Privacy Policy

1. Scope and Our Role

PATHVAI is responsible for personal information used to operate accounts, secure the Platform, communicate with users, and improve the beta service. When an organisation or consultant uses PATHVAI to assess an organisation, that customer may decide why assessment information is collected and who may access it. In that context, the customer is responsible for its instructions, participant notices, permissions, and lawful use of the information, while PATHVAI processes it to provide the Platform.

2. Information We Collect

The information we collect depends on how you use PATHVAI and may include:

• Account information: name, email address, authentication identifiers, verification status, accepted-policy timestamps, and profile details.
• Organisation information: organisation name, industry, size, region, workspace membership, invitations, roles, and ownership changes.
• Assessment information: intake details, responses, comments, completion progress, maturity scores, recommendations, reports, exports, and assessment history.
• One-off Lite information: temporary answers, progress, scores, and recommendations stored without a name, email, account identifier, or organisation profile for up to seven days.
• Sharing and benchmark choices: result-link settings and access counts, benchmark consent status, and the cohort filters used to request comparisons.
• Technical and security information: IP address, browser and device data, session records, request metadata, error information, and security or audit events.
• Communications: support enquiries, feedback, and other information you choose to send us.

3. How We Collect Information

We collect information directly from you, from organisation owners or administrators who invite you or manage a workspace, automatically when you use the Platform, and from service providers involved in authentication, hosting, email delivery, security, and Platform operations.

4. How We Use Information

We use information where necessary to provide the service, follow customer instructions, protect legitimate operational interests, comply with law, or act with your consent. Uses include:

• Creating and securing accounts and organisation workspaces.
• Delivering Lite and Full assessments, autosave, scoring, recommendations, reports, exports, sharing, and reassessment history.
• Providing anonymised or aggregated peer comparisons when an eligible organisation has opted in to benchmarking.
• Sending authentication, invitation, security, service, policy, and support communications.
• Diagnosing faults, preventing misuse, enforcing access controls, and maintaining audit records.
• Evaluating and improving reliability, usability, assessment quality, and beta features.
• Complying with legal obligations and establishing, exercising, or defending legal claims.

5. Organisation Access and Result Sharing

Organisation owners and administrators control workspace membership and may invite, remove, or change the role of users. Authorised workspace members may see organisation and assessment information according to their role. An active assessment is restricted to its creator, while completed results may be available to authorised organisation members.

Owners and administrators may create a read-only public result link. Anyone who receives an active link may be able to view the shared result without signing in. The organisation controls distribution, expiry, and revocation of that link and should treat it as confidential.

5A. One-Off Lite Assessments

You may complete the public one-off Lite Assessment without creating an account or organisation. PATHVAI stores an opaque session identifier, the published Lite content version, your answers, progress, calculated result, and expiry time. The essential session cookie is the only way the browser resumes that temporary result. Clearing the cookie prevents further access from that browser.

One-off results are kept separate from organisation assessments, account history, result sharing, trends, and benchmark datasets. Creating or logging into an account allows an on-demand PDF download while the temporary session remains valid; it does not attach or save the result to the account or an organisation.

6. Benchmarking

Benchmark participation is off by default and is controlled by an organisation owner or administrator. Eligible completed Full assessment results may contribute to anonymised, framework-versioned cohorts only after the organisation opts in. PATHVAI applies minimum cohort thresholds and statistical controls intended to reduce identification risk. An organisation may withdraw consent; withdrawal prevents future participation, but aggregate reports already produced may retain historical statistics that do not identify the organisation.

7. When We Disclose Information

We do not sell personal information. We may disclose only the information reasonably required:

• To organisation members and public-link recipients as described above.
• To service providers supporting hosting, database, authentication, email, security, monitoring, and other Platform operations under appropriate obligations.
• To professional advisers, auditors, insurers, or a prospective purchaser as part of a legitimate business transaction, subject to suitable confidentiality protections.
• Where required by law, court order, or a valid government request, or where reasonably necessary to protect rights, safety, security, and the integrity of the Platform.

8. International Processing

PATHVAI and its service providers may process information in countries other than your own. Where required, we use reasonable contractual, organisational, or other safeguards for cross-border processing. Privacy and government-access rules may differ between countries.

9. Retention and Deletion

We retain information for as long as reasonably needed to provide and secure the beta service, maintain assessment and audit integrity, comply with legal obligations, resolve disputes, and enforce agreements. Retention depends on the information type and the customer relationship. Some records may remain in restricted backups, security logs, or legally required records for a limited period after deletion from active systems.

Because assessment data belongs to an organisation workspace and may be needed by other authorised members, deleting or removing an individual account does not necessarily delete the organisation's assessment record. Organisation owners should contact us about workspace deletion or export requirements.

One-off Lite Assessment sessions are automatically and permanently deleted seven days after they are started. This fixed period is not extended by returning to the result, creating an account, logging in, or downloading the PDF.

10. Your Choices and Rights

Subject to applicable law and appropriate identity verification, you may have the right to:

• Access or receive a copy of personal information about you.
• Correct inaccurate or incomplete personal information.
• Request deletion, restriction, or objection where those rights apply.
• Withdraw consent for processing based on consent, without affecting earlier lawful processing.
• Opt out of optional marketing communications.
• Complain to an applicable privacy or data-protection authority.

You can update some account and organisation details in the Platform. For other requests, use our contact page or email info@pathvai.io. Include your account email, organisation, and request. We may need to verify your identity and consult the organisation controlling the workspace before acting.

11. Security

We use technical and organisational safeguards designed to protect information, including managed authentication, restricted and role-aware access, database security policies, audit logging, and protected transport. No system is completely secure, especially during beta. You are responsible for protecting credentials, using secure devices, and notifying us promptly of suspected unauthorised access or an exposed result link.

12. Cookies and Similar Technologies

PATHVAI uses cookies and similar storage required for authentication, session continuity, security, and core preferences. Blocking essential cookies may prevent login or other Platform functions. If we introduce non-essential advertising or analytics technologies that require consent, we will provide any notice and choice required by applicable law.

The one-off Lite Assessment uses a secure, HTTP-only essential cookie to prove access to one temporary session and resume it in the same browser. The cookie expires with the session after seven days and cannot be read by page scripts.

13. Children

PATHVAI is a business service and is not directed to children. You must be at least 18 years old, or the age of legal majority where you live, to create or administer an account. Please contact us if you believe a child has provided personal information without appropriate authorisation.

14. Beta Changes and Policy Updates

The Platform and its data practices may change during beta. We may update this Policy to reflect product, operational, legal, or regulatory changes. We will post the revised Policy and effective date here and provide additional notice where a change is material or law requires it.

15. Contact Us

For privacy questions, rights requests, or security concerns, use our contact page or email info@pathvai.io. If your concern is not resolved, you may also contact the privacy regulator or supervisory authority that applies where you live.