Privacy Policy

STEM-Away® Legal
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Who we are

This site is operated by STEM-Away Inc. (“we”, “us”).
Contact: admin@stemaway.com

What information do we collect?

We collect information from you when you register on our site and gather data when you participate in the forum by reading, writing, and evaluating the content shared here.

When registering, you may be asked to enter your name and e-mail address. You may visit without registering. Your e-mail address will be verified by an email containing a unique link; if you visit that link, we know you control the address.

When registered and posting, we record the IP address that the post originated from. We may retain server logs that include the IP address of every request to our server.

We may collect limited information automatically (e.g., device/browser type, pages viewed) for security and performance.

AIVIA™ (platform): additional information we collect

If you use AIVIA™ Interviewer Kit, we also process:

From hiring users (engineers who hire):

  • Account details (name, email; optional organization)
  • Hiring preferences and role requirements
  • Platform interaction data and settings
  • Payment details handled by Stripe (we do not store full card numbers)

From candidates (invited to evaluations):

  • Name and email (for invitations)
  • Evaluation responses, transcripts, and artifacts
  • Performance metrics and evaluation summaries
  • Optional professional background information

From scouts (referrers):

  • Referral details and activity
  • Performance as an AIVIA scout
  • Reward preferences and payout information

What do we use your information for?

We use information for:

  • To personalize your experience: help us respond to your individual needs.
  • To improve our site and services: including analytics, troubleshooting, and feature development.
  • To improve customer support: respond to requests and support needs.
  • To send emails/notifications: account notices, topic/activity updates you request, replies to inquiries, and optional product updates (you can manage preferences).

AIVIA uses:

  • Provide assessments and share results with the inviting hiring user
  • Generate interview questions and insights
  • Maintain evaluation integrity and prevent fraud
  • Improve evaluation quality using aggregate, anonymized analytics

We do not sell personal information.

Legal bases for processing (EEA/UK)

For users in the EEA/UK, we process personal data on these bases:

  • Contract performance (providing the forum/AIVIA to registered users)
  • Legitimate interests (site safety, service improvement, analytics)
  • Consent where required (e.g., certain cookies/marketing)

How do we protect your information?

We implement administrative, technical, and physical safeguards appropriate to the risk (e.g., encryption in transit, access controls, monitoring). No method of transmission or storage is 100% secure.

What is your data retention policy?

We will make a good-faith effort to:

  • Retain server logs containing IP addresses no more than 90 days for security and operations.
  • Retain IP addresses associated with registered users and their posts no more than 5 years to maintain community integrity and comply with law.

We may keep data longer where required by law or to resolve disputes. Where feasible, we will honor verified deletion requests earlier.

AIVIA retention:

  • Evaluation transcripts: up to 2 years, or earlier upon verified deletion request unless retention is required by law or to resolve disputes.
  • Scout referral data: up to 5 years for tax/compliance.
  • Aggregate analytics: kept indefinitely in anonymized form.

Do we use cookies?

Yes. Cookies are small files placed via your browser that help the site recognize your device and (if logged in) your account.

  • Necessary cookies keep you signed in and protect the site.
  • Analytics/improvement cookies help us understand usage and improve features.

You can control cookies in your browser. Where required by law, we will present a consent banner for non-essential cookies.

Do we disclose any information to outside parties?

We do not sell, trade, or otherwise transfer your personally identifiable information. We share data with trusted service providers that help operate our site and services under contracts that require confidentiality and prohibit use for their own purposes. We may also disclose information to comply with law, enforce our policies, or protect rights, property, or safety. We may share non-personally identifiable information (aggregate statistics).

Key service providers (examples):

  • Stripe (payments)
  • Amazon Web Services (hosting/processing)
  • Email/notification vendors (transactional mail)

We maintain an up-to-date list of subprocessors upon request.

AIVIA: model training & providers

  • We do not use individual candidate data to train our models. We use only aggregate, anonymized data to improve the service.
  • Third-party AI providers (e.g., OpenAI/Anthropic) may process prompts to provide AIVIA functionality. We minimize personal data in prompts and maintain contractual restrictions prohibiting providers from using submitted data to train their models.

AIVIA: transcript access & sharing

  • You may not disclose or redistribute other users’ evaluation data without permission or a valid legal basis.

Third party links

Occasionally, we may include or offer third-party products or services on our site. These sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. We welcome feedback about third-party links.

Your privacy rights

EEA/UK (GDPR): You may request access, rectification, erasure, restriction, portability, and object to certain processing.
California (CPRA): You may know/access, delete, correct, opt-out of “sale”/“sharing” of personal information (we do not sell personal information), and limit the use of sensitive personal information where applicable.

How to submit a request: Email admin@stemaway.com. We will verify your identity before responding.

You can also manage email preferences in your account or via unsubscribe links.

International data transfers

We may store and process data in the United States and other countries. Where required, we rely on Standard Contractual Clauses, implement additional safeguards, and conduct transfer impact assessments for EEA/UK personal data.

Children’s Online Privacy Protection Act Compliance

Our site, products, and services are directed to people at least 13 years old or older. If this server is in the USA, and you are under 13, per COPPA (Children’s Online Privacy Protection Act), do not use this site.
In some countries (e.g., EEA/UK), the minimum age may be higher (up to 16); do not use the site if you are under the applicable minimum age.

Do Not Track & your choices

Browsers may offer a Do Not Track (DNT) signal; there is currently no industry consensus on how to respond, so we do not act on DNT signals. You can manage cookies in your browser and email preferences in your account.

Online Privacy Policy Only

This online privacy policy applies only to information collected through our site and not to information collected offline.

Your Consent

By using our site, you consent to this privacy policy.

Changes to our Privacy Policy

If we decide to change our privacy policy, we will post those changes on this page and, where changes are material, provide notice via email or in-product notifications.

Effective date: 09/03/2025

This document is CC-BY-SA.