Privacy Policy

1. Information We Collect

We collect several categories of information to provide and improve our Service:

1.1 Information You Provide

• Account registration details: name, email address, and password
• Profile information: job title and organizational role
• Conversation details: employee names, roles, departments, and context you provide for preparing conversations
• Communications: messages you send to us via email, support channels, or within the platform

1.2 Information Collected Automatically

• Usage data: pages visited, features used, actions taken, and time spent on the platform
• Device information: browser type, operating system, device type, and screen resolution
• Log data: IP addresses, access times, referring URLs, and error logs
• Cookies and similar technologies: session identifiers and preference data

1.3 Conversation-Related Data

• AI-generated scripts and briefing materials
• Roleplay session transcripts and coaching feedback
• Meeting recordings and transcriptions, where enabled
• Debrief notes, ratings, and post-meeting analysis

2. How We Use Your Information

We use the information we collect for the following purposes:

• Providing, operating, and maintaining the Service
• Generating customized scripts, briefings, and coaching guidance
• Powering AI roleplay practice sessions
• Delivering real-time meeting guidance and post-meeting analysis
• Authenticating users and managing access permissions
• Sending service-related notifications, updates, and alerts
• Analyzing usage patterns to improve features, performance, and reliability
• Providing customer support and responding to inquiries
• Detecting, preventing, and addressing fraud, abuse, or security issues
• Complying with legal obligations and regulatory requirements

3. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties. We may share your information only in the following circumstances:

• Service providers: Trusted third-party vendors who assist us in operating the Service, such as cloud hosting, AI model providers, analytics, and communication providers. These providers are contractually obligated to protect your data.
• Legal requirements: When required by law, regulation, legal process, or enforceable governmental request.
• Safety and protection: To protect the rights, property, or safety of Outplacements.ai, our users, or the public.
• Business transfers: In connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

4. Data Storage and Security

We implement industry-standard technical and organizational measures to protect your information, including:

• Encryption of data in transit (TLS/SSL) and at rest (AES-256)
• Secure authentication with hashed passwords and session management
• Role-based access controls to limit data access to authorized personnel
• Regular security audits and vulnerability assessments
• Infrastructure hosted on enterprise-grade cloud platforms

While we take every reasonable precaution to protect your data, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to promptly addressing any security incidents.

5. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. Specific retention periods include:

• Account data: retained for the duration of your account and up to 30 days after deletion
• Conversation data and scripts: retained according to your configured retention settings, or for a default period of 12 months
• Meeting recordings: retained for the period specified in your plan, subject to applicable laws
• Usage and analytics data: retained in anonymized form for up to 24 months

Upon account termination, we will delete or anonymize your data within 30 days, except where retention is required by law or for legitimate business purposes such as dispute resolution.

6. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience:

• Essential cookies: Required for the Service to function, including session management and authentication.
• Analytics cookies: Help us understand how users interact with the Service so we can improve it. These may be provided by third-party analytics services.
• Preference cookies: Store your settings and preferences.

You can manage cookie preferences through your browser settings. Disabling essential cookies may affect the functionality of the Service.

7. Your Rights and Choices

Depending on your location and applicable laws, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request that we correct inaccurate or incomplete information.
• Deletion: Request that we delete your personal information, subject to legal and contractual obligations.
• Portability: Request your data in a structured, commonly used, and machine-readable format.
• Objection: Object to certain types of processing of your personal information.
• Withdrawal of consent: Where processing is based on consent, you may withdraw consent at any time.

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

8. Children's Privacy

The Service is not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete that information promptly.

9. International Data Transfers

Your information may be processed and stored in countries other than your country of residence. These countries may have data protection laws that differ from those in your jurisdiction. When we transfer data internationally, we implement appropriate safeguards, such as standard contractual clauses, to ensure your information remains protected.

10. Third-Party Services

The Service may contain links to or integrations with third-party services. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you interact with through our platform.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, or legal requirements. When we make material changes, we will notify you via email or through the Service at least 14 days before the changes take effect. The "Last updated" date at the top of this policy indicates when it was most recently revised.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Email: privacy@outplacements.ai