Privacy Policy

The controller of your personal data is Dissemina SpA, tax ID (RUT) 78.368.621-K, represented by its General Manager, Katherine Castillo. AcademicOS is a brand of Dissemina SpA.

Privacy contact: hello@heydissemina.com. Through this channel we handle questions, requests to exercise your rights and complaints about your data.

We process data about people who create an AcademicOS account and people who visit the site.

You provide the data when you use AcademicOS (or Google does, if you choose to sign in with Google). When you ask us to, we complete the details of your publications with metadata from public bibliographic sources (section 3).

• Account data: name, email address, password (stored encrypted by our authentication provider) and, if you add them, institution, position, ORCID and photo.
• Sign in with Google (optional): if you choose to sign in with Google, Google gives us your name, your email and, if available, your profile photo.
• Academic data: what you record in the 14 categories (publications, education, teaching, thesis supervision, projects and funding, conferences, awards, among others).
• Documents: files you upload as evidence (certificates, diplomas, receipts). Do not upload identity documents (ID card, passport).
• Payment data: received and processed by the payment gateway (Paddle or MercadoPago). We store the status of your subscription and the identifiers the payment gateway gives us; we do not store card numbers.
• Technical and security data: IP address, browser, approximate country based on the network, language, and the access and activity logs needed to operate and protect the service.
• Home page version: we show two versions of our home page to learn which one explains the service better. We store in your browser which version you saw, with no personal identifier, and if you create an account with email and password that version is saved with your sign-up to count, in aggregate, how many sign-ups and payments come from each one.
• Service events: we record some key events (sign-up, start of a payment, activation or cancellation of a subscription, import of a CV) linked to your internal identifier, without your name or your email, to measure how the service is working.
• Browsing analytics: only if you accept it in the cookie banner (section 7).

• To provide the service: store and organize your academic record, and generate your exports in PDF and Word, depending on your plan.
• To complete the details of your publications when you ask us to, by looking up public bibliographic sources (OpenAlex, Crossref and Unpaywall) with the DOI or the title.
• To analyze documents and CVs with artificial intelligence, only when you start it (section 5).
• To manage your account, your plan and your payments, and to send you service emails.
• To show your public profile, only if you turn it on (section 11).
• To send you news, only with your consent.
• To protect the service, prevent abuse and fraud, and comply with legal obligations.
• To measure how the service is working with key events, without your name or your email, and, only if you accept it, with browsing analytics.

We do not sell, rent or share your personal data with third parties for advertising or marketing. AcademicOS does not evaluate or weight your output and does not send your data to any application portal.

• Performance of the contract: this is the main basis. We process your data because it is necessary to provide the service you accepted in the Terms: storing your academic record, generating your exports and managing your account and your subscription.
• Consent: only for optional features: AI-powered document analysis, the public profile, browsing analytics and news emails. It is requested separately, it is not a condition for using the service and you can withdraw it whenever you want.
• Legal obligation: for example, keeping tax records of payments.
• Legitimate interest: for the security of the service, the prevention of abuse and fraud, aggregate measurement of which version of the home page works better and the recording of key service events, provided your rights do not override it.

• CV import and document analysis use the Anthropic API (USA). They only run when you start them, and before document analysis we ask for your consent.
• The content is sent encrypted (TLS). Anthropic does not use this data to train its models and keeps it only for a limited period, according to its retention policy for API customers.
• The extracted data is shown to you for review before it is saved to your account. There are no automated decisions or profiling with effects on you: the AI only extracts data that you review before saving.
• You can choose not to use these features, or object to them, without affecting the rest of the service.

We operate from Chile with providers that process data on our behalf, or that act as independent third parties where indicated. Some are outside your country, so your data may be processed abroad, with appropriate security measures:

Chile’s Personal Data Protection Agency has not yet determined which countries offer an adequate level of protection. Therefore, transfers to providers in the USA (Supabase, Anthropic, Resend, Paddle, Cloudflare) and in the European Union (PostHog, Sentry) rely on the data protection contractual clauses in each provider’s data processing agreement.

• Essential: to keep you signed in, remember your language and make the service work. They cannot be turned off.
• Home page version: first-party cookies that only record which version of the home page you saw. They last 180 days, contain no personal data and are not shared with third parties.
• Analytics (PostHog, EU): only activated if you accept them in the banner, and you can withdraw them at any time from Settings. If your browser sends the Global Privacy Control signal, we reject them automatically.
• Visit counting (Cloudflare Web Analytics): we count home page visits in aggregate, without cookies and without building a profile of you, so it does not depend on the banner.

We do not use advertising cookies.

We keep your data while you have an account. We do not delete it for non-payment: if your paid plan ends, your data and your documents stay in the Profile plan, and you can download them whenever you want.

If an account goes 3 years without use and has no active paid plan, we email 30 and 7 days before and, if nobody signs in, we delete it with its data and documents (Terms, section 13.5). We do not keep data that no longer serves to provide the service.

When you delete your account from Settings, we immediately delete your data, your files and your user, and cancel any active renewal. Only a minimal technical record of the deletion remains (internal identifier, date, number of items deleted and the subscription identifiers at the payment gateway), without your content. Data may remain in the encrypted backups of our database provider until they are replaced in their automatic cycle.

Payment receipts that tax law requires to be kept are retained for the legal period: for USD payments, Paddle keeps them; for CLP payments, MercadoPago and Dissemina.

You can exercise the rights of:

• Access: knowing what data about you we process.
• Rectification: correcting it, directly from the app.
• Erasure: deleting your account and your data from Settings.
• Objection: objecting to processing based on legitimate interest or for dissemination purposes.
• Portability: downloading all your data in JSON and CSV, and your supporting documents in ZIP or PDF, from Settings, also on the Profile plan.
• Blocking: requesting the temporary suspension of processing while a request is resolved.
• Withdrawal of consent: at any time, without affecting processing carried out before.
• Not being subject to automated decisions: we do not make decisions about you based solely on automated processing.

Write to us at hello@heydissemina.com from your account email. We respond within 30 calendar days, extendable once by another 30 (we will tell you if we need it). Requests for temporary blocking are answered within 2 business days. If we do not respond in time or we reject your request, in Chile you can file a complaint with the Personal Data Protection Agency and, in other countries, with the relevant data protection authority.

We use encryption in transit (HTTPS) and at rest, separation of each account's data and restricted internal access.

If a security breach affecting your data occurs, we will contain it, report it to the competent authority within the time limits and in the cases set by law, and notify you directly when it poses a risk to you.

• It is optional and turned off by default; it is only published if you turn it on.
• You choose what is shown. Your email is never shown publicly.
• By turning it on, you accept that search engines such as Google may index it.
• You can turn it off at any time from Settings, with immediate effect.
• What you publish on your profile is your responsibility; we host it and display it on your behalf.

AcademicOS is for people aged 18 and over. We do not knowingly collect data from minors.

We will publish each version with its date. If the change is significant, we will notify you by email reasonably in advance.