Privacy Policy

Effective Date: April 12, 2026

Vocab Mine Team ("we", "us", or "our") operates the Vocab Mine application and website (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

Please read this policy carefully. By using the Service, you consent to the practices described in this Privacy Policy.

1. Information We Collect

1.1 Information You Provide

  • Account Information: Email address, display name, and password when you register
  • Profile Preferences: Native language, target language, country, and display preferences
  • Vocabulary Data: Words and phrases you add to the Service, along with any notes or custom content
  • Learning Data: Your responses to exercises, writing practice submissions, and learning progress
  • Collections: Word groupings and organizational data you create
  • Feedback: Bug reports, feature suggestions, and other feedback you submit, including the page you were on when submitting
  • Notifications: Read/unread status of in-app notifications

1.2 Information Collected Automatically

  • Usage Data: Features used, pages visited, learning sessions completed, and interaction patterns
  • Device Information: Browser type, operating system, and device type
  • Log Data: IP address, access times, and referring URLs

2. How We Use Your Information

We use the information we collect to:

  • Provide the Service: Process your words through AI, generate learning exercises, translate content, and track your progress
  • Personalize Your Experience: Adapt content to your language preferences and learning level
  • Improve the Service: Analyze usage patterns to enhance features and fix issues
  • Communicate with You: Send account-related notifications, password resets, and service updates
  • Ensure Security: Detect and prevent fraud, abuse, and unauthorized access

3. Third-Party Services

We use the following third-party services to operate and improve the Service:

  • Amazon Web Services (AWS): Cloud infrastructure for data storage, computing, and content delivery. Data is primarily stored in AWS data centers in Singapore.
  • Third-Party AI Language Models: Used to generate word definitions, example sentences, nuance explanations, exercises, writing feedback, and input validation (spelling checks). Your vocabulary words are sent to these services for processing. The specific AI provider may change over time as we evaluate service quality.
  • Firebase (Google): Used for user authentication (Google sign-in) and analytics. Firebase collects standard analytics data including page views, user interactions, and device information. See Firebase Privacy Policy.

These third-party services have their own privacy policies governing their use of data. We only share the minimum data necessary for each service to function.

4. Data Storage and Security

  • Your data is stored in Amazon DynamoDB with encryption at rest
  • All data transmission uses HTTPS/TLS encryption
  • Authentication is handled via JWT tokens with secure storage
  • Passwords are hashed using industry-standard algorithms and are never stored in plain text
  • We implement access controls and regularly review our security practices

While we take reasonable measures to protect your data, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

5. Data Retention and Deletion

  • Active Accounts: Your data is retained for as long as your account is active
  • Account Deletion: When you delete your account through the Settings page, your account enters a 30-day grace period. During this time, you can reactivate your account and recover your data. After 30 days, all your personal data is permanently deleted from our systems.
  • Inactive Accounts: We may delete accounts that have been inactive for an extended period, with advance notice sent to your registered email

6. Cookies and Local Storage

The Service uses the following browser storage mechanisms:

  • JWT Authentication Tokens: Stored in local storage to maintain your login session
  • User Preferences: Theme selection (light/dark), sort preferences, and display settings stored in local storage
  • Session Data: Temporary data for your current learning session

We do not use third-party tracking cookies or advertising cookies. We do not sell your data to advertisers.

7. Your Rights

You have the following rights regarding your personal data:

  • Access: You can view all your data within the application at any time
  • Export: You can export your vocabulary data through the Settings page
  • Correction: You can edit your profile information and vocabulary data at any time
  • Deletion: You can delete individual words, collections, or your entire account through the application
  • Portability: Your exported data is provided in a standard, machine-readable format

To exercise any of these rights, use the features available in the application's Settings page, or contact us directly.

8. Children's Privacy

The Service is not designed for or directed at children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected data from a child under 13, we will take steps to delete that information promptly. If you believe a child under 13 has provided us with personal data, please contact us.

9. International Data Transfers

Your data is primarily stored and processed on servers located in Singapore. As we grow, data may be stored in additional regions to improve performance and reliability. If you are accessing the Service from outside the region where your data is stored, your data will be transferred to and processed in that region. By using the Service, you consent to this transfer.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make significant changes, we will:

  • Update the "Effective Date" at the top of this page
  • Notify you via email or through the Service
  • Provide a summary of key changes

Your continued use of the Service after changes take effect constitutes acceptance of the updated Privacy Policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

  • Email: support@vocabmine.com
  • Through the application's Settings > Support page