Privacy policy

About this policy

Last updated: October 19, 2026. This policy applies to the Grad Hub website, consultation and intake forms, newsletter, and private workspaces used to deliver academic, admissions, and career guidance. Grad Hub is responsible for the personal information it handles. For privacy questions or requests, contact our team at [email protected] and identify your message as a privacy request.

Information you provide

We collect your name, email address, contact details, and the information you choose to share when requesting a consultation, completing an intake, subscribing to the newsletter, or using an account. Consulting records may include education and employment history, program preferences, application timelines, CVs, autobiographical sketches, essays, references, STAR stories, uploaded documents, messages, and session notes. Please share only what is relevant and avoid including unnecessary health information, identification numbers, or confidential information about other people. Job applicants may also provide their qualifications, work history, and application materials.

Account, technical, and payment information

We process account and sign-in information, permissions, activity records, and technical information such as IP addresses, browser or device details, request logs, and security events. Payment providers process payment credentials; Grad Hub receives transaction references, payment status, and billing records needed to administer an engagement. Do not send payment card details in messages or uploaded documents.

How we use information

We use information to respond to inquiries, assess your needs, match you with appropriate support, prepare and deliver services, maintain your workspace, coordinate sessions, track engagement hours and progress, process payments, and send service communications. We also use relevant records to support staff, review service quality, investigate concerns, prevent misuse, and meet legal and accounting obligations. Recruitment information is used to assess applications and communicate with candidates.

Consultants and management review

Assigned consultants and authorized staff can access the information they need for their work. Consultants may submit post-session feedback, including progress, concerns, and requests for management follow-up. Authorized management reviews that feedback for quality and support; flagged or urgent feedback can trigger an internal email alert. These records are handled as service information and are not public profiles or posts. A student's workspace is private to the people given access to support that student, rather than a public social network.

Newsletter and email preferences

When you sign up for the newsletter, we record your name, email address, and signup time to send Grad Hub news, admissions tips, and event updates. You can unsubscribe using the link in a marketing email or contact us at [email protected]. Marketing emails may use tracking pixels and tracked links to record opens and clicks, and delivery services report delivery failures and complaints. Blocking remote images can limit open tracking. Unsubscribing does not stop essential account, payment, or service messages. We may retain a minimal suppression record so an unsubscribed or otherwise suppressed address is not added back to marketing sends.

Cookies and similar technologies

The website uses cookies and browser storage for functions such as sign-in sessions, security, and interface preferences. You can manage cookies through your browser, although blocking them may prevent account access or other features from working. Email tracking is described separately above. If we introduce additional uses that require consent, we will provide the appropriate notice and choices.

Service providers and international processing

We use service providers for hosting, storage, email delivery, payments, monitoring, and supported platform features. They receive the information necessary to perform their functions. Authorized consultants and providers may work or process information outside your province or country, including outside Canada, where local laws may permit access by courts or public authorities. We do not sell personal information. We may disclose information where required by law or where necessary to address fraud, security incidents, or threats to safety, subject to applicable law.

AI-supported features

Available AI-supported features may send prompts and relevant workspace context to an external provider when used by you or authorized staff supporting your services. Conversation records may be stored to support those features. Only submit information appropriate for that use; avoid unnecessary sensitive information or third-party confidential material. AI output can be inaccurate and should be reviewed with a qualified person before you rely on it. Grad Hub does not make an institution's admissions decisions. Ask our team what information an available feature uses and discuss alternatives before sharing sensitive information.

Safeguards and retention

We use access controls, account security measures, and other safeguards appropriate to the information and service. No online system can guarantee absolute security. Protect your credentials and private intake links, and contact us if you suspect unauthorized access. We retain information for as long as reasonably needed to deliver services, maintain necessary business records, resolve disputes, support security, and meet legal obligations. Retention depends on the record and purpose; backups may persist beyond removal from active systems. When information is no longer needed, it should be deleted, securely disposed of, or de-identified.

Access, correction, and other choices

You may ask for access to or correction of your information, request deletion, ask about retention or international processing, withdraw consent where applicable, or raise a privacy concern at [email protected]. We may need to verify your identity and explain any legal or practical limits on a request. Withdrawal may affect our ability to provide a service that needs the information. We will respond in accordance with applicable law; you may also contact the privacy regulator with jurisdiction over your concern. An application for services does not require you to subscribe to marketing emails.

Young people and policy changes

If you are under the age of majority where you live, involve a parent or guardian when arranging paid services and ask us about appropriate consent and access arrangements. We do not require sensitive personal details just to browse the public website. We may update this policy as our services or practices change and will revise the date above. Where a new purpose requires additional consent, an updated policy alone does not replace that consent.