Privacy notice

NewReLLM is a trading name of TheMotionBridge B.V., Van Groningenhof, 2134 LS Hoofddorp, the Netherlands. Privacy contact: matthieu@newrellm.com.

You take part because an organisation enrolled you: usually your employer, or a programme partner working with it. That organisation is the controller of your programme data: it decides why you take part and what it does with the results. NewReLLM processes that data on its behalf, under a data processing agreement.

NewReLLM is a controller only for its own purposes: keeping accounts secure, operating the service, and improving its scenarios with de-identified gameplay.

Your account:

• Your name and email address, provided by the organisation that invited you or by the platform you joined through.
• Your password, if you set one. It is stored as a one-way hash; nobody at NewReLLM or your organisation can read it.
• The name and pronouns the simulation uses for you, and your email notification choice.

What you do in the simulation:

• Your plans and decisions, including private notes.
• Messages you write to characters in the simulation, and their replies.
• Deliverables you send in response to requests.
• Your conversations with the AI coach.
• Feedback or bug reports you send us.
• What the simulation produces from your play: results, scores, a development profile, a competency assessment and coach feedback.

Technical data:

• Your browser's time zone (see below).
• When you sign in, submit a round and last used the simulation.
• Safety records: when an automated check flags something written in the simulation, we record the reason, the action taken and when.
• Operational logs kept by our hosting providers, which include your IP address. They are kept for a limited period (up to 30 days) under the providers' standard terms.
• Cookies needed to keep you signed in and to remember display settings such as your time zone. We use no analytics or advertising trackers.

We record your browser's time zone so deadlines and reminders show in your local time. Programme operators do not see it.

• To run the simulation: the characters, round results and the coach respond to what you write and decide.
• To produce your results, assessment and feedback for your development.
• To send you invitations, sign-in links, round notifications and deadline reminders. You can turn round emails off in Settings.
• To keep the service safe, secure and working, and to answer your support requests.
• To improve our scenarios, using gameplay from which your identity has been removed.

Lawful basis: your organisation decides the lawful basis for your programme data, usually its legitimate interest in developing its leaders. Improving our scenarios with de-identified gameplay rests on NewReLLM's legitimate interest in improving its service.

Fields marked private in your plan are for you. They are not shared with anyone, programme operators included, and no character in the simulation reads them. NewReLLM staff do not read them either, not even for support, unless you ask us to. The AI coach reads them so its feedback reflects your thinking, so they are processed by our AI provider for that purpose.

The simulation runs on large language models. To write the characters' replies, the round results, the coach's feedback and your assessment, what you write and the state of your simulation are sent to an AI model provider: Anthropic, and OpenAI only when Anthropic is unavailable.

• We send AI providers your first name only; we never add your surname or email. Text you write yourself in the simulation (messages, plans, notes) is sent as you wrote it.
• Under their standard API terms, they do not use this data to train their models and keep it for up to 30 days.
• Both providers process data in the United States. These transfers are covered by the EU Standard Contractual Clauses in the providers' data processing terms, and by the EU-US Data Privacy Framework where the provider is certified.

The simulation is fictional. Please do not enter confidential information about your organisation or personal information about real people.

The simulation produces a competency assessment and coach feedback from how you play.

• You and NewReLLM see your assessment at the same time, as soon as it is ready.
• Your organisation receives your final assessment only once you have opened it, or 7 days after it became available if you do not open it.
• To comment on or contest your assessment, write to us at matthieu@newrellm.com, or reply to any email we send you; we pass your comment to your organisation.
• The coach's closing letter is part of your final assessment: your organisation's programme operators, and your organisation's own platform if you joined through one, receive it on the same timing as the rest of the assessment. The coach's feedback during the simulation and your conversations with the coach are not shared with your organisation.

The assessment is produced with AI. NewReLLM does not use the assessment to make decisions that have a legal or similarly significant effect on you.

Lawful basis for the assessment: your organisation's legitimate interest in giving you development feedback.

We use these providers to run the service. Each processes data only on our instructions.

• Your account and simulations: 12 months after your programme ends, then deleted.
• Safety records: 90 days. Serious incidents (for example a paused account) are kept for up to 7 years in case of a dispute.
• Technical records of AI calls (which model, size and cost, not the text): 90 days.
• Monitoring events: 60 days.
• Bug and feedback reports you send us: 12 months.
• Hosting and job logs: up to 30 days.
• AI providers: up to 30 days.
• Backups: taken daily and kept for up to 7 days.

When your account is deleted, your profile and simulations are deleted with it: plans, notes, messages, results and assessments, your bug and feedback reports, and the invitation records that carry your email address. An invitation from another organisation that you have not yet accepted stays with that organisation. When you change your email address, the used invitation records under your old address are deleted. Safety and technical records lose their link to you and are removed on the schedule above. To ask for deletion, write to matthieu@newrellm.com.

You can ask to access your data, correct it, have it deleted, restrict or object to its use, and receive a copy in a portable format. You can change your name and email choices yourself in Settings.

To use these rights, write to matthieu@newrellm.com or contact your organisation's programme lead. We send you a copy of your data by email on request, and we reply within one month.

You can also complain to a data protection authority: the Autoriteit Persoonsgegevens, the Dutch authority that leads for us, or the authority where you live or work.

Our database and application hosting are in the EU; AI providers process prompts in the United States as described above. Supabase and Vercel encrypt it in transit (TLS) and at rest (AES-256). Access is limited by role: operators see only their own organisation, and only NewReLLM administrators can change anything.

When our use of your data changes, we update this notice and the date at the top.