Privacy Policy

It covers visitors to our website, people who contact us, and users of the application. Our customers are businesses. When a customer adds its employees to QualiTrain AI, the customer decides what data is entered and why; for that data we act as a processor on the customer’s behalf, and the customer’s own privacy notice also applies.

• Account data: name, work email address, role and organization of each user, and a password stored only as a one-way hash.
• Customer content: procedures and other documents you upload, and the training, quizzes, images and videos generated from them.
• Training records: employee names, employee codes, departments, positions, assignments, quiz answers and scores, sign-offs and completion dates.
• Billing data: plan, subscription status and billing contact. Card details are entered on our payment provider’s page and never reach our servers.
• Contact and sales enquiries: what you send through our contact form or by email, such as name, email, company, phone and message.
• Technical data: IP address, browser type, pages visited and the security and audit logs needed to run and protect the service.

• To provide the service: sign-in, generating and storing training, assigning it and recording results.
• To bill for subscriptions and usage, and to send account, security and billing emails.
• To answer enquiries and support requests.
• To keep the service secure, prevent abuse, and keep an audit trail of who changed what.
• To measure and improve our advertising on our public website (see Cookies below).

We do not sell personal data. We do not use customer content to train AI models, and we do not use it for advertising.

To draft training, we send the relevant text of your documents to AI model providers that process it on our behalf under contract and return the result to us. Generated material stays a draft until a named person in your organization approves it.

We use service providers for:

• application hosting and databases;
• file storage and website delivery;
• payment processing;
• transactional email;
• AI text, image and video generation;
• advertising measurement on our public website.

Each provider may use the data only to provide its service to us. A current list of providers is available on request. We may also disclose data where the law requires it, or as part of a merger or sale of the business, in which case this policy continues to apply.

The application uses a strictly necessary session cookie to keep you signed in. Our public website uses the Google tag (Google Ads), which sets cookies to measure visits and conversions from our ads and may be used to show our ads to people who have visited the site. You can control ad personalization at adssettings.google.com and block cookies in your browser settings. The application itself does not use advertising cookies.

Data is stored with our hosting and storage providers, which may be in countries other than yours. We keep account data, customer content and training records for as long as the customer’s subscription is active, because training records are typically needed as evidence of competence. After an account is closed, the customer can ask us to delete its data; we delete it within 90 days, except where we must keep records such as invoices for legal or tax reasons. Enquiries are kept for as long as needed to respond and follow up.

Passwords are hashed, sessions are signed, each organization’s data is separated from every other organization’s, files are stored privately, and changes are recorded in an audit trail. See our Security page for details.

Depending on where you live, you may have the right to access, correct, delete or export your personal data, to object to or restrict certain processing, and to complain to a data protection authority. If your data was entered by your employer, please contact your employer first; we will help them respond. To make a request, email hello@qualitrainai.com.

QualiTrain AI is a business service and is not directed at children under 16.

We will post any changes here and update the date above; for material changes we will also notify account administrators. Questions: hello@qualitrainai.com.