Placeholders are in square brackets. Everything must be verified by the owner before the policy is published as final.
1. Who we are#
TopWords ("we") is a language-learning service available on the website topwords.xyz and as an iOS app. Contact: [name or company, address if required], [support email].
2. What data we collect#
- Account data: email address, name (optional), language settings.
- Learning data: words you add, translations, practice and review results, test and grammar rule results, topics and their audio, [correspondence and notes, if released].
- Content you submit to AI features: texts you enter for translation, explanations, topics or checks.
- Feedback you send us.
- Technical data: session data (IP address, device/browser information), technical usage records of AI features, [other, per facts report].
3. Why we use it#
To provide the service (sign-in, learning, spaced repetition, AI-generated content), to keep it secure, to understand and control costs, and to answer your requests. [Legal bases under GDPR: contract performance, legitimate interests, consent where applicable. Owner to confirm.]
4. AI and other service providers#
To generate content, texts you enter are sent to [AI text provider, per facts report]. [Speech synthesis provider] generates audio. [Email provider] sends sign-in and confirmation emails. [Hosting provider] hosts the service. These providers process data on our behalf under their own terms. Please avoid entering sensitive personal data (such as policy numbers, bank details or passwords) into AI features. [Data transfers outside the EU/EEA: describe, owner to verify.]
5. Cookies and local storage#
We use a session cookie to keep you signed in [name, lifetime]. [Local storage / app storage use.] [Analytics: none / describe.]
6. How long we keep data#
Account and learning data is kept until you delete your account. Sessions expire after [period]. Sign-in tokens and email codes expire after [period]. [Other, per facts report.]
7. Deleting your account and data#
You can delete your account at any time in the app or on the website (Settings → Delete account). To confirm, we send a one-time code to your account email. Deletion cannot be undone.
What is deleted. When you confirm, we delete your profile (email, name, settings), your vocabulary and learning history, practice results, test results, topics and their audio files, feedback you sent us, and your sessions. This happens immediately.
What is kept, in anonymous form. We keep technical usage records of our AI features (for example which feature was used, when, how long it took and how many tokens were processed) to understand our costs. These records are disconnected from your account, and any text you entered or that was generated for you is removed from them.
Backups. Our backups can still contain your data for up to [X days] after deletion. Backups are not used to restore individual accounts, and deleted data is overwritten when the backups expire.
AI providers. We delete your data on our side when you delete your account, but we cannot delete data held by our AI providers. It is handled according to the provider's own retention policy [link]. Please avoid entering sensitive personal data into AI features.
8. Your rights#
[Under GDPR: access, correction, deletion, restriction, portability, objection, complaint to a supervisory authority. Owner to word and confirm.] To exercise your rights, contact [support email].
9. Children#
[Minimum age statement, per facts report and owner decision.]
10. Changes to this policy#
We may update this policy. The date at the top shows when it was last changed. [How significant changes are communicated.]
11. Contact#
[Support email, postal address if required.]