use industry-standard measures to protect personal information, including encrypted transport (HTTPS), password hashing (bcrypt), signed session tokens with periodic re-validation of account status, rate limiting on authentication and AI-evaluation endpoints, and audit logging of administrative actions. No system is perfectly secure; we will notify you and the relevant supervisory authorities of any incident affecting your personal information in line with applicable law.

12. Changes to this Policy

We may update this Policy from time to time. We will update the “Last updated” date above. For material changes, we will notify you via the email on file before the change takes effect, and where required, obtain your consent.

13. Contact

Questions about this Policy or about your personal information should be directed to admin@deeptrics.com.