Privacy Policy

1. Who We Are

Scholarship Steward is a service of JB United LLC, a California limited liability company. We provide an AI-powered document collection and eligibility management platform for renewable scholarship programs — automating the collection of transcripts, FAFSA summaries, and award letters from current scholarship recipients every renewal cycle.

This Privacy Policy describes how we collect, use, and protect information from two types of users: scholarship managers (staff who administer scholarship programs) and students (current scholarship recipients who upload documents).

Questions or requests may be directed to admin@jbuni.com.

2. Information We Collect

Scholarship Managers

• Name and email address (provided at account creation via Clerk)
• Organization name (used to identify your scholarship program)
• Program settings: contact email, logo, and optional redirect URL
• Action history: invitations sent, manual resends, status changes (logged in our activity system)

Students

• Name and email address (provided by the scholarship manager at invitation, confirmed by the student)
• Date of birth (optional, used only to determine cosigner requirements for students under 18)
• Uploaded documents: academic transcripts, FAFSA Submission Summaries, and financial aid award letters
• Data extracted from those documents by AI (GPA, credits, aid year, SAI, costs, grants)
• Guardian name and email address (only when a cosigner is required)

Usage Data

We log all significant actions taken within the platform — including document uploads, nudges sent, cosigner approvals, and status changes — with timestamps and actor identifiers. These logs form the activity trail visible to scholarship managers and are used to operate and improve the Service.

3. How We Use Information

• To operate the Service: authenticate users, send invitation and reminder emails, display dashboards, and process document uploads.
• To extract scholarship data: documents are sent to an AI processing service to extract structured fields. Extracted data is stored in our database and displayed to scholarship managers to assist with eligibility verification and renewal decisions.
• To communicate with users: transactional emails including invitations, reminders, cosigner requests, and submission confirmations.
• To maintain an audit trail: every agent and human action is logged with timestamp, actor, and entity, providing full visibility to scholarship managers.
• To improve the Service: aggregate usage patterns may be analyzed to improve reliability and features. We do not sell personal data.

4. Data Processors

We use the following third-party services to operate Scholarship Steward. Each processes data only as necessary to provide their respective service.

5. Document Storage and Retention

Uploaded documents are stored in Supabase Storage and are accessible only to the student who uploaded them and to scholarship managers of programs the student has explicitly shared their documents with.

Documents and extracted data are retained for the duration of the scholarship manager's active subscription. Upon account termination, data is retained for 30 days to allow for export requests, then permanently deleted.

Students may request deletion of their documents and account at any time, independent of the scholarship manager's subscription status, by contacting us at admin@jbuni.com.

6. Student Rights

Students have the right to:

• Request access to their stored documents and extracted data.
• Request correction of inaccurate personal information.
• Request deletion of their account and all associated documents.
• Withdraw sharing consent for a specific program (contact us to facilitate).

To exercise any of these rights, email admin@jbuni.com from the email address associated with your student account. We will respond within 30 days.

7. Scholarship Manager Rights

Scholarship managers may request access to, correction of, or deletion of their account data by contacting us at admin@jbuni.com. Deletion of a scholarship manager account will trigger deletion of associated program data, including student document data, within 30 days.

8. Security

We implement industry-standard security practices including:

• Encrypted data in transit (TLS) and at rest.
• Row-level security (RLS) in our database, ensuring each user can access only their own data.
• Email/password and Google OAuth for student authentication, managed by Supabase Auth.
• Service role keys used only server-side; no client-side database access.
• Signed, time-limited URLs for document access — files are never publicly accessible.

No security system is perfect. If you discover a potential security issue, please contact us immediately at admin@jbuni.com.

9. Children's Privacy

The student portal is designed to be used by current scholarship recipients, who may include individuals under 18. When a student is identified as a minor, the platform requires a parent or guardian to approve the sharing of that student's documents before any scholarship manager can view them.

Scholarship managers are responsible for ensuring they have appropriate authorization to collect and process information from minor students in connection with their scholarship programs, and for complying with applicable laws including COPPA and FERPA where applicable.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify scholarship managers of material changes via email at least 14 days before they take effect. Continued use of the Service after the effective date constitutes acceptance of the updated policy.

11. Contact

For questions, requests, or concerns about this Privacy Policy or how we handle your data, contact JB United LLC at admin@jbuni.com.