Privacy Policy

This Policy explains how COUNSIVA handles information across its public website, demo requests, platform accounts and service operations.

1. Information we may collect

We may collect contact details submitted through demo or support forms, account and organization information, service configuration data, technical logs, security events and usage information needed to operate and protect the service. Customers may also place student, applicant, parent, partner, staff, finance and document data into their tenant environment.

2. Customer-controlled data

Education consultancies using COUNSIVA generally determine what student and operational data they collect and why. For that customer-controlled data, the consultancy remains responsible for its collection notices, legal basis, permissions and user-facing privacy obligations, while COUNSIVA processes the data to provide the service under the applicable commercial relationship.

3. How information is used

Information may be used to provide and secure the platform, authenticate users, process demo requests, maintain customer relationships, troubleshoot issues, prevent abuse, support audit and recovery, improve product reliability and comply with legal obligations.

4. Access and confidentiality

Platform access is designed around tenant, role, branch, country and workflow boundaries. Platform administration does not automatically grant access to tenant-confidential CRM data. Authorized support access, where enabled in future service processes, should follow controlled and auditable procedures.

5. Service providers

COUNSIVA may use infrastructure, hosting, email, authentication, monitoring and other technology providers to operate the service. Providers receive access only as reasonably required for their service role and remain subject to their own legal and contractual obligations.

6. Retention

Retention depends on the type of information, customer agreement, security requirements, backup practices and applicable law. Information should not be retained longer than reasonably necessary for the relevant service, legal or security purpose.

7. Security

We use technical and organizational safeguards such as access controls, private storage, audit records, secure service configuration, backups and recovery controls. No system can guarantee absolute security, so customers should also maintain strong account hygiene and appropriate staff access settings.

8. Cookies and analytics

The public site should only use cookies, analytics or similar technologies where actually configured. If optional analytics or marketing tracking is introduced, the site notice and consent approach should be updated to reflect the technology in use and applicable requirements.

9. Rights and requests

Individuals may have rights under applicable privacy laws to request access, correction, deletion, restriction or other action concerning their information. Where the data is controlled by a customer consultancy, requests may need to be directed to that organization so it can assess and instruct the appropriate action.

10. Children and minors

Education consultancy records can include information relating to minors. Customers are responsible for ensuring appropriate consent, guardian involvement and lawful processing where required. COUNSIVA provides access controls intended to support responsible handling of such records.

11. International processing

Technology providers and customers may operate in different jurisdictions. Where international processing or transfer requirements apply, appropriate contractual, technical or organizational measures should be used.

12. Updates and contact

This Policy may be updated as the service, legal requirements or processing practices change. Privacy questions and requests may be submitted through the contact details published on counsiva.com.

Draft policy for commercial launch preparation. Final jurisdiction-specific legal review is recommended.