Privacy Policy
Last updated Aug 1 2025
Beyond Role Plays (“Beyond Role Plays,” “we,” “our,” “us”) provides AI-driven audio simulations that help employees practise leadership conversations. We respect your privacy and design our service to comply with PIPEDA, the EU/UK GDPR, and SOC 2–aligned security controls. This notice explains what personal information we collect, how we use it, and the choices you have.
1. Scope
This policy applies when you:
- visit our marketing or help sites;
- create a learner or administrator account;
- participate in an audio-based simulation.
It does not cover websites or services we do not control.
2. Information We Collect
| Category | Typical examples | Why we collect it |
| Account data | Name, work email, password hash, organization | Create and secure your account |
| Sim metadata | Scenario ID, timestamps, auto-scored metrics | Generate personalised feedback; power organisation-level reports |
| Voice session stream | Live audio and machine transcript | Produce real-time coaching feedba |
| Technical data | IP address, device/browser type, error logs, essential cookies | Prevent fraud, diagnose issues, improve performance |
We do not request or store payment-card numbers, government IDs, or medical information.
3. How We Use Personal Information
- Deliver the service you or your employer requested.
- Operate, protect, and improve the platform (e.g., model tuning, debugging, analytics).
- Comply with legal obligations and enforce our terms.
We never sell personal data or use learner content for advertising.
4. Legal Bases for Processing (EU/UK GDPR only)
If you are located in the European Union or United Kingdom, our legal bases for processing your personal data under the GDPR include:
- Contractual necessity: To deliver the services you or your employer have requested.
- Legitimate interests: To operate and improve our platform, protect against fraud, and ensure security.
- Legal obligations: To comply with applicable laws and respond to lawful requests.
5. Data Storage & Retention
| Data | Retention policy |
| Audio & transcript | Streamed in real time; retained for 3 months |
| Account & usage records | Retained while the corporate subscription is active or until the data controller asks to delete them. |
| Aggregated metrics | De-identified and kept to benchmark and improve scenario quality. |
6. Sharing Personal Information
We disclose personal data only to:
- Service providers that host infrastructure or supply operational support—each bound by contractual confidentiality and data-protection obligations;
- Legal or safety authorities when required to do so;
- Successors in the event of a merger or acquisition, with prior notice to account owners.
7. Data Hosting and Cross-Border Processing
Beyond Role Plays stores and processes personal information primarily in Canada and the United States. From time to time we may engage additional service providers in other jurisdictions. Whenever personal data is transferred outside your region, we rely on recognised legal safeguards—such as Standard Contractual Clauses for EU/UK residents—and contractually require every sub-processor to implement equivalent security and confidentiality protections.
We do not share data with third parties for their own marketing purposes.
8. Security Measures
- Encryption in transit (TLS 1.2+) and at rest (AES-256)
- Role-based access controls and least-privilege practices
- Continuous monitoring and independent security testing
While no method is infallible, we continually enhance safeguards to reduce risk.
9. Your Rights and Choices
Depending on your location, you may:
- Access or correct personal information we hold;
- Request deletion of your learner record (unless retention is legally required);
- Opt out of marketing emails at any time.
Contact privacy@beyondroleplays.com. We respond within 30 days.
10. Cookies
We use essential cookies for security and authentication and first-party analytics to improve usability. Disabling analytics cookies will not affect core platform functions.
11. Children
Beyond Role Plays is intended for users aged 13 and older. We do not knowingly collect data from children.
12. Changes to This Policy
Material changes will be posted here and emailed to customer administrators at least 15 days before taking effect.
Contact
Beyond the Sky Custom Learning Inc.
Attn: Privacy Team • Toronto, Ontario, Canada
privacy@beyondroleplays.com