Privacy policy

Our commitment

We do not sell, rent, publish, or share customer information for advertising, marketing by other businesses, or training external AI models. Your organization’s participants, services, exercises, and reports are private to your workspace and its authorized users.

Information we hold

We hold the organization name, owner email, customer ID, protected password records, login sessions, participant names and roles, life details and recurring commitments, business services and recovery objectives, custom scenarios, exercise timelines, observations, and reports. Customer operations also contain license capacity, expiry, payment references, agreement acceptance, renewal reminders, and removal requests. Please use fictional life details and avoid entering sensitive medical information, credentials, or information about children.

How we use it

We use this information to operate your exercises, keep your history, authenticate users, apply licenses, process requested payments, send renewal reminders, and handle support and removal requests. Participants see their own portal and permitted exercise updates. Private participant events are limited to the facilitator and their recipient.

Service providers

Hosting and database infrastructure process information to operate the service. The current hosted application uses Render. When payments are connected and you choose to pay, Stripe receives your owner email, opaque customer/order references, and purchase quantity and amount. Payment details are entered directly into Stripe; this application does not store card numbers. A configured email delivery service receives the recipient email and basic license reminder, password-reset, or Facilitator-invitation details. Facilitator invitations include the organization name and a password-setup link. Additional Facilitator names, emails, password hashes, and access status are stored to manage independent sign-in. Exercise content and life details are not included in payment or renewal email requests.

These limited operational uses are different from selling or sharing information for unrelated purposes. Information may also be disclosed when legally required or necessary to protect the service from fraud or abuse.

Optional AI assistance

Library exercises do not send content to a cloud AI provider. A facilitator can choose purchased AI assistance for a specific incident and explicitly agree to share selected context with OpenAI: business descriptions, operating context, participant role aliases, service functions and recovery objectives, proposed responses, and recent shared exercise activity. Names, emails, URLs and recognizable credential patterns are redacted on a best-effort basis; do not enter secrets or sensitive identifying details. Private participant messages, personal profile details, account credentials, and access tokens are excluded. Requests are made by our server and request provider response storage to be disabled; this is not a guarantee of zero provider retention. OpenAI processes API data under its applicable policies. An optional local model remains available for library-mode inject suggestions. Facilitators review AI text before applying it. See the AI incident terms.

Cookies and security

We use essential session cookies and participant seat storage to keep users signed in. Training progress is stored in your browser. We do not include advertising trackers. Access checks separate organizations, and the operator console requires a separate sign-in. No security system can eliminate all risk; only share exercise room links with intended participants.

Retention and removal

We retain customer information and scenario history while your account exists, including after a paid license expires. Expiry does not erase reports. An authorized removal request can delete the live account, participant details, services, custom scenarios, exercise history, and login sessions. We may retain minimal payment and operation records needed for accounting, legal obligations, or documenting fulfillment. Payment providers retain their own records under their policies. Copies in infrastructure backups may persist until those backups are deleted or rotated.

Use the form below or the authenticated removal form in the customer portal. We verify the requester’s identity and authority before removing company data. A request from a participant may require coordination with their organization. Recording a request does not immediately delete information. Request status and fulfillment are handled by the operator.

Your choices and contact

You can edit participant information, export exercise reports, and request correction or removal. The form below is a direct contact channel to the Building Heroes operator for data removal. If this policy changes, the effective date will change; we will not repurpose your information for unrelated marketing or external model training.

Request data removal

Do not include passwords, payment card numbers, or additional sensitive personal details.