Privacy Policy

Effective date: October 1, 2026  ·  Nexus Technologies, Sunyani, Ghana

Plain English summary: We collect your email and research content to run the platform. We use AI to help you write your thesis. We don't sell your data. You own your research. Contact us at privacy@nexussophia.com with any questions.

1. Who we are

Nexus Sophia is an AI-powered research platform operated by Nexus Technologies, based in Sunyani, Ghana. We help PhD researchers and graduate students write and manage their thesis work. References to "we", "us" or "our" in this policy mean Nexus Technologies.

2. What data we collect

We collect the following information when you use Nexus Sophia:

  • Account data — your name, email address, and password (stored as a secure hash, never in plain text)
  • Research content — documents, chapters, citations, and notes you create or upload on the platform
  • Usage data — pages you visit, features you use, and actions you take on the platform
  • AI conversation data — messages you send to the AI assistant and the responses you receive
  • Files you upload — PDF papers, documents, and other files you add to your projects
  • Technical data — your IP address, browser type, and device information collected automatically when you visit the site

We do not collect payment card information. We do not collect sensitive personal information such as health records, financial details, or government ID numbers.

3. How we use your data

We use your data to:

  • Create and manage your account
  • Provide the AI writing, citation, and research tools
  • Send you account-related emails (verification, password reset)
  • Improve the platform based on how it is used
  • Respond to your support requests
  • Comply with our legal obligations

We do not use your research content to train AI models. Your thesis work is yours.

4. AI processing

When you use our AI tools (chapter writing, defence simulation, topic suggestions, plagiarism checking), your content is sent to third-party AI providers for processing. We currently use:

  • DeepSeek (operated by Hangzhou DeepSeek Artificial Intelligence, China) — for chapter drafting, AI chat, and defence simulation

Content sent to these providers is subject to their own privacy policies and data processing terms. We recommend not including highly sensitive personal information in your AI conversations.

5. Who we share your data with

We share your data only with the following parties, and only as necessary to operate the platform:

  • Hetzner Online GmbH (Germany) — our server hosting provider. Your data is stored on servers in Helsinki, Finland.
  • Cloudflare R2 (United States) — used to store files you upload, such as PDF papers
  • DeepSeek (China) — for AI processing as described above
  • Google — if you choose to sign in with Google, Google shares your name and email with us

We do not sell your data to anyone. We do not share your data with advertisers.

6. Your research content belongs to you

You retain full ownership of all research content you create on Nexus Sophia — your documents, chapters, citations, and notes. We do not claim any rights over your thesis or research work. We store it only to provide the service to you.

7. Data retention

We keep your data for as long as your account is active. If you delete your account, we will delete your personal data within 30 days, except where we are required by law to keep it longer. Some anonymised usage statistics may be retained indefinitely.

8. Your rights

You have the right to:

  • Access the personal data we hold about you
  • Correct inaccurate data
  • Request deletion of your data
  • Export your research content
  • Withdraw consent at any time

To exercise any of these rights, email us at privacy@nexussophia.com. We will respond within 30 days.

9. Cookies

We use only essential cookies — specifically, a session cookie that keeps you logged in while you use the platform. We do not use advertising cookies, tracking cookies, or analytics cookies. You can disable cookies in your browser settings, but this will prevent you from logging in.

10. Security

We protect your data using HTTPS encryption, secure password hashing, and access controls on our servers. No system is completely secure, and we cannot guarantee the absolute security of your data. If you discover a security vulnerability, please report it to privacy@nexussophia.com.

11. Children

Nexus Sophia is designed for graduate researchers and is not intended for anyone under the age of 18. We do not knowingly collect data from children. If you believe a child has registered, please contact us immediately.

12. Changes to this policy

We may update this policy from time to time. We will notify registered users by email of any significant changes. The effective date at the top of this page shows when it was last updated.

13. Contact us

If you have questions about this Privacy Policy or how we handle your data, contact us at:
privacy@nexussophia.com
Nexus Technologies, Sunyani, Bono Region, Ghana