Privacy Policy

1. Who we are

TrainerSim is an AI-powered simulation and learning platform operated by Pacific Wave Digital in Port Vila, Vanuatu ("TrainerSim", "we", "us"). This policy applies to our websites, applications, support widgets, and related services.

For most organization accounts, the customer organization decides why learner data is processed and acts as controller; TrainerSim processes it on the organization’s instructions. We act as controller for our own account administration, billing, security, service improvement, and direct customer relationships.

2. Information we process

• Account and organization data, including name, email, role, organization, preferences, authentication identifiers, and profile image.
• Simulation content, uploaded knowledge, approved website content, prompts, rubrics, assignments, pathways, and administrator configuration.
• Session data, including conversation transcripts, audio or video recordings when recording is enabled, scores, feedback, reports, progress, achievements, and technical metadata.
• Support context, including the current page path and a privacy-filtered map of visible interface elements when page guidance is enabled. Form values and URL query secrets are not intentionally captured.
• Billing and transaction metadata from Stripe. TrainerSim does not store full payment-card numbers.
• Device, security, and usage data such as IP address, browser type, access time, error events, and essential cookie or local-storage identifiers.

3. Why we use information

• Provide, secure, troubleshoot, and improve the service.
• Run AI coaching, roleplay, assessment, research, support, recording, reporting, and learning workflows requested by a user or organization.
• Authenticate users, enforce organization roles, administer subscriptions and credits, and send service communications.
• Prevent misuse, investigate incidents, comply with law, and protect users, customers, and the platform.
• Where applicable, process information to perform a contract, follow documented customer instructions, meet legal obligations, protect legitimate interests, or act with consent.

4. AI and service providers

Requested content may be sent to vetted service providers that supply hosting, database, authentication, AI models, transcription, synthetic voice, avatar video, email, website ingestion, monitoring, and payment services. These providers process only the information needed for the selected feature and under their applicable contractual terms.

• Do not upload information you are not authorized to use.
• Organization administrators should configure retention, access, recording, and learner notices for their use case.
• AI outputs may be inaccurate and must be reviewed by a qualified human for consequential decisions.

5. Sharing and international transfers

We do not sell personal information. We may share it with the customer organization that manages the account, authorized team members, subprocessors, professional advisers, a successor in a business transaction, or public authorities when legally required. Providers may process data outside the user’s country. We use contractual and technical safeguards appropriate to the service and applicable law.

6. Retention and deletion

We retain information for as long as needed to provide the service, meet the customer’s configured requirements, secure the platform, resolve disputes, and satisfy legal obligations. Private recordings are access-controlled and shared through short-lived signed links. An organization may request return or deletion of customer data, subject to lawful retention, backups, and dispute requirements.

7. Your choices and rights

Requests can be sent to support@trainersim.com. We may verify identity and, for an organization-managed account, direct the request to the relevant organization administrator.

• Access, correct, export, or delete eligible personal information.
• Withdraw consent where processing relies on consent, without affecting earlier lawful processing.
• Object to or restrict eligible processing and lodge a complaint with an applicable authority.
• Manage recording, microphone, camera, screen sharing, and optional support permissions in the product or browser.

8. Children, security, and changes

TrainerSim is not directed to children who cannot lawfully consent to the service. Schools and other institutions using TrainerSim with students must obtain required permissions, apply age-appropriate safeguards, and maintain human oversight.

We use role-based access, tenant separation, transport encryption, private storage, short-lived replay links, server-side credentials, input limits, and security monitoring. No system is completely secure. Material changes to this policy will be posted here with an updated effective date.

9. Contact

Privacy questions and requests: support@trainersim.com. Pacific Wave Digital, Port Vila, Vanuatu.