Privacy Policy

Welcome to MindLobby.

This Privacy Policy explains what personal data we collect, how we use it, and what rights you have over it. We believe in being straightforward — this page only describes what our platform actually does today.

We respect your privacy and aim to comply with the requirements of Republic Act 10173 (Data Privacy Act of 2012) and other applicable data protection laws.

What We Collect

Account Information

When you create an account, we collect:

Username — your chosen display name, visible to other users in lobbies
Email address — used for account verification, password resets, and account-related notifications
Password — stored as a one-way hash (we never see or store your actual password)

Uploaded Content

When you use MindLobby's study features, we store:

Documents — PDF, DOC, DOCX, PPTX, and TXT files you upload for flashcard generation
Generated flashcards — question-and-answer pairs created by our AI from your documents
Quiz results — your scores and completion history
Topics — category labels you create to organize your study materials

Automatically Collected Data

Some data is collected automatically when you use the platform:

Session cookies — to keep you logged in during your browser session
IP address and browser info — recorded only when you request a password reset, for security purposes
Login timestamps — to show your last login date on your profile

How We Use Your Data

Authentication

Your email and password are used to verify your identity when logging in. We send a one-time verification code (OTP) to your email during registration.

AI Processing

Text extracted from your uploaded documents is sent to a third-party AI service to generate flashcards. The extracted text is not stored by the AI provider after processing.

Multiplayer Features

Your username is shared with other players in real-time lobbies. Game scores and results are visible to participants during and after a session.

Data Storage & Security

How We Store Your Data

All account data, documents, and flashcards are stored in a database on our server. Passwords are hashed using industry-standard algorithms — we cannot see or recover your original password. Uploaded files are stored on the server's filesystem and associated with your account.

Cookies

MindLobby uses session cookies only — small text files stored in your browser to keep you logged in while you use the platform. We do not use tracking cookies, advertising cookies, or third-party analytics cookies. If you disable cookies, you will not be able to stay logged in.

Third-Party Services

We use the following external services:

Gmail SMTP — to send verification codes and password reset emails
AI API (OpenRouter) — to generate flashcard questions from your document text

We do not sell, rent, or share your personal data with any other third parties.

Your Rights

Under the Data Privacy Act of 2012, you have the following rights over your personal data

Right to Access

You can view all of your account information, documents, and flashcards directly on the platform at any time.

Right to Correction

You can update your username, email, password, and profile picture through your Profile Settings page.

Right to Erasure

You can delete individual documents and flashcards, or delete your entire account from Profile Settings. Account deletion is immediate and permanent — all your data is removed from our database.

Right to Object

If you believe your data is being processed improperly, you may contact us to raise your concern.

What We Don't Do

We don't send marketing or promotional emails

We don't use tracking or advertising cookies

We don't sell or share your data with third parties

We don't collect phone numbers or school IDs

We don't retain your data after account deletion

We don't run third-party analytics on your usage

Contact & Updates

Changes to This Policy

We may update this Privacy Policy as the platform evolves. Any changes will be reflected on this page. This policy was last updated on March 3, 2026.

How to Reach Us

If you have questions about this Privacy Policy, want to exercise your data rights, or need to report a concern, please contact us.

Arellano University, Pasig City, Philippines

Email: contact.mindlobby@gmail.com