Privacy Policy

Privacy Policy

Last updated: 11 September 2026

1. Introduction

Rolefy ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website at rolefy.ai and our AI-powered roleplay training platform.

By using our services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

Information you provide to us:

  • Name and contact details (email address, phone number) when you register, contact us, or request a demo
  • Company name, job title, and industry sector
  • Payment and billing information when you subscribe to our services
  • Any information you provide through our contact forms or email correspondence

Information collected automatically:

  • IP address, browser type, and device information
  • Pages visited, time spent on pages, and referring URLs
  • Cookies and similar tracking technologies (see Section 7)

Platform usage data:

  • Roleplay session data, scenario selections, and training progress
  • Performance scores and coaching feedback generated by the platform

3. How We Use Your Information

We use your personal information to:

  • Provide, maintain, and improve our AI roleplay training platform
  • Process your account registration and manage your subscription
  • Respond to your enquiries and provide customer support
  • Send you service-related communications and updates
  • Generate performance analytics and training insights for your organisation
  • Improve our AI models and scenario design (using anonymised and aggregated data only)
  • Comply with legal obligations

We will not use your personal information for marketing purposes without your explicit consent.

4. Legal Basis for Processing

Under UK GDPR and the Data Protection Act 2018, we process your personal data on the following legal bases:

  • Contract: Processing necessary to fulfil our contractual obligations to you
  • Legitimate interests: To improve our services, ensure security, and communicate with you
  • Consent: Where you have given us explicit permission, such as for marketing communications
  • Legal obligation: Where we are required to process data by law

5. Data Sharing

We do not sell your personal information. We may share your data with:

  • Service providers: Third-party companies that help us operate our platform (hosting, payment processing, analytics). These providers are contractually obligated to protect your data.
  • Your organisation: If you access Rolefy through a corporate subscription, your employer or organisation administrator may have access to your training progress and performance data.
  • Legal requirements: Where required by law, regulation, or legal proceedings.

6. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfil the purposes described in this policy. When your data is no longer needed, we will securely delete or anonymise it.

Account data is retained for the duration of your subscription plus 12 months. You may request earlier deletion at any time.

7. Cookies

We use cookies and similar technologies to:

  • Keep you signed in to your account
  • Remember your preferences and settings
  • Understand how you use our website and platform
  • Improve our services and user experience

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of our platform.

8. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include encryption, access controls, and regular security assessments.

While we take all reasonable steps to protect your data, no method of transmission over the internet is 100% secure.

9. Your Rights

Under UK data protection law, you have the right to:

  • Access — request a copy of the personal data we hold about you
  • Rectification — request correction of inaccurate or incomplete data
  • Erasure — request deletion of your personal data
  • Restriction — request that we limit how we use your data
  • Portability — request your data in a structured, machine-readable format
  • Object — object to processing based on legitimate interests
  • Withdraw consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, contact us at info@rolefy.ai.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

10. International Transfers

Your data may be processed outside the UK where our service providers are located. Where this occurs, we ensure appropriate safeguards are in place in accordance with UK data protection law.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the updated policy on this page with a revised "Last updated" date.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

Email: info@rolefy.ai
Address: Ironworks Business Centre, Castlelaurie Industrial Estate, Bankside, Falkirk, Stirlingshire, Scotland, FK2 7XF