Privacy Policy

1. Overview and Scope

TrainerTwin (“TrainerTwin”, “we”, “us”, or “our”) is operated by Forever Learning. TrainerTwin provides an interactive AI coaching, simulation, and mock practice platform that allows educators, bootcamps, placement academies, and sales organizations (“Trainers” or “Organizations”) to build customized AI digital twins and assign interactive practice sessions to their learners (“Learners”).

This Privacy Policy explains how we collect, use, disclose, and safeguard personal information across our primary website (trainertwin.com), user dashboards (dash.trainertwin.com), authentication portals (auth.trainertwin.com), and dedicated organization learner portals.

2. Information We Collect

We collect information in several ways depending on your interaction with the platform:

• Account & Profile Data: Full name, email address, password, organization affiliation, and billing contact details when you register as a Trainer, request a demo, or accept an invitation.
• Google Single Sign-On (OAuth): If you authenticate using Google, we access your basic Google account profile information (specifically your name, verified email address, and public profile picture) through Google Identity services. We use this data solely to authenticate your identity and verify your authorization to access assigned practice sessions. We do not request, read, or access your private Google Drive files, Gmail messages, contacts, or other Google workspace data.
• Trainer Knowledge & Training DNA: Curriculum materials, syllabus documents, technical guides, interview questions, rubrics, and video transcripts uploaded by Trainers to ground and instruct their AI twin.
• Practice Session Audio, Video & Transcripts: When Learners engage in live practice sessions, we process audio streams, video frames, real-time speech recognition transcripts, code submissions, text messages, and rubric evaluations.
• Technical & Telemetry Data: IP address, browser type and version, operating system, network connection diagnostics (round-trip latency, jitter, packet loss for WebRTC streaming), referring URLs, and system interaction logs.
• Cookies & Local Storage: We use secure, cross-subdomain HTTP cookies and local storage to maintain session authentication, remember preferences, and analyze website usage via privacy-respecting analytics tools (PostHog and Google Analytics).

3. AI Processing and Model Training Commitment

We believe trust and privacy are paramount when building AI-powered training twins. We operate under strict principles regarding how your data interacts with artificial intelligence models:

• No Public Model Training: We do not sell your personal data. We do not use your private practice session recordings, video/audio streams, resumes, evaluation transcripts, or proprietary trainer knowledge base materials to train or fine-tune generalized, publicly accessible AI models without your explicit, opt-in written consent.
• Enterprise Inference Isolation: AI reasoning and speech generation during practice turns are performed via enterprise API agreements with foundational model providers. These enterprise arrangements include strict contractual data protection terms, data isolation, and zero-retention / ephemeral processing terms where available.
• Deterministic Grounding: TrainerTwin operates using knowledge-grounded runtime architectures. Your trainer materials are stored in secure, tenant-isolated vector and relational databases to verify facts during role-play, not to expose content to public web crawlers.

4. How We Use Your Information

We process personal data for legitimate business and educational purposes, including:

• Delivering low-latency, real-time voice and video role-play coaching sessions.
• Generating accurate speech-to-text transcripts, qualitative feedback, and quantitative performance scoring.
• Providing Trainers and Organizations with learner cohort analytics, assessment reports, and completion statuses.
• Authenticating users, preventing link piracy, and enforcing organization-specific access restrictions.
• Monitoring system health, network latency, media stream reliability, and security integrity.
• Responding to support tickets and communicating critical product updates.

5. How We Share and Disclose Information

We do not sell, rent, or trade your personal information. Information is shared only with:

• Your Trainer or Organization: Because practice sessions are assigned by an educational institution or employer, your assigned instructor and authorized workspace administrators have direct access to your session recordings, transcripts, rubrics, and feedback reports.
• Authorized Infrastructure Sub-processors: We work with trusted third-party vendors who provide essential services subject to rigorous data confidentiality agreements:
  Vercel: Edge hosting, serverless compute, routingAmazon Web Services (AWS): Encrypted cloud storage (S3) & databasesLiveKit: Real-time WebRTC voice & video transportChromaDB / PostgreSQL: Encrypted vector & relational dataResend: Transactional email & session notificationsPostHog & Google Analytics: Telemetry & product performance
• Legal and Regulatory Requirements: We may disclose information if required by a valid legal process, court order, or governmental regulation, or when necessary to protect the security, safety, and rights of TrainerTwin, our users, or the public.
• Business Transfers: In the event of a merger, acquisition, restructuring, or sale of company assets, customer information may be transferred as a business asset, subject to the terms of this Privacy Policy.

6. Data Retention and Deletion

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy or as mandated by your organization's agreement.

When an account is closed or a Trainer deletes a cohort workspace, associated session recordings, audio logs, and transcripts are queued for permanent deletion from our active systems and production databases in accordance with standard data retention schedules. You may submit an account deletion request at any time by contacting support@trainertwin.com.

7. Information Security

We implement industry-standard administrative, physical, and technical safeguards designed to protect personal data from unauthorized access, alteration, disclosure, or destruction. These measures include:

• End-to-end transport layer encryption (HTTPS / TLS 1.3) for all web and API traffic.
• AES-256 encryption for data at rest, including database backups and media storage.
• Role-based access controls (RBAC) and least-privilege administrative access policies.
• Cryptographically signed session cookies and multi-tenant organization isolation.

8. Your Global Privacy Rights (GDPR & Global Standards)

Depending on your location (including the European Economic Area, United Kingdom, and Switzerland), you may hold statutory rights regarding your personal data:

• Right of Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete personal data.
• Right to Erasure: Request the deletion of your personal data (“Right to be Forgotten”).
• Right to Restrict or Object: Restrict or object to the processing of your data under certain conditions.
• Right to Data Portability: Receive your personal data in a structured, commonly used machine-readable format.

To exercise any of these rights, please email support@trainertwin.com. If you are a Learner whose access is governed by an Organization, we may direct your inquiry to your institution's administrator.

9. United States State Privacy Rights (CCPA / CPRA)

Residents of California, Virginia, Colorado, and other US states with comprehensive privacy legislation hold additional rights regarding their personal information:

Notice of Non-Sale: TrainerTwin does not sell your personal information, nor do we share or disclose personal information for cross-context behavioral advertising. We do not use or disclose sensitive personal information for purposes other than providing the requested services.

10. Children's Privacy

TrainerTwin is designed for adult learners, university students, job candidates, and industry professionals. Our services are not directed to children under 13 years of age (or under 16 in certain jurisdictions), and we do not knowingly collect personal information from children. If we learn that we have inadvertently collected information from a child under the minimum legal age, we will take immediate steps to delete such data.

11. Updates to this Policy

We may periodically update this Privacy Policy to reflect enhancements to our service, changes in legal obligations, or updates to our infrastructure. When material updates occur, we will revise the “Effective Date” at the top of this page and provide notice through our platform or via email where appropriate.