Privacy Policy

ROOKWISE AI (Pty) Ltd is the service provider and responsible party for the Rookwise service at rookwiseai.com and app.rookwiseai.com.

For privacy requests, email support@rookwiseai.com. Our registered address and designated Information Officer contact will be published after owner confirmation; we do not invent those details here.

• Account and profile information, including name, email, authentication identifiers, grade, curriculum, country, language, school or favourite subject when supplied.
• Date of birth or age category and records about asserted or verified parent/guardian involvement.
• Parent Hub settings, learner links, securely hashed Parent PIN information, unlock sessions, goals and notification preferences.
• Learning content and activity: AI conversations, homework and study questions, planner tasks, notes, flashcards, quizzes, answers, exam preparation, results, achievements and progress.
• Photos, images, PDFs or text files a learner chooses to upload to Ask Rook, including attachment metadata.
• Audio submitted when voice input is invoked, its transcription, and limited usage metadata. Rookwise does not intentionally save the raw recording in its own database or file storage, but it is transmitted to the transcription service.
• Safety and moderation information, such as risk category, redacted alert summaries, review status, actions and audit records. Full conversations are not automatically exposed in Parent Hub.
• Plan, entitlement, invoice and payment metadata. Rookwise does not need to store full card details. Live PayFast subscription processing is not currently enabled.
• Support messages and technical, usage, security and error logs such as timestamps, route, browser information, request outcome and usage totals.

We process information to create and secure accounts; provide CAPS-aligned educational features; personalise grade, subject and language support; save work and progress; operate Parent Hub; provide AI and transcription features requested by the user; enforce plan limits; prevent fraud and abuse; respond to support and privacy requests; investigate incidents; meet legal obligations; and improve reliability and safety.

Depending on the context, processing may be necessary to provide the requested service, comply with law, protect legitimate interests and safety, or be based on valid consent. Children’s information receives additional protection and must only be processed where a lawful POPIA basis or exception applies.

Rookwise serves school learners in Grades 4–12, so users may be under 18. A responsible parent or guardian must be involved where law or the learner’s circumstances require it. An account’s existence alone does not prove that valid guardian consent was obtained.

For learners under 18, a responsible parent or guardian must purchase and manage any paid subscription. The learner may receive the educational entitlement but may not independently enter payment details, create or cancel a recurring subscription, or manage the billing account.

Parent Hub V1 is a PIN-protected guardian view inside the learner's account, rather than a separate parent account. It provides selected progress summaries and approved, redacted safety information. It is not intended to reveal every private learner conversation. Some safety information may be restricted to authorised reviewers where immediate parent disclosure could increase risk.

When a learner asks Rook, relevant prompt text, conversation context and selected attachments may be sent to an AI service provider to generate the requested educational response. Voice recordings are sent to a transcription service when the learner actively starts voice input. Microphone and file/photo access should only be requested following the learner’s action.

Rookwise may use Mistral, Google Gemini and OpenAI for operational AI services, together with infrastructure or gateway providers needed to deliver those services. Rookwise selects among these services behind Rook; the learner-facing tutor, curriculum rules and safety controls remain Rookwise features.

Do not upload unnecessary identity documents, passwords, payment information, private medical information, intimate images, or other highly sensitive material. Automated safety controls can miss content.

We may share the minimum relevant information with contracted providers that support authentication, hosting, databases, storage, email, error monitoring, AI, transcription, support and payments. These providers process information to operate their services for Rookwise, subject to their agreements and legal obligations.

Cloud and AI providers may process information outside South Africa. Where applicable, Rookwise must use appropriate contractual and legal safeguards for cross-border processing. PayFast will be described as an active payment processor only once the live integration is enabled.

We do not sell learner personal information and do not use it to serve behavioural advertising.

Rookwise uses authentication, access controls, row-level database policies, private storage, server-side ownership checks, rate limits, hashed Parent PINs and limited unlock sessions. No online system can promise absolute security.

Private Ask Rook attachments are stored in a non-public bucket and retrieved only following authenticated ownership checks. Conversation and approved account deletion remove related private objects. An upload that is abandoned before it is attached may remain until a restricted maintenance cleanup runs.

We retain information only for as long as reasonably needed for the purposes above. Different periods apply to active account data, backups, security/audit records, safeguarding records, support correspondence and accounting, fraud, refund or payment records. Deletion requests may leave restricted, de-identified or legally required records and temporary backup copies until normal backup expiry.

Subject to POPIA and other applicable law, a person may ask to access or correct personal information, object to certain processing, withdraw consent where consent applies, or request deletion. We may need to verify identity and guardian authority and may decline or limit a request where law permits or requires retention.

Signed-in users can start a deletion request in Settings. See Account deletion. Other access, correction, deletion or privacy questions can be sent to support@rookwiseai.com.

Rookwise is an educational support tool. AI responses can be incomplete, inaccurate or unsuitable. They do not replace teachers, schools, official curriculum documents, professional advice, or emergency services. In an urgent safety or medical emergency, contact local emergency services or a trusted responsible adult.

We may update this policy as the service or law changes. We will update the date above and provide an appropriate notice when a material change requires it.