Privacy policy

1. Who we are

3A2Z Intelligence operates OWC (One Word Closer) and is responsible for the personal information described here. This policy covers the OWC Android app, the parent dashboard at app.onewordcloser.com, and onewordcloser.com. Older pilot screens or technical identifiers may use the names Astra or Learning Companion.

For privacy questions or requests, email support@onewordcloser.com. The service is currently an invitation-only pilot. Features depend on the installed app version; activity reporting and newer challenges apply when supported by that version.

2. Information we use, and why

Parent account

Your email address, account identifier, verification status and sign-in credentials are used to create and secure your account, verify your email and support password resets. Firebase Authentication handles authentication. Do not send us your password or parent PIN.

Child profile and parent choices

A nickname, language, timezone, parent questionnaire answers, selected activity level, preferred ways to respond and the parent’s consent confirmation help set up appropriate activities. A nickname is enough; we do not require a full name, date of birth, school or diagnosis. Your answers can produce a suggested starting activity level, but you choose the level.

Pictures, voice and routines

The photos you select, short recordings you record or upload, card labels, approval status, challenge definitions, routines, schedules, themes and limits let us display your chosen learning activities. Photos or recordings may identify family members or other people. Only upload content you are entitled to use.

Pairing and sync

Account and installation identifiers, pairing records, app compatibility version, assigned profile, plan revisions, last contact, learning-enabled status and delivery or sync status let the intended device receive the right content. The child installation uses a technical Firebase account; the child does not need a personal email account.

Activity reports and observations

On supported versions, the paired device sends activity and card identifiers, routine revision, level, start/end times, counts of answers and mismatches, whether audio finished, and whether the activity completed, closed, timed out or was interrupted. Parent-added observations are stored separately. These support private family reports, not a diagnosis or proof of learning. Reports do not include recordings of the child’s response, screen captures, browsing history or the name of the app being watched.

Technical and support information

Local diagnostic events help explain session starts, pauses, failures and dismissals, and may identify a supported target app. Service providers also process connection information such as IP addresses, browser/device information, security tokens and service logs to deliver and protect the service. If you contact support, we receive your email and anything you choose to include. Avoid sending private child media unless necessary for a specific support request.

In local-only mode, profiles, cards, routines and local observations are held in the app’s private device storage and are not sent to the OWC family database. Connected mode is not local-only: profiles, cloud drafts and uploaded media can be stored before a routine is published. Publishing controls what the child device receives, not whether a draft has already reached the cloud.

We do not use family photos, voice recordings or child activity information to train AI models. OWC does not include advertising, advertising analytics, facial recognition or automatic speech assessment. It does not collect precise device location, contacts, SMS, or the contents of webpages and videos.

3. Children’s privacy

Adults create and manage accounts and child profiles. A parent or authorised guardian selects and approves the content, confirms permission to create a connected profile, and controls pairing and routines. Children do not have public profiles, chat with strangers or publish their content through OWC.

We use child information to provide the parent-directed activities and reports described above, not to advertise to children or automatically decide their ability. OWC is educational support, not a clinical assessment or treatment. Please avoid uploading health records or other unnecessary sensitive information.

A parent or guardian can ask to review, correct or remove their child’s information, or stop further use, using the contact and deletion options below. If you believe information was supplied without appropriate parental authority, contact us so we can investigate and remove it where appropriate.

4. Android permissions and device access

The app explains the relevant settings before you enable them. You can revoke them in Android settings; the features that depend on them may then stop working.

• Display over other apps: shows learning cards above supported activities while learning is enabled. It does not record the screen.
• Usage access: checks recent foreground-app events to decide whether the current app is supported. We do not upload a history of unrelated app usage or browsing.
• Notification access / playback access: Android’s notification-listener setting allows access to media-session controls to detect and pause supported playback. OWC does not read, store or upload notification messages, senders or message text.
• Notifications and foreground service: show that a learning session is active and provide a Stop action.
• Microphone: records a short voice clip when an adult deliberately starts recording in the content editor. There is no background listening or recording of a child’s answers.
• Photo selection: lets an adult choose an image using the system picker. OWC does not upload the entire photo library.
• Internet: supports sign-in, pairing, private media transfer, sync and supported activity reports.

Stop learning and Close remain available. Supported videos are not automatically resumed after a card. Permission access is not used to bypass the device’s security or parental restrictions.

5. Storage, sharing and security

We use Google Firebase / Google Cloud for authentication, the family database, private media storage, hosting, server processing and security. Firebase App Check uses Play Integrity on Android and reCAPTCHA Enterprise on the parent dashboard to help prevent abuse. These services process technical security information. See Firebase’s privacy and security information and Google’s Privacy Policy.

The family database and private media bucket are configured in London (europe-west2). This does not mean that all processing stays in London: authentication, hosting delivery, security services and provider support may involve processing elsewhere, including outside the UK or EEA. Google’s applicable data-processing terms describe its transfer safeguards; see Google Cloud’s data-processing terms.

Account authentication and family-ownership checks restrict access to private data. Network transfers use HTTPS; cloud services encrypt stored data. Paired devices download private copies for playback. This is not end-to-end encryption: authorised service processing and administration can access data where needed to operate, secure or support OWC. No security system is infallible; protect your devices, account and parent PIN.

We share information with the authenticated parent account and its authorised paired device, our service providers, and authorised support personnel where necessary. We may disclose information where required by law or necessary to protect people, security or legal rights. We do not sell or rent it, share it with advertisers, or make family media publicly searchable.

6. Website and browser storage

The public information website has no advertising or analytics trackers and can be read without signing in. Hosting and DNS providers still process technical requests. The parent dashboard uses browser session storage for authentication and temporary media previews. Its reCAPTCHA security service may set a necessary security cookie and process browser/device signals. Blocking essential storage or security checks may prevent sign-in. Privacy and deletion pages do not require JavaScript or a parent account.

7. How long information is kept

• Accounts, profiles and content: kept while the account/profile is maintained, until you delete the profile or request account/data deletion. Cloud drafts, older published routine versions and previously uploaded media may remain even after you remove a card from a draft. Removing a draft card or uninstalling the app is not a complete cloud-deletion request.
• Cloud activity results and observations: a rolling 30-day reporting window, with automatic expiry configured for 30 days. Physical deletion runs asynchronously and may occur after records leave the report window. Offline report queues are cleaned when the app next processes them.
• Local records: native technical events are pruned after 30 days when new events are written; imported local activity history is pruned after 90 days when the database opens. Local cards and observations remain until removed or the app’s data is cleared. An unused offline installation does not run cleanup.
• Short-lived server records: pairing codes expire after five minutes, with cleanup scheduled a day later. Retry records expire after seven days and abuse-limit counters after two days; database cleanup is asynchronous. Minimal deleted-profile markers and revoked-device records may remain to prevent stale requests restoring access.
• Deleted cloud media: removed from active storage, with a seven-day provider soft-delete recovery period.
• Authentication and infrastructure: provider retention differs from our report window. Firebase states that after account deletion is initiated, authentication data is removed from live and backup systems within 180 days; authentication IP logs last a few weeks and hosting IP data a few months. Provider security/service logs are not erased by deleting a card. See Firebase retention details.
• Support and legal records: retained as needed to resolve your request and meet applicable security or legal obligations. If an exception prevents deletion, we will explain the affected records, reason and applicable retention period.

An offline paired device cannot confirm remote removal until it reconnects. Its cached learning authorisation expires within 24 hours of last server contact, but expiry is not proof that all files have been erased. Reconnect the device to receive revocation, or clear OWC’s app storage/uninstall it to remove local app data. Original photos and recordings outside OWC remain under your control.

8. Your choices, rights and deletion

You can edit profile choices, stop learning, revoke permissions, unlink a device, delete a child profile, or request deletion of the whole parent account and associated family data. Unlinking only revokes a device; it does not delete the parent account. Profile deletion does not delete your sign-in account.

Request account and data deletion without reinstalling the app or signing in. Email us from the account address where possible; we may ask for proportionate verification to protect your family. Do not send a password, PIN or child’s photograph as verification. We normally handle requests within 30 days and explain any legally permitted extension.

Depending on the law that applies to you, you may have rights to access, correct, erase or receive a copy of your information, restrict or object to processing, and withdraw consent. Withdrawing consent does not affect processing already carried out lawfully. Some requests may end features that need the information. We will explain any lawful limit on a request. You can also complain to your local data-protection authority; in the UK, this is the Information Commissioner’s Office (ICO).

9. Purposes and legal bases

Where UK or EEA data-protection law applies, we use parent account and service information to provide the service you request; parental consent for optional connected child profiles, media and activities; legitimate interests in protecting accounts, preventing abuse and responding to support requests; and legal obligations where disclosure or retention is required. Security processing is limited to what is needed for those purposes. Android permission approval is separate from these legal bases. We do not use automated decisions with legal or similarly significant effects on a child.

10. Changes and contact

We will update this page when our data practices change and show the new date above. For material changes affecting family information, we will provide appropriate notice and obtain fresh consent where required.

3A2Z Intelligence · OWC (One Word Closer)
Privacy contact: support@onewordcloser.com