UNIVIA — PRIVACY POLICY

Last updated: 31 July 2026

Univia supports students in their academic and international orientation, alongside their teachers, guidance counsellors and legal guardians. Our services process personal data relating, for the most part, to minors: we apply a heightened standard of care accordingly.

This policy explains what data we collect, why, who we share it with, how long we keep it and how to exercise your rights.

1. DATA CONTROLLER

UNIVIA EDUCATION, a French simplified joint-stock company (SAS)

• Address: 102 ter avenue de Saint-Mandé, 75012 Paris, France
• Email: contact@univia.ai
• Phone: +33 7 56 98 86 38
• Trade register: Paris 941 525 909
• SIRET: 941 525 909 00011
• President: Eliot SBERRO

For any question regarding your personal data: contact@univia.ai (subject: “Personal data”).

2. SCOPE

This policy covers all Univia services:

the Univia web platform (student, parent, teacher, coach and school spaces);
the Univia mobile app (iOS and Android), restricted to teachers, guidance counsellors and school staff;
orientation sessions held by video call or in person;
emails and notifications related to these services.

Where Univia acts on behalf of a partner school (account imports, classes, sign-in through the school's digital environment), the school and Univia each act within their own scope; the applicable terms are set out in the agreement signed with that school.

3. DATA WE COLLECT

3.1 Account data

Identity: last name, first name, email address, phone number (optional).
Authentication: password (always stored hashed, never in clear text), sessions, verification codes, two-factor authentication, and the Google or École Directe sign-in identifier where you use those sign-in methods.
Role and affiliations: student, parent, teacher, coach, school staff, class, school.

3.2 Guidance data (students)

Academic record: year group, class, specialisms, subjects, grades and reports you share with us, languages, tests and certifications.
Orientation plans: target destinations, programmes, applications, ongoing steps, selection criteria, constraints and reservations.
Family context relevant to the guidance provided, including the budget stated by the family.
Student context sheet: structured notes produced from sessions and shared documents, with consent tracked section by section.
Content you create: questionnaire answers, university lists, favourites, messages and comments.

3.3 Orientation sessions

Scheduling: dates, participants, format (video or in person), attendance.
Audio and video: the video-call stream and, for in-person sessions, an audio recording made from the teacher's mobile app — only after consent has been obtained (see section 6).
Written transcript of the session and its summary (objectives, deadlines, session report).

3.4 Billing data

Purchased modules, access rights, order history and invoices. Your card details never pass through our servers and are not stored by Univia: payments are handled directly by our provider Stripe.

3.5 Technical and usage data

Technical logs: IP address, timestamps, device and browser type, pages viewed, errors.
Audit log: records of access to sensitive data, kept for your security and our compliance.
Analytics: aggregated usage statistics (see section 11).

We collect no contacts from your address book, and we use no advertising identifier.

4. PURPOSES AND LEGAL BASES

Why we process your data	Legal basis (GDPR)
Create and manage your account, authenticate you	Performance of a contract (Art. 6(1)(b))
Deliver orientation guidance: sessions, student sheet, summaries, objectives, deadlines	Performance of a contract (Art. 6(1)(b))
Record and transcribe a session	Consent (Art. 6(1)(a)), withdrawable at any time
Process payments and issue invoices	Contract and legal obligation (Art. 6(1)(b) and 6(1)(c))
Send service emails (confirmations, session reminders, session reports)	Performance of a contract (Art. 6(1)(b))
Newsletter and product updates	Consent (Art. 6(1)(a)), unsubscribe at any time
Secure the service, prevent fraud and abuse, log access	Legitimate interest (Art. 6(1)(f))
Measure usage and improve the service	Legitimate interest (Art. 6(1)(f)), on strictly necessary data
Comply with a legal obligation or an authority's request	Legal obligation (Art. 6(1)(c))

5. MINORS

Univia serves students, a large share of whom are minors. A minor's account is opened either by a legal guardian or by the school under the agreement between that school and Univia. The precise arrangements that apply depending on the student's age and the access route are set out in our terms of use.

Some schools may use a teacher-only tool that allows certain students to be followed without a personal account on the platform; that case falls under a specific consent regime, set out in the agreement signed with the school concerned.

A legal guardian may at any time request access to their child's data, its correction or its deletion.
Sensitive consents — in particular session recording — are obtained from the legal guardian when the student is a minor.
No student data is used for advertising or sold to a third party, subject to two cases, each resting on its own separate and revocable consent: the sharing of certain data with the school as part of the Clarior integrated coach mode, and the use of an identifiable teaching excerpt for communication purposes, always with the prior agreement of the legal guardian.

6. SESSION RECORDING AND TRANSCRIPTION

6.1 A recording only takes place if

the student and their legal guardian have been informed;
consent has been collected through the dedicated checkbox;
a reminder is given when the session starts.

In the mobile app, the teacher must confirm this consent before every in-person recording. The microphone and camera are only active during a live session.

6.2 What we use it for

The recording is used to produce a written transcript and then a session summary (report, objectives, deadlines) intended for the student, their legal guardian and the team supporting them.

6.3 Retention

The audio file is automatically deleted no later than 3 days after the session by a daily purge. Only the transcript and the summary, as text, are kept longer term. Temporary recordings held by our video-conferencing provider are erased as soon as they have been transferred to our storage.

6.4 Withdrawing consent

Consent may be withdrawn at any time, without justification, at contact@univia.ai or with the referring teacher. Withdrawal applies going forward: subsequent sessions will not be recorded.

7. USE OF ARTIFICIAL INTELLIGENCE

Univia uses artificial-intelligence models to transcribe sessions, draft summaries, structure the student sheet and suggest orientation options. AI-generated content is labelled as such.

No automated decision-making. No decision producing legal or similarly significant effects (admission, selection, grading) is made by an automated system. AI output is working material, always reviewed and arbitrated by a human professional and then by the student and their family.
No training on your data. We contractually require our AI providers not to use content submitted through their interfaces to train or improve their models.
Minimisation. Only the elements needed for the requested processing are sent to the model, and a filter screens out sensitive content before anything is written durably into the student sheet.

8. WHO HAS ACCESS TO YOUR DATA

8.1 Within Univia and the teaching team

The student accesses their own data.
The legal guardian accesses their child's data.
Teachers, guidance counsellors and coaches access the data of the students assigned to them, limited to what is necessary for the guidance provided.
Authorised Univia staff access data to operate and support the service; such access is logged.

8.2 Our processors

We rely on several providers to deliver our services. They process data on our behalf, on our instructions and under a contract compliant with Article 28 GDPR. Which providers are involved depends on the channel through which you access the platform.

Providers common to both channels (school and Clarior): Scaleway for hosting and the database, Bunny for file and backup storage, Daily for video conferencing, Mistral AI for the artificial-intelligence model, Deepgram for the transcription of in-person sessions, Resend for transactional email, and hCaptcha for anti-bot protection on forms. Search within the university catalogue is no longer entrusted to a provider: it is performed directly by our own database.

Google is also involved on both channels, for sign-in and mapping, but its use remains mainly attached to the Clarior channel.

Providers specific to the Clarior channel only: Stripe for online payments, and SignWell for the electronic signature of contracts.

If you access the platform through a partner school, only the providers listed in the first paragraph concern you; Stripe and SignWell are never involved on that channel.

8.3 What we do not do

We do not sell your data. We do not rent it. We do not pass it to data brokers or ad networks, and we do not use it to track you across other apps or websites.

9. TRANSFERS OUTSIDE THE EUROPEAN UNION

The core of the data — accounts, students, parents, sessions, context sheets — is hosted in the European Union. Some of the processing listed in section 8 nevertheless involves providers established in the United States.

Those transfers are framed by the safeguards set out in Chapter V GDPR: European Commission standard contractual clauses, participation in the EU-U.S. Data Privacy Framework where the provider is certified, and additional technical measures (encryption in transit, minimisation of the data sent).

A copy of the applicable safeguards can be requested at contact@univia.ai.

10. RETENTION PERIODS

Data	Period
Account and profile	How long we keep your account and profile depends on the framework under which you use the platform: it is set by the agreement between Univia and your school if you access it through a partner school, and by the terms and conditions of sale if you subscribed to a Clarior module directly. The contractual document that applies to you states the exact period for your situation.
Session audio recordings	3 days maximum, automatic daily purge
Transcripts, summaries and student context sheet	For the duration of the guidance, then deleted with the account
Documents you upload (school reports, papers)	For the duration of the guidance, deletable on request at any time
Invoices and accounting records	10 years (legal obligation)
Technical logs and audit log	12 months
Database backups	Continuous rotation, encrypted backups
Newsletter	Until you unsubscribe, and at most 3 years without interaction

Data may be kept beyond these periods, in restricted-access archiving, where the law requires it or to establish or defend a legal claim.

11. COOKIES AND TRACKERS

Strictly necessary cookies: keeping you signed in, security, anti-fraud protection on forms. They cannot be disabled without breaking the service.
Analytics: usage statistics used to improve the service, processed on a European instance and limited to what is necessary.
No advertising cookies, no social-network trackers, no profile sharing with third parties for targeting purposes.

Full details of the trackers we use, their purposes and your choices are available in our dedicated cookie policy.

12. MOBILE APP

The Univia mobile app is intended for teachers, guidance counsellors and school staff. It uses the following permissions:

Microphone: only during a video session or a consented in-person recording. On Android, a foreground-service permission keeps the capture running when the screen locks during a live session.
Camera: only during a video-conference session.
Notifications: session reminders and the status of an ongoing recording.

The app collects no location data, no contacts and no advertising identifier, and performs no tracking for advertising purposes within the meaning of App Store rules. Permissions can be revoked at any time in your device settings; session recording then becomes unavailable.

Deleting the app does not delete your account: to do that, send us a request at contact@univia.ai (see section 14).

13. SECURITY

HTTPS/TLS encryption in transit across all services.
Database not exposed to the internet; administrative access through an encrypted tunnel only.
Passwords stored hashed; sessions on secure cookies (httpOnly, Secure).
Server access by cryptographic key, password authentication disabled.
Regular encrypted backups.
Logging of access to sensitive data and role-based permissions.

In the event of a data breach likely to result in a high risk to your rights, we notify the CNIL and the individuals concerned under the conditions set out in Articles 33 and 34 GDPR.

14. YOUR RIGHTS

Under the GDPR, you have the following rights:

Access: obtain a copy of the data we hold about you.
Rectification: correct inaccurate or incomplete data.
Erasure: request deletion of your data and your account.
Restriction: request that contested processing be frozen.
Objection: object to processing based on our legitimate interest.
Portability: receive your data in a structured, machine-readable format.
Withdrawal of consent: at any time, for processing that relies on it (session recording, newsletter), without retroactive effect.
Post-mortem instructions: set what happens to your data after your death.

How to exercise these rights: write to contact@univia.ai, or by post to UNIVIA EDUCATION — 102 ter avenue de Saint-Mandé, 75012 Paris, France. For a minor, the request may be made by their legal guardian. We may ask for proof of identity in case of reasonable doubt, and we respond within one month, extendable by two months for complex requests.

You also have the right to lodge a complaint with the French data protection authority, CNIL — 3 place de Fontenoy, TSA 80715, 75334 Paris Cedex 07, France — www.cnil.fr.

15. CHANGES TO THIS POLICY

We may update this policy, in particular to reflect new features or regulatory changes. The last-updated date appears at the top of this page. For substantial changes, we will inform you by email or through an in-service notification.

16. CONTACT

Any question, request or complaint about your personal data: contact@univia.ai — UNIVIA EDUCATION, 102 ter avenue de Saint-Mandé, 75012 Paris, France.

See also our terms and conditions of sale (French only).