1. Who we are and what this policy covers
Grad-Tracker is provided by Cognify Works, LLC ("Cognify Works", "we", "us"). This policy explains how we handle information on our website, grad-tracker.com, and in the Grad-Tracker platform.
We handle information in two roles. For our website and demo requests, we decide how information is used, as described in this policy. For information that colleges and universities ("Institutions") put into Grad-Tracker, such as alumni records and survey responses ("Institution Data"), we act on the Institution's behalf and under its direction, according to our agreement with that Institution. If you are an alumnus, student or staff member of an Institution that uses Grad-Tracker, that Institution's privacy policies also apply, and it is the right first contact for questions about your records.
2. Information we collect
Information you give us:
- Demo requests: your name, work email, institution, and optionally your job title and a message about what you'd like to see.
- Accounts: your name, email address and role. Passwords are stored only as one-way hashes; we never see or store them in readable form.
- Messages you send us, such as support or sales questions.
Institution Data, which Institutions and their users enter or import:
- Alumni and student records, such as name, email, graduation year, degree, program and department, and any custom fields the Institution defines.
- Outcome information, such as employment status, employer, job title, industry, graduate school and licensure, with the date of each change.
- Survey responses, staff notes, mentorship records, event RSVPs, job listings and files the Institution uploads (for example, a logo).
- Gifts made on an Institution's giving pages: the donor's name, email, amount, the fund or page, and whether they asked to stay anonymous. Card and bank details are entered on Stripe's payment page and go to the Institution's own Stripe account; we never receive or store them.
Information collected automatically:
- Usage events on our website, such as pages viewed and buttons clicked. We record these on our own servers; we do not use third-party analytics or advertising tools.
- Security and activity logs, which may include IP address, browser type, timestamps and the actions taken, used to protect accounts, limit abuse and keep an audit trail.
- Email engagement for messages sent through Grad-Tracker on an Institution's behalf: whether an email was opened or a link was clicked, and unsubscribe requests.
3. How we use information
- To provide, operate, secure and support Grad-Tracker for Institutions.
- To review demo requests, create demo accounts and follow up with you about Grad-Tracker.
- To send service messages, such as invitations, sign-in and security notices.
- To detect, prevent and investigate fraud, abuse and security incidents.
- To understand and improve our website and service, using aggregated or de-identified information where possible.
- To comply with law and enforce our terms.
We use Institution Data only to provide the service to the Institution and as the Institution directs. We do not sell personal information, use Institution Data for advertising, or use it to train artificial intelligence models.
6. How we protect information
Grad-Tracker is hosted on Microsoft Azure in the United States. Information is encrypted in transit and at rest, each Institution's data is kept separate, access is limited by role and department, and changes are recorded in an audit log. More detail is on our Security page. No system is perfectly secure, but we work to protect information and to respond promptly if something goes wrong.
7. How long we keep information
We keep demo request information for as long as needed to review the request and follow up, and delete it when you ask unless we must keep it by law. Institution Data is kept according to our agreement with the Institution and the retention settings it chooses; when an Institution's subscription ends, we return or delete its data as that agreement provides. Security logs are kept for a limited period for security and audit purposes.
8. Your choices and rights
- Alumni and students: contact your Institution to see, correct or delete your records. You can download your own data from the alumni portal if your Institution provides access.
- Emails sent through Grad-Tracker include an unsubscribe link.
- Website visitors and demo requesters: email privacy@cognify-works.com to ask to see, correct or delete information we hold about you.
- Depending on where you live, you may have additional rights under state privacy laws. We will respond to requests as those laws require and will not discriminate against you for exercising them.
9. Children
Grad-Tracker is intended for college and university staff, students and alumni. It is not directed to children under 13, and we do not knowingly collect their personal information.
10. Where information is processed
We store and process information in the United States. If you use the site from elsewhere, your information will be transferred to the United States.
11. Changes to this policy
We may update this policy. We will change the effective date above and, for material changes, notify Institutions in advance.
12. Contact us
Questions or requests: privacy@cognify-works.com. Cognify Works, LLC.