Privacy Policy

1. Introduction

TrueVantra AI ("we," "our," or "us") is committed to protecting the privacy and security of the information entrusted to us by our customers and their users. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you access or use the TrueVantra AI platform (the "Platform"), including our web application, APIs, and related services. By using the Platform, you agree to the practices described in this policy. If you do not agree, please discontinue use of the Platform and contact us at info@truevantra.com.

2. Information We Collect

We collect the following categories of information:

• Account Information: Name, email address, role, and company affiliation provided at registration or by a company administrator.
• Training Content: Training modules, uploaded documents (PDFs, text files), objection scenarios, and related materials uploaded by company administrators.
• Usage and Activity Data: Quiz responses, scores, roleplay session transcripts, AI chat interactions, and session timestamps.
• Technical Data: IP addresses, browser type, device information, and log data collected automatically when you use the Platform.
• Communications: Messages you send to us, including support requests and feedback.

3. How We Use Your Information

We use collected information to:

• Provide, operate, and maintain the Platform and its AI-powered features.
• Generate training quizzes, roleplay scenarios, and AI-assisted coaching using your uploaded content.
• Track and report individual and team training progress to company administrators.
• Send transactional communications such as password reset emails and account notifications.
• Detect, investigate, and prevent security incidents and fraudulent activity.
• Comply with legal obligations and enforce our Terms and Conditions.
• Improve and develop Platform features based on aggregated, anonymized usage patterns.

4. Artificial Intelligence and Third-Party Processing

The Platform uses AI models provided by OpenAI to power features including quiz generation, conversational coaching, and roleplay simulations. When you or your users interact with these features, relevant content — including training material text, scenario descriptions, and conversation messages — is transmitted to OpenAI's API for processing.

Please be aware of the following:

• OpenAI processes data in accordance with its own Privacy Policy. We encourage you to review it.
• We do not send personally identifiable information to OpenAI beyond what is necessary for the requested feature (e.g., a user's name may appear in conversation context).
• Company administrators are responsible for ensuring that any proprietary or regulated content they upload complies with their internal data handling policies before uploading it to the Platform.

5. Multi-Tenant Data Isolation

The Platform is a multi-tenant service. Each company's data — including training modules, materials, scenarios, salesperson records, scores, and transcripts — is strictly isolated at the database level using company-scoped access controls. No company can access another company's data through the Platform's API. Platform administrators (TrueVantra AI staff) may access data across all companies solely for operational support, security monitoring, and service maintenance purposes.

6. Data Retention

We retain account data and training content for as long as a company's subscription is active. Upon account termination or subscription cancellation, data may be retained for up to 90 days before permanent deletion, unless a shorter period is required by applicable law or requested in writing. Quiz scores and session transcripts are retained for the life of the account to support training progress reporting.

7. Data Security

We implement industry-standard technical and organizational safeguards to protect your data, including encrypted transmission (TLS/HTTPS), hashed password storage using bcrypt, server-side session management, rate limiting on authentication endpoints, and role-based access controls. While we take reasonable steps to protect your information, no system is completely immune to unauthorized access. You are responsible for maintaining the confidentiality of your login credentials.

8. Information Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share information in the following limited circumstances:

• Service Providers: With trusted third-party vendors (e.g., OpenAI for AI processing, email delivery providers) who process data on our behalf under appropriate data processing agreements.
• Legal Requirements: When required by law, regulation, legal process, or governmental request.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with appropriate confidentiality protections.
• Safety: To protect the rights, property, or safety of TrueVantra AI, our customers, or the public.

9. Cookies and Tracking

The Platform uses session cookies to maintain authenticated sessions. These are strictly necessary for the Platform to function and are not used for advertising or cross-site tracking. We do not use third-party analytics cookies or advertising trackers on the Platform.

10. Your Rights

Depending on your jurisdiction, you may have rights regarding your personal data, including the right to:

• Access a copy of the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request deletion of your personal data, subject to legal retention requirements.
• Object to or restrict certain processing activities.
• Data portability where technically feasible.

To exercise any of these rights, contact us at info@truevantra.com. We will respond within 30 days. Note that individual salesperson accounts are managed by company administrators; certain requests may need to be directed to your employer.

11. Children's Privacy

The Platform is intended for professional use by adults (18+) in a business context. We do not knowingly collect personal information from individuals under the age of 18. If you believe a minor has provided us with personal information, please contact us immediately at info@truevantra.com.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last Updated" date at the top and, for material changes, notify company administrators via email. Continued use of the Platform after changes take effect constitutes acceptance of the revised policy.

13. Contact Us

For questions, concerns, or requests related to this Privacy Policy, please contact: