Privacy Policy

This Privacy Policy describes how N5 LLC (“N5,” “We,” “Us,” or “Our”) collects, uses, discloses, and protects personal data in connection with the Products offered by N5 through the Site (getdojo.io, including app.getdojo.io) and any related websites, applications, or services that link to this Privacy Policy (together, the “Services”), including DOJO by N5 and any other standalone Product N5 makes available under the Terms of Use from time to time.

This Privacy Policy is specific to the Products described above and to N5 LLC’s role as the controller of the Site and Services described here. It does not apply to, and does not amend, N5’s separate privacy policy for its enterprise process-management platform.

This Privacy Policy should be read together with N5’s Terms of Use, available at TERMS OF USE. Capitalized terms not defined in this Privacy Policy have the meaning given to them in the Terms of Use.

This Privacy Policy does not apply to personal data that N5 processes on behalf of its enterprise clients under separate commercial or data processing agreements outside of the Products described here. If you are the end user of an N5 enterprise client and have questions about how your data is handled, please contact that client directly.

Please read this Privacy Policy carefully. If you have any questions about this Privacy Policy or Our data practices, please contact Us as set forth in the “Contact Us” section below.

1. WHO WE ARE, AND OUR ROLE AS CONTROLLER OR PROCESSOR

1.1. N5 LLC, a company organized and existing under the laws of the State of Delaware, with its registered office at The Corporation Trust Company, Corporation Trust Center, 1209 Orange Street, Wilmington, County of New Castle, Delaware 19801, US, provides the Products described in this Privacy Policy.

1.2. N5 as controller. N5 acts as the data controller for: (a) the registration, account, and billing-contact data of the individual or organization that creates an Account and subscribes to a Product (“You,” and where applicable, Your designated administrators, “Admins”); (b) usage, device, and cookie data collected automatically through the Services; and (c) marketing communications. N5 determines the purposes and means of processing this data, as described throughout this Privacy Policy.

1.3. N5 as processor. Where You are an organization and use a Product to train Your employees, contractors, or other individuals whom You designate as Authorized Users, You — not N5 — are the controller of the personal data of those Authorized Users that is generated or processed through their use of the Product, including their training sessions, transcripts, evaluation scores, feedback, badges, and certificates (“Training Data”). In that case, N5 processes Training Data solely on Your behalf and under Your instructions, as Your processor. You are responsible for providing any notices to, and obtaining any consents from, Your Authorized Users that are required under applicable law for N5 to process their Training Data as described in this Privacy Policy.

1.4. Payment data. Payment and billing information related to Your Subscription is processed by Paddle as an independent controller, as described in Section 6.1 below.

2. DEFINITIONS

For purposes of this Privacy Policy, the following terms have the meanings given below. Other capitalized terms have the meaning given to them in the Terms of Use.

• “Account” means the individual or organizational account created for You to access a Product.
• “Admin” means an Authorized User whom You designate to administer Your Account, including uploading content, designing training plans, assigning them to other Authorized Users, and reviewing evaluations.
• “Authorized User” means Your, or Your affiliates’, employee, contractor, agent, or other individual authorized by You to access and use a Product through Your Account, where You are an organization.
• “Controller” means the party that determines the purposes and means of the processing of personal data.
• “Generated Content” means content generated by the AI Features in connection with Your use of a Product, as defined in the Terms of Use.
• “Personal Data” means any information relating to an identified or identifiable natural person.
• “Processor” means a natural or legal person who processes personal data on behalf of a Controller.
• “Product” means each standalone, subscription-based software-as-a-service product that N5 makes available through the Site, including DOJO by N5.
• “Subprocessor” means a third party N5 engages to process personal data in connection with providing the Services, as described in Section 7.
• “Training Data” means the personal data generated through an Authorized User’s use of a Product’s training and evaluation features, including audio recordings, session transcripts, scores, evaluation dimensions, feedback, badges, points, ranking position, and certificates, as described in Section 1.3.
• “User Content” means any content You upload, post, or otherwise submit to the Services, as defined in the Terms of Use.
• “You” means the individual accessing or using a Product, or the company or other legal entity on whose behalf such individual is accessing or using a Product, as applicable.

3. PERSONAL DATA WE COLLECT

3.1. Information You provide to Us.

• Account and registration information, such as Your name, email address, phone number, and the username and password You use to access the Services.
• Organizational information, where You register on behalf of an organization, such as the organization’s name and the identity and role (Admin or Authorized User) of the individuals You authorize to access the Product.
• Communications, such as information You provide when You contact Us for support, feedback, or other correspondence.
• User Content, including any documents, manuals, protocols, or other materials an Admin uploads to build a Product’s knowledge base and training plans, which may incidentally include personal data that the Admin chooses to include.
• Payment and billing information, collected and processed directly by Paddle, as described in Section 6.1. We do not collect or store Your full payment card details.

3.2. Training Data generated through use of a Product. Where an Admin assigns training to an Authorized User, the Product generates:

• Session recordings and transcripts, including, where a Product supports voice- or live-avatar-based practice, audio and video recordings of an Authorized User’s spoken responses during a training session and the corresponding speech-to-text transcription.
• Evaluation data, including scores, dimensions (such as communication, knowledge, empathy, and problem-solving), and turn-by-turn feedback annotated on the transcript.
• Progress data, including points, badges, ranking position, and completion certificates.

Training Data is generated as a normal part of the Product’s training and evaluation features and, where You are an organization, is processed by N5 on Your behalf as described in Section 1.3. Where a training session involves voice or video, that audio and video is processed to enable the real-time conversation with the AI trainer and to generate a transcript and evaluation; it is not used to identify or verify an Authorized User’s identity (i.e., not for voice or facial biometric recognition). If N5 introduces a biometric identification feature in the future, N5 will update this Privacy Policy and provide any additional notice or consent required by applicable law before doing so.

3.3. Free practice sessions. Certain Products offer a free-practice mode that is not scored and is not retained as part of an Authorized User’s training record, so that individuals can practice without the results affecting their evaluation.

3.4. Information We collect automatically. When You use the Services, We and Our service providers may automatically collect:

• Device and usage data, such as Your IP address, browser type and version, operating system, device identifiers, referring URLs, pages viewed, features used, and the dates, times, and duration of Your activity.
• Cookies and similar technologies, as described in Section 11 below.

3.5. Information We obtain from third parties. If You register or log in using a third-party login method (where available), We may receive information from that third-party service, such as Your name and email address, as authorized by You via that service’s privacy settings.

4. HOW WE USE PERSONAL DATA

We use personal data for the following purposes:

4.1. To provide and operate the Services (legal basis: performance of a contract), including to create and manage Your Account, authenticate and grant You access to a Product, generate and evaluate training simulations and Training Data, provide the functionalities and Materials of a Product, process Your Order, and provide customer support.

4.2. To communicate with You, including to send administrative and transactional messages and respond to Your inquiries (legal basis: performance of a contract), and, where You have opted in, to send marketing communications about N5’s Products (legal basis: consent, which You may withdraw at any time as described in Section 12).

4.3. To maintain and improve the Services (legal basis: legitimate interests, namely improving and securing Our Products), including to monitor performance, diagnose technical issues, and develop new features or Products, generally using aggregated or de-identified data.

4.4. To ensure security and prevent fraud (legal basis: legitimate interests, namely protecting the Services and Our users), including to detect, investigate, and prevent unauthorized access, breaches of the Terms of Use, and other harmful or unlawful activity.

4.5. To comply with legal obligations (legal basis: compliance with a legal obligation), and to establish, exercise, or defend legal claims (legal basis: legitimate interests).

4.6. For business transactions (legal basis: legitimate interests, namely facilitating a corporate transaction), as described in Section 6.5 below.

4.7. Where We process Training Data as processor under Section 1.3, We do so on the basis of, and to the extent of, Your instructions as controller; We use it solely to provide the Services as instructed by You, and not for Our own independent purposes, except as described in Section 5 (Use of Data to Train AI Models).

5. USE OF DATA TO TRAIN AI MODELS

5.1. Default: no use for model training. N5 does not use Your User Content, Training Data, or Generated Content to train or improve N5’s AI Features generally, or for the benefit of other customers, and does not permit the underlying third-party AI infrastructure providers described in Section 7 to use that data to train their own models.

5.2. Aggregated and de-identified data. N5 may use aggregated, anonymized, or de-identified data derived from use of the AI Features — such as usage patterns or performance metrics — to maintain and improve the AI Features generally, provided that such data does not identify any individual and does not reveal the substance of any User Content or Training Data.

5.3. Opt-in for other uses. If N5 wishes to use Your User Content or Training Data to train or improve N5’s AI Features beyond what is described in Section 5.2, N5 will ask for Your separate, explicit consent before doing so. You may withdraw that consent at any time by contacting Us at privacy@getdojo.io.

6. HOW WE SHARE PERSONAL DATA

We may share personal data with the following categories of recipients:

6.1. Paddle, as an independent controller. Payment and billing information related to Your Subscription is collected and processed by Paddle.com Market Ltd (“Paddle”), N5’s authorized reseller and merchant of record. Paddle processes such information as an independent controller, for its own purposes, subject to Paddle’s own privacy policy, available at paddle.com/legal-buyers. N5 does not control, and is not responsible for, Paddle’s processing of Your payment information.

6.2. Your organization. Where an Authorized User’s Training Data is generated under an organizational Account, that data is visible to the Admins of that Account as part of the Product’s core functionality (for example, to review and validate evaluations before they are published, per Section 8.4 below, or to monitor a team’s progress).

6.3. Subprocessors. N5 engages third-party Subprocessors to help deliver the Services, as described in Section 7 below.

6.4. Professional advisors and authorities. Lawyers, auditors, and other professional advisors, and law enforcement or government authorities, where necessary to comply with a legal obligation, respond to lawful requests, or protect N5’s or others’ rights, property, or safety.

6.5. Business transferees. Acquirers and other participants in a merger, acquisition, financing, reorganization, or sale of all or part of N5’s business or assets, in which case personal data may be among the assets transferred, subject to standard confidentiality arrangements.

6.6. We do not sell personal data, and We do not share personal data with third parties for their own independent marketing purposes.

7. SUBPROCESSORS

7.1. N5 uses the following Subprocessors to provide the Services:

7.2. N5 may update this list from time to time as it adds, removes, or replaces Subprocessors. N5 will reflect material changes in an updated version of this Privacy Policy, posted in accordance with Section 16 (Changes to This Privacy Policy).

7.3. All Subprocessors are contractually bound to process personal data only as instructed by N5, solely for the purpose of providing their service to N5, and with confidentiality and security obligations consistent with this Privacy Policy, including the restriction on using personal data to train their own models described in Section 5.

8. AI-ENABLED TRAINING, EVALUATION, AND USER CONTENT

8.1. Processing via AI Features. Where a Product incorporates AI-enabled training or evaluation features (“AI Features”), an Authorized User’s practice sessions — including, where applicable, live-avatar or voice-based sessions — are processed using several of the Subprocessors described in Section 7: Tavus renders the real-time video avatar, ElevenLabs converts the AI trainer’s text responses into speech, Deepgram transcribes the Authorized User’s spoken audio, and AWS Bedrock (accessed through N5’s internal orchestration layer) powers the underlying conversational and evaluation logic. Together, these generate a transcript, score, and feedback (Generated Content), as further described in the Terms of Use.

8.2. Internal processing; no third-party training. N5’s core AI/LLM infrastructure (AWS Bedrock) is accessed through N5’s own internal orchestration layer, so that the User Content and Training Data processed by the underlying language model are not exposed to, or shared with, AWS’s other customers. The other AI Subprocessors described in Section 7 (Tavus, ElevenLabs, and Deepgram) each receive only the audio, video, or text necessary to perform their specific function (avatar rendering, text-to-speech, or speech-to-text, respectively), under contract terms that prohibit them from using that data to train their own models or for any purpose other than providing that function to N5, consistent with Section 5.

8.3. Free practice mode. As noted in Section 3.3, certain practice sessions are not scored and are not retained as part of an Authorized User’s record, so that AI processing in that mode is limited to what is necessary to run the simulation in real time.

8.4. Human review of automated evaluations. AI Features may propose a score, evaluation dimensions, and feedback for a training session. Where the Product is used under an organizational Account, that evaluation is reviewed by an Admin, who may adjust it, before it is published to the Authorized User or reflected in badges, certificates, ranking, or records made available to Your organization. An Authorized User who believes an evaluation does not accurately reflect their performance may request that their organization’s Admin review it; N5 will assist Admins with such reviews as reasonably requested.

8.5. Your responsibility. As set out in the Terms of Use, personal data should not be submitted to the AI Features except where necessary and permitted by the Terms of Use. Admins and Authorized Users should avoid including unnecessary personal or sensitive information in uploaded content or practice sessions.

9. CERTIFICATES AND SHARING TO THIRD-PARTY PLATFORMS

9.1. Certain Products allow an Authorized User to generate a verifiable certificate upon completing a training plan, and to voluntarily share that certificate on third-party platforms, such as LinkedIn.

9.2. If You choose to share a certificate on a third-party platform, that platform will process the information You share (such as Your name and the credential earned) under its own privacy policy, and N5 is not responsible for that platform’s practices. See Section 15 (Third-Party Links).

10. RETENTION AND DELETION

10.1. General retention. We retain personal data for as long as necessary to provide the Services, comply with Our legal obligations, resolve disputes, and enforce Our agreements, in accordance with the purposes described in this Privacy Policy.

10.2. Deletion upon cancellation or termination. Upon cancellation or termination of Your Subscription, whether by You or by N5, Your Account, User Content, Generated Content, and Training Data — including online access to training records and any online certificate-verification link — will be deleted immediately, without any grace period, consistent with the Terms of Use. You are solely responsible for exporting or retaining a copy of any User Content, Generated Content, or Training Data (including Authorized Users’ evaluation records) You wish to keep before cancelling Your Subscription or allowing it to lapse.

10.3. Exported certificates. A certificate that an Authorized User has downloaded or shared prior to deletion (for example, a PDF certificate saved locally or posted to LinkedIn) is not affected by deletion under Section 10.2, because it no longer resides on N5’s systems. However, any online verification of that certificate through the Services will no longer be available once Your Account is deleted.

10.4. Notwithstanding Section 10.2, N5 may retain limited data (such as billing records or data required for legal, tax, or accounting purposes) for the period required by applicable law, even after Your Account, User Content, and Training Data have been deleted.

11. COOKIES AND SIMILAR TECHNOLOGIES

11.1. We use cookies and similar technologies (such as local storage and web beacons) to operate the Services, remember Your preferences, keep You logged in, and understand how the Services are used.

11.2. We use the following categories of cookies:

• Necessary cookies, which are required for the Services to function, such as authentication and session cookies.
• Functionality cookies, which remember Your preferences and settings.
• Analytics cookies, which help Us understand how the Services are used so We can improve them.
• Marketing cookies, which allow Us and Our advertising partners to measure whether a campaign brought visitors to the Site and to show You advertising on other platforms. These are only set with Your consent.

11.3. You can manage or disable non-essential cookies through the cookie preference tool on the Site, where available, or through Your browser settings. If You disable necessary cookies, some features of the Services may not function properly.

12. YOUR RIGHTS AND CHOICES

12.1. Depending on where You reside, You may have the following rights regarding Your personal data:

• Access a copy of the personal data We hold about You.
• Correction of personal data that is inaccurate or incomplete.
• Deletion of personal data that We no longer need for the purposes described in this Privacy Policy, subject to Section 10.
• Portability, i.e., to receive Your personal data in a structured, commonly used, machine-readable format.
• Objection to, or restriction of, certain processing of Your personal data.
• Withdrawal of consent, where processing is based on consent, without affecting the lawfulness of processing carried out before withdrawal.
• Human review of an automated evaluation, as described in Section 8.4.
• Opt-out of marketing communications, by following the unsubscribe instructions in any marketing email We send You.

12.2. Requests regarding Training Data. Where N5 processes Your Training Data as a processor under Section 1.3, N5 does not respond directly to Your rights requests. Please direct such requests to Your organization’s Admin, who is responsible, as controller, for responding to them. N5 will provide reasonable assistance to the Admin to fulfill Your request.

12.3. Requests regarding Account or billing data. To exercise any of the rights above regarding data for which N5 is the controller (Section 1.2), please contact Us as set forth in the “Contact Us” section below. We may ask You to verify Your identity before responding to Your request. We will respond to Your request within the timeframe required by applicable law.

12.4. If You are not satisfied with Our response, You may have the right to lodge a complaint with the data protection authority in Your jurisdiction.

13. DATA SECURITY

We implement reasonable technical and organizational measures designed to protect personal data from unauthorized access, disclosure, alteration, or destruction. However, no method of transmission over the internet or electronic storage is completely secure, and We cannot guarantee absolute security.

14. CHILDREN’S PRIVACY

The Services are not directed to, and are not intended for use by, individuals under the age of 18. We do not knowingly collect personal data from children. If We become aware that We have collected personal data from a child without the consent required by applicable law, We will take steps to delete that information. If You believe a child has provided Us with personal data, please contact Us at the email address below.

15. THIRD-PARTY LINKS

The Services may contain links to third-party websites or services, including Paddle’s checkout pages and platforms where Authorized Users may choose to share certificates (Section 9), that are not owned or controlled by N5. This Privacy Policy does not apply to those third-party websites or services, and We encourage You to review their privacy policies before providing any personal data to them.

16. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. If We make material changes, We will notify You by posting the updated Privacy Policy on the Site and updating the “Last updated” date above. Your continued use of the Services after an update constitutes Your acceptance of the revised Privacy Policy.

17. CONTACT US

If You have any questions about this Privacy Policy or Our data practices, please contact Us at privacy@getdojo.io.

Published in English. Questions about this document: privacy@getdojo.io.