Privacy Policy

This Privacy Policy explains how Mentur collects, uses, stores, protects, and processes personal data and documents uploaded by users when using the academic document analysis and style verification application.

By registering, logging in, uploading a document, checking the corresponding authorization boxes, or using Mentur, you authorize the processing of your personal data in accordance with this Policy, in the cases where such authorization is required by applicable law.

1. Data controller

The controller responsible for processing personal data is:

Name or legal name: Andrés Rivas
Trade name: Mentur
Country: Colombia
Contact email: [email protected]
Email for privacy requests: [email protected]
Website: https://mentur.co

2. Scope of this Policy

This Policy applies to the use of Mentur, including:

• User registration and login.
• Use of the application as a guest user.
• Uploading academic documents.
• Automatic document analysis.
• Generation and display of reports.
• Access to document previews.
• Use of security, support, and administration features.

Mentur is designed to help review formal, structural, citation, reference, presentation, and other academic criteria configured within the application. It does not replace an academic, legal, editorial, or institutional review performed by a competent person or entity.

3. Personal data we collect

Mentur may collect the following personal data, depending on how you use the application:

3.1 Account data

When you create an account or log in, we may collect:

• Name.
• Email address.
• Encrypted or hashed password.
• Email verification status.
• Registration date.
• Account update date.
• Remember-me token, if you use that option.
• Data related to two-factor authentication, if you enable it.

If you use Google login, we may collect the data needed to authenticate your account, such as Google identifier, email address, name, and associated avatar, according to the information provided by Google and the permissions you authorize.

3.2 Technical and security data

To operate the application, maintain active sessions, prevent abuse, and protect the security of the service, we may collect:

• IP address.
• User agent.
• Session identifiers.
• Access date and time.
• Activity records.
• Usage events.
• Login attempts.
• Security events.
• Technical information related to errors, requests, or internal processes.

3.3 Uploaded document data

When you upload a document, we may collect and store information related to that file, including:

• Original file name.
• File type.
• Extension.
• MIME type.
• File size.
• Upload date and time.
• Analysis status.
• Public or internal document identifier.
• Uploaded original file.
• Derived files, such as previews, reports, analysis results, or temporary files needed to process the document.

Currently, Mentur allows users to upload documents in .docx format. During processing, Mentur may internally generate derived files, such as a PDF preview, for the purpose of showing the document inside the application viewer or facilitating display of the report. This internal conversion does not mean that the user can upload PDF files, unless that functionality is expressly enabled in the application.

Original files and derived files may be stored privately for the time necessary to provide the service, allow consultation of the report, respond to support requests, prevent abuse, or comply with technical or legal obligations.

4. Processing of document content

To provide the service, Mentur processes the internal content of the uploaded document. This may include extraction and analysis of:

• Document text.
• Paragraphs or fragments.
• Headings.
• Citations.
• References.
• Tables.
• Figures.
• Structural elements.
• Document formatting.
• Errors, warnings, or possible noncompliance with academic, format, citation, reference, or presentation criteria.
• Document metrics.
• Preview blocks.
• Matches or fragments associated with detected issues.

The analysis may generate reports that include fragments of the document needed to show the user where a possible issue or aspect to review is located.

Mentur does not ask you to upload documents containing sensitive data, confidential third-party information, financial data, medical records, identity documents, or other information that is not necessary for academic analysis. If you include that type of information in the document, it may be technically processed as part of the uploaded file.

5. Purposes of processing

Mentur processes personal data and uploaded documents for the following purposes:

• Creating and administering user accounts.
• Allowing login and authentication.
• Enabling access with Google, when the user chooses that method.
• Allowing document upload.
• Processing documents to analyze aspects related to format, structure, citation, references, presentation, and other academic criteria configured in the application.
• Generating analysis reports.
• Showing errors, observations, metrics, and document previews.
• Differentiating access among guest users, registered users, and administrators.
• Limiting or expanding display of results according to user type.
• Maintaining user sessions.
• Protecting application security.
• Preventing abuse, automation, attacks, unauthorized access attempts, brute force, or misuse.
• Recording technical events, errors, and security audits.
• Responding to support requests.
• Improving the stability, operation, and user experience of the application.
• Complying with legal or contractual obligations or requirements from competent authorities, when applicable.

6. Guest users and registered users

Mentur may allow the use of certain features without creating an account.

Guest users may upload documents and access the report through temporary links or tokens, as long as the access remains valid.

Registered users may access additional features, save or consult reports associated with their account, and view results under the conditions defined by the application.

The number of visible errors, observations, or results may vary according to the type of user, document size, account status, or internal service rules.

Currently, documents uploaded as a guest are not automatically linked to an account created later, unless a specific feature is implemented for that purpose.

7. Retention of documents, reports, and data

Mentur retains personal data, documents, reports, and derived files for the time necessary to provide the service, allow consultation of results, maintain application security, respond to support requests, improve the technical operation of the software, comply with legal obligations, and preserve reasonable technical evidence of use or operation.

In particular:

• Original documents may be retained after analysis.
• Generated reports may remain stored to allow later consultation.
• PDF previews or other derived files may be retained together with the report.
• Technical and security logs may be retained for audit, diagnosis, abuse prevention, and application protection purposes.

General retention periods are as follows:

• Original documents of registered users: up to 12 months from the upload date, the last consultation of the report, a support request related to the document, or a reprocessing associated with the file.

• Original documents of guest users: up to 90 days from the upload date or until guest access expires, unless technical, security, support, or service improvement reasons require retaining them for a longer period, not exceeding 12 months.

• Analysis reports: up to 12 months, in order to allow later consultation of the result, improve analysis quality, resolve support requests, and verify the technical operation of the system.

• Previews, internal PDF files, or derived files: up to 12 months or for the same period applicable to the original document or associated report.

• Technical application logs: up to 90 days, unless they must be retained longer to investigate errors, security incidents, abuse, technical failures, or disputes related to use of the service.

• Security logs, audit logs, or sensitive events: up to 12 months, in order to prevent abuse, investigate unauthorized access, detect suspicious patterns, and protect the integrity of the application.

• Guest access tokens: up to 90 days, unless they are revoked, rotated, or deleted earlier for security or service operation reasons.

Mentur may use documents, reports, analysis results, detected issues, internal metrics, and technical data to review the operation of the system, detect failures, improve the accuracy of document analysis, optimize the user experience, and develop software improvements.

When possible, Mentur will seek to use aggregated, anonymized, minimized, or dissociated information, avoiding retention of the full content of documents for longer than necessary for the purposes described in this Policy.

Mentur may retain aggregated, statistical, anonymized, or sufficiently dissociated data for a longer period, provided that it does not directly identify the user or reconstruct the original content of the document.

The user may request deletion of their documents, reports, or personal data by writing to the contact channel indicated in this Policy. The request will be evaluated and handled according to the available technical mechanisms, defined retention periods, and applicable legal, technical, or security obligations.

In some cases, certain technical records, security logs, or minimal evidence of use may be retained for an additional period when necessary to prevent fraud, investigate incidents, resolve disputes, comply with legal obligations, or protect application security.

8. Deletion of account, documents, and reports

The user may request deletion of their personal data by writing to the privacy email indicated in this Policy.

If the application allows account deletion from settings, such deletion may affect the user account and associated data. However, depending on the current technical implementation, some documents, reports, logs, or technical records may be retained for an additional period for security, audit, abuse prevention, support, or legal compliance reasons.

As long as there is no automatic feature for complete deletion of documents and reports, file deletion requests must be handled through the privacy contact channel.

9. Administrative access, support, and technical improvement

Manual access to documents, reports, or user data is restricted to authorized Mentur personnel and will only take place when there is a legitimate purpose related to the operation, security, support, or technical improvement of the application.

In some cases, Mentur may manually review uploaded documents, generated reports, or analysis fragments in order to:

• Provide support requested by the user.
• Resolve technical errors or failures in document processing.
• Verify inconsistencies between the uploaded document and the generated report.
• Improve the accuracy, stability, and operation of the analyzer.
• Evaluate technical cases in which the system does not correctly detect format, structure, citations, references, or other academic elements.
• Investigate security incidents.
• Prevent abuse, misuse, or attempts to manipulate the service.
• Comply with a legal obligation.
• Protect the rights, security, or integrity of the application and its users.

To perform these reviews, authorized personnel may access the original document, temporarily download it, open it in document editing or viewing tools, review specific sections, and compare the content with the results generated by the application.

These reviews will be limited, proportional, and aimed at technical purposes. Mentur will seek to review only the information necessary to identify the error, validate system behavior, or improve software operation.

Manually reviewed documents will not be used to sell information, create external advertising profiles, share academic content with advertisers, publish user papers, or deliver files to third parties for commercial purposes unrelated to Mentur operation.

When possible, Mentur will use aggregated, anonymized, minimized, or dissociated information to improve the software, avoiding retention or review of full document content for longer than necessary for the purposes described in this Policy.

10. Providers and external services

To operate Mentur, we may use technology providers that act as processors, subprocessors, or service providers necessary for the operation, security, analysis, communication, measurement, and improvement of the application.

These providers may include, among others:

• Hosting, server, or cloud infrastructure providers.
• Private storage services for documents and derived files.
• Database services.
• Transactional email services.
• Email marketing or communication automation services, such as Mautic.
• Authentication services, such as Google OAuth.
• Web font services, such as Bunny Fonts.
• Analytics, behavior measurement, and statistics tools, such as Google Analytics and Microsoft Clarity.
• Advertising, conversion measurement, and remarketing tools, such as Meta Pixel.
• Internal or separate document analysis services.
• Document conversion or preview generation services.
• Logging, monitoring, security, or technical administration tools.
• Queue, cache, or internal processing systems.
• Artificial intelligence providers or language models, in automatic correction, review assistance, analysis improvement, or recommendation generation features within the application.

The uploaded document may be sent to Mentur's document analysis service to process it and generate the report. This service is part of the technical infrastructure needed to provide the main functionality of the application.

When Mentur implements or uses automatic correction, artificial intelligence-based assistance, or analysis improvement features through language models, the document content, relevant fragments, analysis results, detected issues, or instructions needed to perform the correction may be processed by artificial intelligence technology providers or language models.

Mentur will seek to limit the information sent to these providers to what is necessary to provide the requested functionality, improve analysis accuracy, generate corrections, or produce useful recommendations for the user.

Mentur will not use artificial intelligence providers to sell documents, publish user papers, create external advertising profiles, deliver academic content to advertisers, or train external models with user documents, unless this is expressly disclosed and the corresponding authorization is obtained when necessary.

The use of external providers may mean that certain data is processed or stored on servers located outside the user's country. In those cases, Mentur will seek to work with providers that offer reasonable security, confidentiality, and information protection measures.

11. International transfers or storage

Depending on the hosting, storage, email, authentication, or other technical service providers used, personal data and documents may be stored or processed on servers located outside the user's country.

In those cases, Mentur will seek to use providers that offer reasonable security, confidentiality, and information protection measures.

12. Cookies and similar technologies

Mentur uses cookies and similar technologies necessary for the operation of the application.

We may use:

• Laravel session cookie.
• CSRF token for security.
• Remember-me cookie, if the user enables that option.
• Functional cookies for appearance or visual preferences.
• Cookies or local storage related to sidebar state or onboarding display.
• Local or session storage to remember interface preferences.

In addition to cookies necessary for operation of the application, Mentur may use cookies, pixels, scripts, or similar technologies for analytics, behavior measurement, advertising, remarketing, and email marketing purposes, as explained in this Policy.

Strictly necessary cookies may be active by default because they allow basic operation of the application. Analytics, behavior, advertising, or marketing cookies may be subject to authorization or configuration by the user when applicable.

13. Analytics, behavior, advertising, and email marketing

Mentur may use its own and third-party tools to analyze use of the application, improve the user experience, measure service performance, understand behavior within the site, send authorized communications, and evaluate the effectiveness of informational or advertising campaigns.

These tools may include, among others:

• Google Analytics, to measure visits, viewed pages, usage events, traffic sources, conversions, and general browsing metrics.
• Microsoft Clarity, to analyze user behavior within the site, including clicks, scrolls, heat maps, session recordings, and interaction patterns.
• Meta Pixel, to measure conversions, create audiences, optimize advertising campaigns, and show ads related to Mentur on Meta platforms, such as Facebook and Instagram.
• Mautic, to manage forms, contacts, subscriptions, email sends, informational communications, open tracking, clicks, and basic segmentation of users or interested parties.

These tools may collect technical or browsing data, such as IP address, cookie identifiers, browser, device, operating system, visited pages, performed events, access date and time, traffic source, interactions within the site, and actions related to campaigns or communications.

Mentur does not use these tools to analyze the internal content of documents uploaded by the user or to deliver academic documents to advertising platforms.

The use of analytics, behavior, advertising, or email marketing tools may involve the use of cookies, pixels, scripts, identifiers, or other similar technologies. When applicable, Mentur may request authorization or allow preference configuration before activating non-essential, analytics, behavior, or advertising cookies.

The user may manage cookie preferences when this option is available and may unsubscribe from commercial or informational communications through the links included in emails or by writing to the contact channel indicated in this Policy.

14. Information security

Mentur adopts reasonable technical and organizational measures to protect information, including:

• Password encryption or hashing.
• CSRF protection.
• Form validation.
• Rate limiting.
• Controls against abuse, brute force, and credential stuffing.
• Blocking or detection of suspicious patterns.
• Authentication middleware.
• Access policies and controls.
• Private document storage.
• Hashed guest tokens, with expiration, revocation, or rotation.
• Access control for reports and previews.
• Audit records for sensitive events.
• Security headers and security policies.
• Validation of file types and sizes.

Although we apply reasonable security measures, no system connected to the internet can guarantee absolute security. The user must also protect their credentials, log out on shared devices, and avoid uploading documents containing unnecessary sensitive information.

15. Rights of data subjects

In accordance with applicable personal data protection law, users may exercise rights related to their personal data, including:

• Knowing which personal data we process.
• Requesting update or correction of data.
• Requesting deletion of data when appropriate.
• Revoking authorizations when applicable.
• Requesting information about the use given to their data.
• Filing inquiries or complaints.
• Requesting deletion of uploaded documents, when technically and legally appropriate.
• Requesting to stop receiving promotional, informational, or commercial communications.

To exercise these rights, the user may write to: [email protected]

Mentur will handle inquiries, requests, and complaints related to personal data in accordance with the timeframes and procedures established in applicable Colombian law. When a request cannot be handled immediately or requires additional information, Mentur may contact the requester to verify their identity, clarify the scope of the request, or report the status of the process.

16. Sensitive data

Mentur does not intentionally request sensitive data to provide the service.

However, documents uploaded by the user may contain sensitive or confidential information included by the user, such as health data, family information, data of minors, financial information, personal academic information, opinions, third-party data, or other private information.

The user is responsible for reviewing the content of the document before uploading it and for avoiding inclusion of sensitive or unnecessary information for the analysis.

If you detect that you uploaded a document with sensitive information and want to request its deletion, you may contact us through the privacy email.

17. Minors

Mentur is not specifically directed to children or adolescents.

If a minor uses the application, they must do so with authorization from their parents, guardians, or legal representatives when applicable law requires it.

Mentur may delete accounts, documents, or information if it identifies that data of minors has been processed without the necessary authorization or under conditions that may affect their rights.

18. Transactional or operational communications

Mentur may send transactional communications related to:

• Account registration.
• Email verification.
• Password recovery.
• Account security.
• Operational confirmations or notifications.
• Support requested by the user.
• Necessary information about relevant changes to the service or this Policy.

19. Informational and commercial communications

Mentur may send communications related to use of the application, news, academic resources, service updates, recommendations, educational content, promotions, or information about available features.

These communications may be sent when the user creates an account, subscribes through a form, requests information, agrees to receive this type of message, or when there is another valid basis for processing under applicable law.

When necessary, authorization to receive commercial, informational, or promotional communications may be requested through a checkbox, form, or mechanism separate from general acceptance of this Policy.

To manage these communications, Mentur may use email marketing or automation tools, such as Mautic, which allow administration of contacts, lists, forms, sends, opens, clicks, basic segmentations, and subscription preferences.

The user may unsubscribe from commercial or informational communications at any time through the unsubscribe link included in emails or by writing to [email protected].

Strictly transactional communications or communications necessary for account operation, such as email verification, password recovery, security alerts, or messages related to the service, may be sent even if the user is not subscribed to commercial communications.

20. Payments

Mentur may offer features, plans, purchases, automatic corrections, subscriptions, or other paid services within the application.

To process payments, Mentur may use payment gateways or external providers, including Wompi and PayPal. These providers may collect, process, and validate information necessary to complete the transaction, prevent fraud, comply with legal obligations, manage chargebacks, confirm payments, and allow use of the available payment methods.

When making a payment, the user may be redirected to the payment provider's platform or interact with forms, components, buttons, or integrated flows from that provider. In these cases, processing of certain financial or transactional data will also be subject to the policies, terms, and conditions of the corresponding provider.

Mentur may collect and retain information related to the purchase or transaction, such as:

• User name or identification, when applicable.
• Email address.
• Purchased product, plan, service, or feature.
• Purchase amount.
• Currency.
• Payment status.
• Transaction date and time.
• Internal order identifier.
• Transaction identifier provided by the gateway.
• Payment method used in general terms, for example, card, PSE, PayPal, or another available method.
• Country, city, or billing information when necessary.
• Supporting documents, receipts, technical responses, or events sent by the payment gateway.

Mentur will use this information to:

• Process purchases and enable paid features.
• Confirm approved, rejected, or pending payments.
• Manage orders, receipts, purchase history, or billing.
• Respond to support requests related to payments.
• Prevent fraud, abuse, chargebacks, or unauthorized transactions.
• Comply with accounting, tax, legal, or contractual obligations.
• Resolve disputes or claims related to payments.

Mentur does not directly store complete credit or debit card data, security codes, banking passwords, or complete financial credentials of the user. These data are managed by the corresponding payment gateways or financial providers, according to their own security and privacy policies.

In some cases, payment gateways may share partial or tokenized transaction information with Mentur, such as the last digits of a card, card brand, payment status, payment reference, token, transaction identifier, anti-fraud data, or information necessary to confirm and reconcile the operation.

The use of Wompi, PayPal, or other payment providers may mean that data is processed by third parties and, in some cases, processed or stored outside the user's country. By making a payment, the user accepts that the information necessary to process the transaction will be processed by the corresponding payment provider.

Mentur may update available payment providers, add new payment methods, or modify the payment options offered, informing relevant changes when appropriate.

21. Changes to this Policy

Mentur may update this Privacy Policy to reflect legal, technical, operational, or commercial changes.

When changes are relevant, Mentur will seek to inform users through the application, email, or other reasonable means.

The current version will be the one published on the Mentur website or application.

22. Contact

For questions, requests, inquiries, or complaints related to privacy and personal data protection, you may contact:

Privacy email: [email protected]
Support email: [email protected]
Website: https://mentur.co