Privacy Policy

1. Introduction

Foundation Networks Pty Ltd ABN 83 633 580 588 ("Company", "we", "our", or "us") operates the FacilityVR platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. By using FacilityVR, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Personal Information

We collect information that you provide directly to us, including:

• Email address (required for account creation)
• Name (first and last name)
• Organisation and role information
• Payment information (processed securely through Stripe)

2.2 Training and Facility Information

For platform features, you may choose to provide:

• Facility layout data (room dimensions, equipment placements, floor plans)
• Training scenario configurations and pre-conditions
• Trainee performance results, scores, and completion records

2.3 AI Interaction Data

• Conversations with AI layout generation features
• Prompts, instructions, and AI-generated responses
• AI-generated facility layouts and configurations

2.4 Usage Information

• Log data (IP address, browser type, device information)
• Usage statistics and feature interaction data
• Credit consumption and billing transactions
• VR session data including device pairing and spectator viewing activity

3. How We Use Your Information

We use the collected information for various purposes:

• To provide, maintain, and improve our Service
• To generate and refine AI-powered facility layouts
• To process payments and manage subscriptions
• To send you authentication codes and service-related communications
• To track trainee progress and generate performance reports
• To improve AI model responses and accuracy
• To monitor usage and prevent fraud or abuse
• To comply with legal obligations

4. AI and Third-Party Services

4.1 AI Provider Integration

Our AI features are powered by large language models developed and maintained by providers such as Anthropic. When you interact with AI features, your prompts and facility information are sent to the provider's API to generate responses. Our LLM providers process this data according to their own privacy policy and data usage terms.

4.2 Stripe Payment Processing

Payment transactions are processed through Stripe. We do not store complete credit card information on our servers. Stripe maintains your payment details according to their privacy policy.

5. Data Sharing and Disclosure

We may share your information in the following situations:

5.1 Service Providers

We share data with third-party service providers (Anthropic, Stripe, email services) who help us operate our Service.

5.2 Legal Requirements

We may disclose your information if required by law or in response to valid requests by public authorities.

5.3 QR Code Verification

If your organisation enables QR Code verification, Statements of Attainment may include a QR code linking to a public verification page. This page displays your name, the organisation name, and a summary of your passed assessment results (scenario titles, dates, and scores). Your email address is not disclosed. You may opt out of this feature at any time through your account settings. When opted out, Statements of Attainment are generated without a QR code and your assessment results are not publicly accessible.

5.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide services. We may retain certain information as required by law or for legitimate business purposes. Training session history and results are retained to provide continuity in trainee progress tracking.

7. Data Security

We implement appropriate technical and organizational security measures to protect your information. However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

8. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: You can access and review your account information at any time
• Correction: You can update your personal information through Account Settings
• Deletion: You can request deletion of your account and associated data
• Export: You can request a copy of your data in a portable format
• Opt-out: You can opt out of marketing communications (service emails are required)

9. Cookies and Tracking

We use session cookies to maintain your login state and improve user experience. We do not use third-party advertising or tracking cookies. You can disable cookies in your browser settings, but this may affect Service functionality.

10. Children's and Minors' Privacy

Trainees using the Service may be under the age of 18. Where a trainee is a minor, their organisation administrator or trainer is responsible for obtaining appropriate parental or guardian consent before creating the trainee's account. We collect only the minimum information necessary to provide the Service to minor trainees (name, email, and training performance data). We do not knowingly collect personal information from minors without oversight by their school or training organisation. If you believe a minor's information has been collected without appropriate consent, please contact us immediately.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. By using our Service, you consent to such transfers.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last Updated" date. Your continued use of the Service after changes are posted constitutes acceptance of the updated policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:

Foundation Networks Pty Ltd
Email: privacy@facilityvr.com

For data subject requests (access, deletion, export), please email: dataprotection@facilityvr.com