Privacy Policy

1. Overview

This Privacy Policy explains how Roleminds Inc.(" Roleminds", "we&quo;, "our", or "us") collects, processes, stores, and protects personal data through our website, applications, and services (the "Platform").
We are committed to protecting your privacy in accordance with applicable data protection regulations, including the General Data Protection Regulation (GDPR) and other global privacy frameworks in the jurisdictions where we operate.

2. Information We Collect

We collect and process the following categories of personal data:

• Identity data (e.g., full name, institution, email address)
• User-generated content (e.g., uploaded files, notes, assessments)
• Technical data (e.g., IP address, browser type, operating system, device identifiers)
• Usage data (e.g., feature usage, interaction logs, timestamps)
• Communication data (e.g., support queries, emails, form submissions)

3. Legal Bases for Processing

We process personal data on the following lawful bases:

• Consent – when you opt in to communications or services.
• Contractual necessity – to deliver services under our terms of use.
• Legitimate interests – such as product improvement, research, and fraud prevention.
• Legal obligations – where required to comply with applicable laws or legal requests.

4. How We Use Your Information

We use your personal data to:

• Provide, operate, and maintain the Platform and its features
• Analyze and improve system performance and user experience
• Respond to technical and support inquiries
• Send service-related communications (e.g., updates, alerts)
• Monitor compliance and prevent abuse or unlawful activity

5. Data Sharing & Subprocessors

We do not sell your personal data. We may disclose personal data to carefully vetted third-party subprocessors under strict contractual obligations, solely for the purpose of delivering our services. These may include:

• Cloud hosting providers (e.g., AWS, GCP)
• Analytics tools (e.g., Plausible, Vercel Analytics)
• Email and communication platforms
• Support ticketing systems

All subprocessors are required to maintain industry-standard data security and confidentiality practices.

6. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this Policy or as required by law. Data may be anonymized and retained for research or statistical purposes. You may request deletion of your account or personal data at any time by contacting us.

7. International Transfers

We may transfer and process your personal data in countries other than your country of residence. These countries may have different data protection standards. Where applicable, we implement appropriate safeguards to ensure your information remains protected, such as standard contractual clauses or other recognized legal mechanisms.

8. Your Rights

You have the right to:

• Access and obtain a copy of your personal data
• Rectify inaccurate or incomplete information
• Request erasure of your personal data ("right to be forgotten")
• Object to or restrict processing in certain circumstances
• Withdraw consent where processing is based on consent

To exercise any of the above rights, please email us at team@roleminds.com. We may require verification before fulfilling certain requests.

9. Security

We implement organizational, technical, and administrative security measures to protect your data against unauthorized access, alteration, or loss. Despite these efforts, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

10. Changes to this Policy

We reserve the right to update this Privacy Policy periodically. Any changes will be posted on this page with an updated effective date. If material changes are made, we will provide reasonable notice via the Platform or email (if applicable).

11. Contact

For any privacy-related inquiries, you can reach our data protection officer at team@roleminds.com.