Privacy Policy

PersonaTrain, Inc. ("PersonaTrain," "we," "us," or "our") is committed to protecting the privacy of our customers, users, and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, website, and related services (collectively, the "Service").

By accessing or using the Service, you agree to the terms of this Privacy Policy. If you do not agree, please do not use the Service.

Information We Collect

Information You Provide

We collect information that you voluntarily provide when using our Service, including:

• Account Information: Name, email address, company name, job title, and password when you create an account.
• Billing Information: Payment method details and billing address, processed securely through our third-party payment processor.
• Customer Content: Documents, playbooks, policies, and other materials you upload to your knowledge base for training purposes.
• Training Data: Conversation transcripts, evaluation scores, and session metadata generated during roleplay training sessions.
• Communications: Information you provide when contacting our support team, submitting forms, or participating in surveys.

Information Collected Automatically

When you access the Service, we automatically collect certain information, including:

• Usage Data: Pages visited, features used, session duration, and interaction patterns within the platform.
• Device Information: Browser type, operating system, device identifiers, and screen resolution.
• Log Data: IP address, access times, referring URLs, and error logs.
• Cookies and Similar Technologies: As described in our Cookie Policy.

How We Use Your Information

We use the information we collect to:

• Provide the Service: Operate and maintain the PersonaTrain platform, including document processing, knowledge retrieval, roleplay sessions, and evaluation features.
• Improve the Service: Analyze usage patterns to improve platform performance, reliability, and user experience. We do not use your uploaded content or training conversations to train AI models.
• Communicate with You: Send account notifications, security alerts, product updates, and respond to your inquiries.
• Billing and Administration: Process payments, manage subscriptions, and maintain account records.
• Security and Compliance: Detect, prevent, and respond to fraud, abuse, and security incidents. Comply with legal obligations.
• Marketing: With your consent, send promotional materials about new features, use cases, and events. You may opt out at any time.

Data Sharing

We do not sell your personal information. We share information only in the following circumstances:

• Service Providers: We engage trusted third-party vendors to perform services on our behalf, including cloud hosting (AWS), payment processing, email delivery, and analytics. These providers are contractually obligated to protect your data and use it only for the services they provide to us.
• AI Model Providers: Conversation prompts are sent to our AI provider (Anthropic) for response generation during roleplay sessions. These interactions are governed by our data processing agreement and the provider's enterprise terms, which prohibit using customer data for model training.
• Legal Requirements: We may disclose information when required by law, subpoena, court order, or government regulation, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.
• With Your Consent: We may share information with third parties when you have given us explicit consent to do so.

Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. When you delete your account, we will delete or anonymize your personal information within 30 days, except where retention is required by law or legitimate business purposes (such as resolving disputes or enforcing agreements).

Customer content (uploaded documents, extracted facts, conversation logs) is deleted immediately upon request or account termination. Associated vector embeddings are purged from our database, and document files are removed from storage.

Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to legal retention requirements.
• Portability: Request a machine-readable copy of your data.
• Objection: Object to processing of your personal information for certain purposes.
• Restriction: Request restriction of processing in certain circumstances.
• Withdraw Consent: Where processing is based on consent, withdraw that consent at any time.

To exercise any of these rights, please contact us at privacy@personatrain.ai. We will respond to your request within 30 days.

Cookies

We use cookies and similar tracking technologies to enhance your experience on our website and platform. For detailed information about the types of cookies we use and how to manage them, please see our Cookie Policy.

Children's Privacy

The Service is not directed to individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16, we will take steps to delete such information promptly. If you believe a child under 16 has provided us with personal information, please contact us at privacy@personatrain.ai.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by posting the updated policy on our website with a new effective date. For significant changes, we will also provide notice via email or an in-platform notification. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.

Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

• Email: privacy@personatrain.ai
• Address: PersonaTrain, Inc., 548 Market Street, Suite 35000, San Francisco, CA 94104