Your data, handled straight.

What we collect

What we collect depends on what you use.

• When you send us a message: your name, email address, your message, the topic you choose, and your IP address, which we keep with the message to help us block abuse.
• When you subscribe to the newsletter: your email address and the page you subscribed from.
• When you apply for a role: your name, email address, your résumé, an optional link and note, and your IP address, which we keep with the application to help us block abuse.
• When you register for an event: your name, email address, an optional phone number, and your IP address, which we keep with the registration to help us block abuse. For a paid event we also keep the payment record Razorpay sends us: the amount, the payment and order IDs, the payer details from checkout (email address and phone number), and the payment method details (a UPI ID, or the last four digits, network and cardholder name for a card). Payment is handled by Razorpay, and we never store full card numbers.
• When you email our company addresses: the messages that reach our shared inboxes (such as hello@ and news@), including the sender's name and email address, the subject, the message text, and the names of any attachments. We do not open attachments in our admin tools.
• When we email you: we log the recipient address and subject of each email, so we can see whether it was delivered.
• When you browse: the pages you visit and the actions listed in our Cookie Policy, plus your IP address and device details, which our servers and providers see in order to deliver pages, limit abuse and keep the site secure.

How we use it

• Run the events you've registered for and review the applications you send
• Reply to your messages and send transactional emails: confirmations, receipts and reminders
• Read, sort and prioritise the email we receive, so we can reply to people sooner. We use AI tools to help with this: they suggest how urgent a message is, summarise it, and draft a reply for us to edit. A person at our company reads and sends every reply. Nothing is sent automatically. We can also search our email and documents and ask an AI tool questions about them, such as what a customer asked. For each question it sees only the few messages or passages that match.
• Improve the site by understanding how people use it
• Prevent fraud and abuse, and keep the site secure

We do not sell, rent, or trade your personal data to third parties for marketing purposes.

Who can see your data

Our small team can see what you send us and the records we keep about events and applications. We use these providers to run the site, each under its own terms: Cloudflare (hosting, security and page-speed measurement), Railway (our servers and database), Cloudflare R2 (stored résumés), Resend (email delivery), Zoho Campaigns (newsletter delivery), Google (read-only access to our company mailboxes and a company Drive folder), Razorpay (payments), PostHog (usage analytics), Sentry (error reports) and Better Stack (server logs). We have asked PostHog and Sentry not to store your IP address.

To help us sort our email and answer our own questions about it, the text of messages we receive is sent to an AI provider through its commercial API. We use Anthropic (Claude) for this, and only to produce the ratings, summaries, draft replies and answers shown to us. Under Anthropic's commercial terms, content sent through its API is not used to train its models by default, and it is deleted by Anthropic after a limited period. If we change provider, we will check that provider's terms and update this page.

Information from Google

Our admin panel connects, with our permission, to our own company mailboxes and a company Drive folder through Google's APIs, in read-only mode. We use the information only to show it to our team and to provide the features described above. We do not sell it, use it for advertising, or use it to train general-purpose AI models.

Simulated Sphere Innovations' use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Data retention

We delete personal data on a seven-day timer once it is no longer needed:

• Contact messages are deleted seven days after we read them.
• Job applications and résumés are deleted seven days after the role is closed or removed.
• Event registrations are deleted seven days after an event is cancelled or removed.
• Newsletter sign-ups are deleted seven days after you unsubscribe.

Some records are kept longer. Payment records, including the payer details in what Razorpay sends us about a payment, are kept indefinitely, for accounting and legal reasons. The log of emails we send (recipient address and subject) is deleted after 30 days. Email in our company inboxes, and the notes our tools add to it, is kept in our admin tools for up to 12 months and then deleted; the original message stays in the mailbox itself until we delete it. Our nightly database backups are kept for 14 days, so a deleted record can remain in a backup until it ages out.

You can ask us at any time to erase your data, and we will, including the log of emails we have sent you. The exception is payment records, which we do not erase on request. On a paid event registration we remove your name, email address, phone number and IP address, but the payment record we hold from Razorpay keeps the payer details from checkout, because we may need it for accounting and legal reasons.

Your rights

Depending on where you live, you have rights to access, correct, export, or delete your data. To exercise any of these, email us at privacy@simulatedsphere.com and we'll respond within 30 days. If you ask us to erase your data, that includes any of your emails held in our admin tools, with the notes our tools added to them.

Security

We use HTTPS everywhere. Passwords are stored only as one-way hashes, the secrets we hold are encrypted, and our hosting providers encrypt stored data at rest. We run regular security reviews. No system is bulletproof. If we ever detect a breach that affects your data, we'll tell you promptly and clearly. The cookie the site sets, and what it does, is described in our Cookie Policy.

Changes to this policy

If we make a material change, we'll email you before it takes effect. The "last updated" date at the top always reflects the current version.

Contact

Questions? Get in touch or email privacy@simulatedsphere.com.

Simulated Sphere Innovations Private Limited, CIN U62099TN2023PTC163233, Madurai, Tamil Nadu, India.