Rehearsable

1. Introduction and definitions

Welcome to Rehearsable's Privacy Policy ("Privacy Policy").

At Rehearsable Ltd ("we", "us", or "our") we are committed to protecting and respecting your privacy and Personal Data in compliance with the United Kingdom General Data Protection Regulation, the Data Protection Act 2018 and all other mandatory laws and regulations of the United Kingdom ("Data Protection Laws").

This Privacy Policy explains how we collect, process and keep your data safe. The Privacy Policy will tell you about your privacy rights, how the law protects you, and inform our employees and staff members of all their obligations and protocols when processing data.

Our contact details

Name: Rehearsable Ltd
Email: hello@rehearsable.ai

2. Scope of this Privacy Policy

This Privacy Policy applies in the following circumstances:

• When you provide us with your name and contact details
• When we discuss the possibility and, if relevant, agree the terms on which we will provide you or the organisation you work for with access to our AI-powered learning experiences
• When you request information from us or provide information to us
• When you visit our website at https://rehearsable.ai
• When you receive our newsletter and other marketing communications.

When you are given access to Rehearsable by your learning provider or course creator ("Creator"), the collection, processing and storage of your personal information will be subject to your agreement with the Creator or the Creator's privacy policy, and not this Privacy Policy.

3. The type of personal information we collect

We collect and process the following types of information:

• Identity and Contact Data: This is your first name and last name, job title, LinkedIn and other social media IDs, phone number, email address and other contact details.
• Marketing and Communications Data: This is your preferences in receiving marketing information and other information from us.
• Email Communication Data: This includes data about your interactions with our emails such as your email history and whether you've opened and clicked links within our emails.
• Transactional Data: This is information of details and records of all payments made for our services or products.
• Technical Data: This is your IP address, browser type and version, time zone setting and location, operating system and platform, and other technology on the devices you use to engage with us.
• Customer Support Data: This is data relating to any support requests, issue reports, feedback and survey responses you provide.
• Usage Data: information about how you use our website, products and services (e.g. clicks, page views etc.)
• Input Content Data: This is conversation messages or voice recordings you input to any demo learner experiences at https://rehearsable.ai
• Generated Output Data: This is output generated by artificial intelligence from your use of any demo learner experience at https://rehearsable.ai

We do not intentionally collect any sensitive data (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data).

4. How we collect your personal information, what we do with it and how long we keep it for

We collect and process your personal information in various scenarios, including:

• You subscribe for or use any of the AI-powered learning services that we provide, whether directly or on behalf of an organisation
• You communicate with us by email, by support chat, over the phone, by post, through social media platforms, or any other method
• You visit our website at https://rehearsable.ai
• You engage with our demo learner experiences at https://rehearsable.ai
• You subscribe to our newsletter or receive other marketing communications
• You apply for a job or work experience
• You make a complaint or give us feedback

We only use your personal information if, and to the extent that, we are allowed to under Data Protection Laws. We will therefore only process your personal information in the following circumstances and on the following lawful bases:

• it is necessary for the provision of the AI-powered learning services that we are obliged to provide under the contract that we have entered into with you or the organisation your work for; or
• you have given your consent to such use, or the organisation you work for has obtained your consent to such use, such as the marketing of services to you by email if you have provided consent for us to do so; or
• it is in our legitimate interests to do so, and your interests, fundamental rights or freedoms do not override our interests. Example where it is in our legitimate interests to use your personal information may include:
  • we communicate with you, respond to your correspondence and contact you when we need to provide you with information about our services;
  • we maintain the security of your Rehearsable account and the AI-powered learning services that we provide;
  • we understand, maintain and improve the performance of our business and its systems by tracking your use of our services through data analytics, models and algorithms;
  • we train our staff so that we can maintain the quality of our services; or
• it is necessary in order for us to comply with a legal obligation.

We retain your personal information for as long as is necessary for the purpose for which it was collected, including for the purposes of complying with any legal, regulatory, accounting or reporting requirements.

We outline key activities and the types of personal information we collect and the lawful basis for processing that information in the table below.

Activity	Type of data	Lawful basis for processing	Legal Justification
When you register a Creator Account with Rehearsable	Identity and Contact Data Technical Data Usage Data	Contractual Obligations
When you engage with a demo learner experience at https://rehearsable.ai	Input Content Data Generated Output Data Technical Data Usage Data	Legitimate Interest	We process this data to deliver the demo experience and understand how users engage with the experience.
When you request support or provide feedback	Identity and Contact Data Email Communication Data Technical Data Customer Support Data Usage Data	Contractual Obligations Legitimate Interest	We need to process this data so that we can diagnose user issues, collect and understand feedback, and contact the user where follow-up is required or requested
When you interact with the Rehearsable website and platform (clicks, navigation, feature usage)	Identity and Contact Data Technical Data Usage Data	Legitimate Interest	We process this data to understand how users interact with our platform (e.g. page views, clicks, session duration) in order to improve functionality, provide support, identify bugs, and enhance the user experience. We use third-party analytics providers who use cookies and other technologies to collect data on user behaviour and device information.
When you subscribe to our services	Identity and Contact Data Transactional Data	Contractual Obligations Legal Compliance	We are required to retain transaction records for tax and accounting purposes
When we send you (Creator Accounts) transactional email communications	Identity and Contact Data Email Communication Data	Contractual Obligations
When we send you (Creator Accounts) product update email communications	Identity and Contact Data Email Communication Data	Legitimate Interests	We may send product update communications to existing Creator Accounts on the basis that existing customers reasonably expect to hear about relevant product developments. Users can opt out at any time via an unsubscribe link in every communication.
When we send you marketing email communications	Identity and Contact Data Marketing and Communications Data Email Communication Data	Consent

5. Who we share your personal information with

We may share your personal information with third parties which provide services on our behalf, including providers of cloud hosting, authentication, AI services, analytics, payment processing, email communications, error monitoring, customer support, security, and scheduling services.

We may also share your personal information with interested parties in the event that Rehearsable Ltd anticipates a change in control or the acquisition of all or part of our business or assets or with interested parties in connection with the licensing of our technology.

We may share your personal information at any time if:

• you have consented to us doing so or the organisation that you work for has obtained your consent for us to do so, in each case only where necessary; or
• it is required for legal reasons or in order to exercise or defend our legal rights.

Where your personal information is transferred to third parties outside the UK, we make sure that it is protected in a similar way to how we protect your information within the UK, and in compliance with UK data protections laws.

Rehearsable.ai may include links to third-party websites. Clicking on those links may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for how they collect, store and use your personal information. When you leave Rehearsable.ai, we encourage you to read the privacy policy of every website you visit.

6. How we store your personal information

We strive to keep your personal information secure and protect it from inappropriate disclosure. We implement various security measures and industry best practices to ensure the security of your personal information on our systems, including:

• Hosting (e.g. for webservers, databases) on Google Cloud, following their best practices, e.g. encryption in transit and HTTPS;
• Best practices for user authentication, e.g. cryptographic hashing and salting of passwords, default to well-known libraries for security and login functionality, conceal whether users exist, and role-based permissions;
• For our employees and contractors, we use strong passwords and keys, multi-factor authentication and/or single-sign-on where possible;
• We follow security best practices for user input (e.g. for web forms), and best-effort protections against malicious AI attacks such as prompt injection.

Any personal information collected by us is only accessible by a limited number of employees who have special access rights to such systems and are bound by obligations of confidentiality. If and when we use subcontractors to store your data, we will ensure that your personal information continues to benefit from equivalent level of protection. However, unfortunately no transmission of data over the internet is guaranteed to be completely secure. It may be possible for third parties to intercept or access transmissions or private communications unlawfully. While we strive to protect your personal information, we cannot guarantee the security of personal information you transmit to us. Any such transmission is done at your own risk. If you believe that your interaction with us is no longer secure, please contact us.

We will only retain your personal information for as long as reasonably necessary to fulfil the purposes we collected it for. We will then irretrievably delete all personally-identifiable information from our systems, provided that:

• Transactional data (invoices, payment records) will be retained for 7 years to comply with tax and accounting requirements.
• We may retain your personal information for a longer period where required by law, to defend legal claims, or in the event of complaints or disputes. After the retention period, we will dispose of your information by deleting or anonymising it from our systems.

Cookies

Our website https://rehearsable.ai uses cookies to provide you with the best experience. Cookies are small text files that can be used by websites to make a user's experience more efficient.

The law states that we can store cookies on your device if they are strictly necessary for the operation of this site. For all other types of cookies we need your permission.

This site uses different types of cookies. Some cookies are placed by third party services that appear on our pages.

You can at any time change or withdraw your consent from the Cookie Declaration on our website.

7. Your data protection rights

Under Data Protection Laws, you have the following rights:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us by email at hello@rehearsable.ai if you wish to make a request.

8. How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us by emailing hello@rehearsable.ai.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO's address:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website https://www.ico.org.uk