Privacy Policy

Last Updated: December 3, 2025

1. Introduction

Welcome to EmployeeGM ("we," "our," or "us"). We are committed to protecting the privacy of employees and organizations using our AI-powered professional development platform. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our enterprise software and services.

2. Information We Collect

2.1 Employee Data

  • Profile Information: Name, email address, job title, department, and role within the organization.
  • Professional Background: Skills, certifications, experience levels, and career goals you choose to share.
  • Learning Progress: Skill tree progression, completed quests, achievements, and milestones.
  • Preferences: Communication preferences, coaching style preferences, and notification settings.

2.2 AI Coaching Data

  • Coaching Interactions: Conversations with your AI Game Master, questions asked, and guidance received.
  • Reflection Responses: Your entries during task clarity rituals and performance reflections.
  • Goal Setting: Personal and professional objectives you establish within the platform.

2.3 Performance Data

  • Task Completion: Records of completed quests, challenges, and growth activities.
  • Skill Assessments: Results from skill evaluations and competency checks.
  • Engagement Metrics: Platform usage patterns, feature adoption, and activity frequency.

2.4 Organizational Data

  • Team Structures: Organizational hierarchies and team compositions as configured by administrators.
  • Role Definitions: Job descriptions, skill requirements, and career path frameworks.
  • Aggregate Analytics: Anonymized, organization-wide trends and insights.

2.5 Technical Information

  • Usage Data: How you interact with features, session duration, and navigation patterns.
  • Device Information: Device type, browser, operating system, and IP address.
  • Integration Data: Information from connected workplace tools (with authorization).

3. How We Use Your Information

We use the collected information to:

  • Provide personalized AI coaching and skill development recommendations
  • Generate relevant quests and growth challenges based on your role and goals
  • Create skill trees and role adventure paths tailored to your career trajectory
  • Deliver real-time coaching insights and performance reflections
  • Enable task clarity rituals and daily check-ins
  • Provide organizational administrators with aggregate analytics (never individual coaching content)
  • Improve our AI models and platform features
  • Ensure security and prevent unauthorized access

4. Data Sharing and Disclosure

We do not sell personal information. Data may be shared as follows:

  • With Your Organization: Aggregate performance metrics and completion data may be visible to authorized administrators. Individual coaching conversations remain private.
  • With Team Members: Only information you choose to share (e.g., achievements, public milestones) is visible to colleagues.
  • Service Providers: Trusted third parties who assist in operating our service (cloud hosting, security services).
  • Legal Requirements: When required by law or to protect rights and safety.

5. AI Coaching Privacy

Your AI Game Master interactions are treated with special care:

  • Coaching conversations are encrypted and stored securely
  • AI coaching content is not shared with managers or HR without explicit consent
  • Personal reflections and struggles shared with AI remain confidential
  • AI models are trained on anonymized, aggregated patterns, not individual conversations

6. Data Security

We implement enterprise-grade security measures including:

  • End-to-end encryption for all coaching conversations
  • SOC 2 Type II compliance and regular third-party audits
  • Role-based access controls and multi-factor authentication
  • Data encryption at rest and in transit using TLS 1.3
  • Regular penetration testing and vulnerability assessments
  • Secure data centers with physical security controls

7. Your Rights and Choices

You have the right to:

  • Access: Request a copy of your personal data and coaching history
  • Correction: Update or correct inaccurate information
  • Deletion: Request deletion of your data (subject to employer policies and legal requirements)
  • Portability: Export your skill progress and achievements
  • Opt-out: Disable optional data collection features
  • Restrict Processing: Limit how your data is used for certain purposes

Note: Some rights may be subject to your organization's data policies as the contracting party.

8. Data Retention

We retain data according to the following guidelines:

  • Active employee data is retained while the organization's subscription is active
  • Upon account termination, personal data is deleted within 90 days
  • Anonymized aggregate data may be retained for service improvement
  • Organizations may request immediate deletion of all employee data

9. Enterprise Compliance

EmployeeGM is designed to support enterprise compliance requirements:

  • GDPR compliance for EU employees
  • CCPA compliance for California residents
  • Data Processing Agreements (DPAs) available for all enterprise customers
  • Support for data residency requirements

10. International Data Transfers

Your data may be processed in countries other than your own. We ensure appropriate safeguards through Standard Contractual Clauses and other approved transfer mechanisms.

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify your organization of significant changes, and they will communicate updates to employees. Continued use after changes constitutes acceptance.

12. Contact Us

For privacy-related questions or to exercise your rights: