Smarter Reality, LLC (“We,” “Us,” or “Our”), located at Round Rock, Texas, USA, provides CONVRS for Houses of Worship (the “Service”): conversation and de-escalation practice for churches, congregations, and other houses of worship, in VR and on PC, together with the related curriculum and the Houses of Worship pages of convrsplatform.com.
This Privacy Policy explains what information We collect through the Service, how We use and share it, how long We keep it, and the choices you have. Law enforcement customers are covered by the separate CONVRS Privacy Policy, not this one.
1. Who This Policy Applies To
This Policy applies to:
- Organizations: churches, congregations, ministries, and other houses of worship that use the Service (each an “Organization”).
- Organization administrators: the people who set up and manage an Organization’s account, invite members, and manage billing.
- Members and learners: staff, volunteers, and other people an Organization enrolls to use the Service.
- Self-serve customers: people who sign up for, start a demo of, or buy a subscription to the Service online on behalf of an Organization.
- Website visitors: anyone who visits the Houses of Worship pages of convrsplatform.com or submits a form there.
2. Information We Collect
2.1 Demo Requests and Other Website Forms
When you book a demo, download the free curriculum, or ask to be notified about sessions, We collect what you enter: your name, email address, phone number (optional), congregation or organization name, role, and, on some forms, approximate weekly attendance. We also record which form you used.
2.2 Demo Accounts
If you tick “Create a demo account” on the demo request form, We also use your name, email address, phone number, role, and congregation name to create a demo account for your Organization, and We email you a link to finish setting it up. We do not create an account unless you tick that option. If an account already exists for your email address, We email you sign-in instructions instead.
2.3 Account and Organization Information
Organization name, administrator names and contact details, the names and email addresses of members an Organization enrolls, account roles, and sign-in information.
2.4 Payment and Billing Information
Card payments, subscriptions, and the customer billing portal are handled by Our payment processor, Stripe, Inc. Your card details are entered into and held by Stripe; We never receive or store your full card number. We store your Stripe customer ID and subscription IDs, your plan and subscription status, billing contact details, and your Organization’s tax-exempt status and any related documentation you provide. Stripe’s use of your information is governed by the Stripe Privacy Policy.
2.5 Learner Progress, Certificates, and Training Records
The Service records each learner’s progress, including sessions and scenarios completed, scores and feedback, and practice history. These records are linked to the learner’s name and account. Certificates of completion show the learner’s name, the Organization, and the name of the facilitator who led the training, and are visible to the learner and the Organization’s administrators.
2.6 Practice Conversations
During practice, learners speak with AI characters. What a learner says is processed, including by Our AI model provider, so the characters can respond and so the Service can give feedback. [CONFIRM WITH ENGINEERING: whether audio recordings or transcripts are stored, where, and for how long; and the AI provider’s data-retention and training terms.] We do not use voice data to identify individuals, and We do not create voiceprints.
2.7 Technical Data
IP address, device and browser type, operating system, VR headset model and firmware version where applicable, system logs, and error reports, collected for troubleshooting, security, and improving the Service.
2.8 Cookies and Analytics
Our website uses Google Analytics to understand how visitors use it. Google Analytics loads and sets its cookies only if you click “Accept” on our cookie banner. If you click “Decline”, it does not load. We store your choice in your browser so We don’t ask again. You can change your choice by clearing this site’s data in your browser. Our pages also load fonts and scripts from third-party content delivery services (Google Fonts and unpkg), which receive your IP address when your browser requests those files.
2.9 Spam and Abuse Protection (Google reCAPTCHA)
We use Google reCAPTCHA v3 to protect forms from spam and abuse: the demo signup form on our website, and the sign-in and account setup pages of the Service. reCAPTCHA collects hardware and software information, such as device and browser data, and sends it to Google for analysis. Google’s Privacy Policy and Terms of Service apply to that information.
3. How We Use Information
- Providing, maintaining, and improving the Service and the curriculum.
- Creating and managing accounts, including demo accounts you request.
- Sending transactional and account emails, such as account setup links, sign-in and password emails, receipts, and service notices. These are part of the Service and are sent even if you opt out of sales contact.
- Responding to demo requests and following up about the Service (see Section 4).
- Showing learners and administrators progress, certificates, and training records.
- Processing payments, managing subscriptions, and applying tax exemptions.
- Protecting the Service and its users from spam, fraud, and abuse.
- Supporting Organizations with troubleshooting and technical assistance.
- Complying with legal obligations and enforcing Our agreements.
- Developing product insights from aggregated or de-identified data that does not identify individuals.
We do not sell personal information, and We do not use it for third-party advertising.
4. Sales Contact and Your Choices
When you submit a form on our website, Our team may contact you by email or phone about the Service, for example to schedule a demo, answer questions, or follow up on a demo account. We keep form submissions in Our lead and customer relationship management (CRM) systems for this purpose.
You can opt out of sales contact at any time by replying to any of our emails and asking us to stop, or by emailing ro@smarterreality.io. [CONFIRM: whether we send marketing newsletters; if so, every one must include an unsubscribe link.] Opting out of sales contact does not stop transactional and account emails while you have an account.
5. Sharing and Service Providers
We do not sell personal information. We share it only as needed to run the Service, with service providers who process it on Our behalf under contractual data protection obligations:
- Payment processing: Stripe, Inc. (card payments, subscriptions, billing portal).
- Spam protection and analytics: Google LLC (reCAPTCHA; Google Analytics only with your consent).
- Cloud hosting and storage: [CONFIRM: Google Cloud for the website and the Service].
- AI model providers: to power practice conversations and feedback [CONFIRM provider name(s)].
- Email delivery: to send account and transactional emails [CONFIRM provider name].
- Lead and CRM tools: to manage demo requests and sales follow-up [CONFIRM tool name(s)].
We may also disclose information to comply with law or valid legal process, in connection with a merger, acquisition, or asset sale (with notice as required by law), or with your Organization’s consent.
6. Organizations’ Role
Each Organization decides which members and learners to enroll and controls their training records. For that data, the Organization is the data controller and We process it on the Organization’s behalf. Organization administrators can see their members’ names, progress, and certificates. Members and learners should send requests to access, correct, or delete their training records to their Organization; We will help the Organization respond.
For information you give Us directly, such as website forms, demo accounts, and administrator and billing details, We are the data controller.
7. Data Security
We use commercially reasonable administrative, technical, and physical safeguards, including encryption in transit (TLS 1.2+) and at rest (AES-256 or equivalent), role-based access controls, regular security assessments, and incident response procedures. No method of transmission or storage is completely secure.
8. Data Retention
- Unfinished demo accounts: account setup links expire after 7 days. A demo account that is never set up is deleted [N] days after it was created.
- Website form submissions and sales records: kept for up to [N months] after our last contact with you, unless you become a customer or ask us to delete them sooner.
- Accounts and training records: kept while the Organization’s account is active. After an account closes, We delete or de-identify personal information within [N days], unless the Organization asks for an export first or We must keep it by law.
- Billing records: kept as long as required for tax and accounting purposes.
- Backups: backup copies may be kept for up to ninety (90) days after deletion.
- Aggregated or de-identified data that cannot identify you may be kept indefinitely.
9. Your Choices and Rights
- Ask to access, correct, or delete personal information We hold about you, using the contact details in Section 12. Members and learners should contact their Organization about training records (see Section 6).
- Opt out of sales contact (see Section 4).
- Decline analytics cookies using our cookie banner (see Section 2.8).
- Organizations can request an export of their data, subject to technical feasibility and reasonable advance notice.
[DECISION FOR LEGAL: whether to add state-specific privacy rights language (for example California, Colorado, Virginia).]
10. Children
Account holders, including Organization administrators and self-serve customers, must be at least 18 years old. The Service is not directed at children under 13, and We do not knowingly collect personal information from children under 13.
[DECISION FOR LEGAL/BUSINESS: whether minors may be enrolled as learners; if so, parental consent and COPPA language required.]
If you believe We have collected information from a child in violation of this Policy, contact Us and We will delete it.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will post the updated Policy on this page with a new “Last Updated” date. For material changes, We will notify Organization administrators by email or in-Service notice at least fourteen (14) days before the changes take effect. Continued use of the Service after the effective date means you accept the updated Policy.
12. Contact Us
Questions, concerns, or privacy requests? Contact:
Smarter Reality, LLC — Privacy Officer · frank@smarterreality.io · convrsplatform.com · Round Rock, Texas, USA
For general support or sales questions, email ro@smarterreality.io.