Privacy Policy

1. Information We Collect

We collect information directly from you when you interact with our website, use our services, or communicate with us. This may include:

• Personal Data: Name, email address, phone number, and any other details you provide via contact forms, inquiries, or account registration.
• Professional Information: Job title, company name, resumes/CVs, and career history submitted through our tools (e.g., Resume Optimizer, Career Path Simulator).
• Operational Data: Input provided for simulations and assessments related to your organization's processes and goals.
• Client Portal Information: If you are a client, we create an account for you in our client portal (portal.thetransformationroom.com) at your invitation. The portal stores your name, email address, the sign-in method you use and when you last signed in, along with the intake answers, files, tasks and other project information you or your team add. See Section 3 for how Google sign-in works.
• Automatically Collected Information: IP address, browser type, device details, and usage metrics collected via cookies, browser storage, and analytics tools to improve website performance. For detailed information on our use of tracking technologies, please review our Cookie Policy.

2. Use of Information

The information we collect is used for the following purposes:

• To provide, operate, and maintain our consulting services and software tools.
• To contact you regarding inquiries, requests, or to provide customer support.
• To generate assessments, resumes, and strategic insights through our AI-integrated platforms.
• To analyze website usage trends and improve user experience and functionality.
• To comply with legal obligations and enforce our Terms of Service.

3. Client Portal and Google Sign-In

Access to our client portal is by invitation only. You can sign in with your Google account or with an email address and password.

• What we receive from Google: When you choose "Continue with Google," Google shares your name, email address and profile picture with us. We do not request or receive access to your Gmail, Google Drive, Google Calendar, contacts or any other Google data.
• How we use it: We use your name and email address only to create and secure your portal account, confirm that you were invited, show your name to the people who share your workspace, and send you messages about your account and our work together.
• What we do not do: We do not sell information received from Google, use it for advertising, share it with anyone other than the service providers who run the portal for us, or use it to train artificial intelligence models.
• Passwords: If you sign in with a password, it is stored in encrypted (hashed) form by our authentication provider. We never see or store your password.
• Who can see your workspace: Your workspace is visible only to you, the people you or your organization invite, and The Transformation Room, LLC.

You can remove the portal's access to your Google account at any time from your Google Account settings, under "Third-party apps and services." Doing so does not delete your portal account; see Section 7 to request deletion.

4. Disclosure of Information to Third Parties

We do not sell or rent your personal information to third parties. We may disclose your information to the following parties under specific circumstances:

• Service Providers: Third-party vendors who perform services on our behalf, such as website hosting and file storage (Vercel, Google Cloud), client portal sign-in and database services (Supabase), email delivery (Resend, FormSubmit), AI processing (OpenAI, Anthropic), privacy-friendly website analytics (Vercel Web Analytics), and customer relationship management (HubSpot), which stores the contact details and messages you send us through our forms and NOVA chat follow-up requests.
• Legal Requirements: Law enforcement, government agencies, or authorized third parties when required by law or to protect our legal rights, property, or safety.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business transaction.

5. Method of Disclosure

When sharing information with service providers, we do so through secure, encrypted APIs and authenticated network protocols. Data transmitted for AI processing (e.g., parsing a resume or running an operational simulation) is handled transiently via secure connections (HTTPS/TLS) and governed by the strict data processing agreements of our enterprise AI partners to ensure your data is neither retained for model training nor exposed publicly.

6. Security Practices

We implement robust security measures to safeguard your personal and organizational information against unauthorized access, alteration, disclosure, or destruction:

• Encryption: All data transmitted between your browser and our servers is encrypted using standard Transport Layer Security (TLS/SSL).
• Access Controls: Access to personal information is strictly limited to authorized personnel and contractors who require the information to perform their job duties.
• Infrastructure Security: We utilize secure, enterprise-grade cloud environments to host our application and databases, employing firewalls and regular security patching.
• Data Minimization: We actively limit the storage of sensitive operational data, keeping it only as long as necessary to fulfill the services requested.

While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the internet or method of electronic storage is 100% secure.

7. Data Retention and Your Choices

We keep client portal information for as long as your account is active and for as long as needed to deliver our services, meet our legal and accounting obligations, and resolve disputes. You may ask us to access, correct or delete your personal information, or to close your portal account, by emailing us at the address below. We will respond within 30 days. Some records, such as invoices and signed agreements, may need to be kept after an account is closed.

8. Contact Us

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