Privacy Policy

1. Information We Collect

Account Information

When you create an account with Trainalytix, we collect:

• Name and email address (via Google Sign-In or email-based authentication, managed through Supabase Auth)
• Organization details (name, domain, contact information)
• User role and permissions within your organization

Training Operations Data

To provide our AI-powered training operations management, we process:

• Training enquiries and client communications
• Course content and training materials
• Trainer profiles and qualifications
• Financial data related to training operations
• Automation workflow configurations

Google API Integration Data

With your explicit consent, we access:

• Gmail messages for enquiry processing
• Google Sheets for data synchronization
• Google Drive for document storage
• Google Calendar for scheduling coordination

2. How We Use Your Information

• Provide and improve our AI-powered training operations platform
• Process and manage training enquiries automatically
• Generate training content and match suitable trainers
• Send automated communications and notifications
• Provide customer support and technical assistance
• Ensure platform security and prevent unauthorized access
• Comply with legal obligations and protect our rights

3. Data Security & Encryption

4. Google API Usage, Google User Data & Limited Use

Trainalytix integrates with Google services to enhance your training operations. With your explicit OAuth consent, Trainalytix accesses the following Google user data:

• Gmail API: Reads incoming training enquiry emails (message content, sender, subject, and attachments) to capture and process enquiries, and sends replies on your behalf that preserve the original subject thread
• Google Sheets API: Reads and writes spreadsheet data to sync training records and reports
• Google Drive API: Creates, stores, and retrieves training documents (TOCs, quotations, handover documents) in folders the app creates or you select
• Google Calendar API: Reads availability and creates events to schedule training sessions and meetings

How Google user data is used, stored, and shared

• Use: Google user data is used solely to provide the training-operations features described above — enquiry capture, document management, scheduling, and reporting for your organization. It is never used for advertising.
• Storage: Google user data processed by the platform is stored encrypted at rest (AES-256) in our Supabase-hosted database, isolated per organization, and encrypted in transit (TLS 1.3).
• Sharing: We do not sell Google user data. We do not transfer it to third parties except to the subprocessors listed in Section 8 as strictly required to provide the service, to comply with applicable law, or as part of a merger or acquisition with prior notice to you.
• Human access: Our staff do not read your Google user data except with your permission for support, for security/abuse investigation, or where required by law.
• AI/ML: We do not use Google user data to develop, improve, or train generalized artificial intelligence or machine-learning models.
• Retention & deletion: Google user data is retained only while the related enquiry or engagement is active, per the schedule in Section 7. You can delete stored copies at any time from your organization settings, and deletion of your account removes them within 30 days.

Limited Use disclosure

Trainalytix's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Revoking access: You can revoke Trainalytix's access to your Google data at any time from your organization settings within the app, or directly via your Google Account at https://myaccount.google.com/permissions.

5. AI & Machine Learning

Our AI agents process your data to provide intelligent automation:

• Enquiry categorization and intelligent routing
• TOC (Table of Contents) research and generation from OEM sources
• Lab planning, hardware sizing, and cost calculation
• Trainer evaluation and lab owner assignment
• Quotation and handover document generation
• Status notifications and workflow orchestration

All AI processing is performed with strict data controls and your data is never used to train third-party models.

6. GDPR Compliance & Your Rights

7. Data Retention

We retain your data only as long as necessary:

• Account data: Until account deletion + 30 days for backup
• Training enquiries: 7 years for business records (configurable)
• Financial data: As required by law (typically 7 years)
• Logs and analytics: 12 months maximum

8. Third-Party Services

We work with trusted third-party services:

• Supabase: Authentication, database, and application state hosting
• Modal: Compute infrastructure for AI agent workloads
• OpenAI, Anthropic & Perplexity: AI processing (your data is not used to train their models)
• Google APIs: Email, calendar, spreadsheet, and document integration (see Section 4)
• Twilio: WhatsApp Business and voice (SIP) communications
• Microsoft Teams API: Meeting participation and collaboration
• ElevenLabs: Voice synthesis for agent voice interactions
• trigger.dev: Workflow job scheduling

Each subprocessor receives only the minimum data required to perform its function and is bound by data-processing agreements.

9. Contact Us

For any privacy-related questions or to exercise your rights:

Email: privacy@trainalytix.com
Data Protection Officer: dpo@trainalytix.com
Address: Trainalytix, Bangalore, Karnataka, India

10. Changes to This Policy

We may update this privacy policy periodically. We'll notify you of any material changes via email or platform notification. Continued use of Trainalytix after changes constitutes acceptance of the updated policy.